Executive Administrative Assistant, Accounts Receivable, Accounts Paya

Melissa Heather Katz

818-***-**** ******@*******.***

Calabasas, California

Insightful, articulate, highly accurate business professional, with 15 years Administrative experience. Well developed

interpersonal & communication skills. Works effectively with persons from diverse professional & cultural backgrounds.

Successfully builds relationships with co-workers. Excellent written and verbal skills. Exceptional multi-task and follow-up.

Proficient with Microsoft Outlook, Excel & Word. HR Buroware, QuickBooks for P&L reports, Insightly, Google Docs &

Drive. Type 80 wpm.

Savannah Restaurants Corporation January 2010-January 2013

Administrative Assistant

n Open reception area and office; secure lights, check voicemails, overnight deliveries and distribute faxes

n Process daily reports; update company spreadsheets & issue to management

n Balance and reconcile daily sales and gift cards; record profit & loss, inventory and waste numbers

n Maintain employee files; prepare and update new hire packets, organize separation files of terminated employees

n Provides & assist switchboard callers & visitors with company information, address, company website and other related inquiries,

assist County & City law enforcement with information about current and or previous employees.

n Coordinate the pick-up and delivery of express mail services (FedEx, UPS); receive, sort, and forward incoming mail

n Order, receive and stock office supplies; maintain office equipment; prepare meeting session materials; hand outs and binders;

comprehension of POP marketing and promotional materials

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n WK Dickson Engineering & Co, Inc. August 2008-June 2009

n Executive Administrative Assistant

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n Calendar Engineer appointments; maintain confidentiality of all records for both personal and professional issues handled in

associated areas; ascertain which events will require engineers presence

n Prepare manuals, contracts, construction observation & erosion control reports

n Compile and transcribe assigned dictation tapes; compose correspondence, distribute in office and to outside resources; obtain

necessary signatures, checks, and other related documents

n Arrange meeting facilities, rooms, and catering; organize details of public relations events, travel & flight arrangements including

seminar reservations, hotel accommodations, car rental; corporate agendas and itineraries.

n Confirm jurisdiction and permitting areas for approved engineering projects; update business licenses for cities and counties

n Assist engineers with preparation of proposals for water and sewer projects, file and submit project bids to city or county

n Data base track and record CRM for prospective clients, prepare ticklers for engineers to follow-up with client at a later date

n Process engineer expense reports, submit to corporate office for reimbursement

n Maintain proper stock of necessary materials and office supplies for submittals and proposals

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n Tri-Star Interiors, Inc. March 2004-November 2007

n Accounts Receivable/Accounts Payable Administrator

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n Post applications including cash, checks and credit card transactions; prepare daily deposit

n Billing & invoicing daily to ensure weekly cash flow: review purchase orders to ensure accuracy of project dollar amount

n Resolve billing errors and discrepancies: process credits, write offs and bad debt adjustments; prepare month end statements

n Oversee accuracy of payments and terms; monitor tax codes for cities and out state customers

n Meet lien release deadlines for progress and final payments; perform credit references, evaluate customer credit worthiness

n Supply and meet insurance requirements for project installations

n Correspond with bank regarding over 60 day customers; prepare aging report and report to bank

n Assist controller with monthly sales tax, processing reports, verifying accurate account of sales

n Verify hours and submit payroll for office staff using ADP services

n Interface with sales department regarding invoice compliance

n Process all vendor invoices, credits and refunds

n Maintain vendor files, upload invoices to system; monitor accounts, ensure accuracy of payments, review payments & terms

n Research vendor invoice discrepancies, verify previous charges for product, resolve over charges and other billing issues from vendors

n Negotiate prices increases with vendor, maintain standard pricing in order to continue business relationship

n Review and verify check requests; submit to controller with proper documentation for required check signatures

n Sort, code and batch invoices, review batched payments to system for accuracy

n Run month end reports for validation that all vendors are paid, no outstanding or past due invoices

n Reconcile monthly credit card statements to maintain accuracy of charges

n Monitor expenditures; verify employee receipts for reimbursements, accuracy of company affiliated spending & not for personal

interest

n Maintain confidential files for employees who are drug tested

n Assemble new hire packets for prospective new employees, updating government forms as they become available

n Interview prospective candidates, documents skills and experience; verify employment, check professional references

n Assist controller with audits, various AP/AR projects

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