Accounts Payable Office Assistant

LAQINDA CARR

**** ******** **, ********, ** ***** · 925-***-****

****************@*****.***

Detail-oriented accounts payable/administrative support staff seeking to secure a responsible career opportunity to fully utilize my decade of experience, training and skills, while making a significant contribution to the company by improving office efficiency, utilizing my exceptional time management skills, and tapping into my overall body of experience all while providing financial, administrative, and clerical support to the company.

EXPERIENCE

06/2023 – 01/2024 (temp position)

OFFICE/ACCOUNTING ASSISTANT, VALLEY IRON WORKS, INC.

• Finalize and review contracts and identifying any loopholes and potential legal as well as financial risks

• Check employee time sheets daily for accuracy

• Calculate billing statements and identify and correct errors to ensure accurate payment procedures

• Enter updates and changes in contract provisions and amendments into databases and spreadsheets

• Answer screening and forwarding incoming phone calls

•Ensure that all transactions are correctly reflected in the ledger

•Maintain the A/P, Payroll, and Billing with the accounting treatment of transactions.

• Manage and review accounts and balances, identify invoice inconsistencies, and handle all discrepancies with employees

• Order front office supplies and keep inventory of stock

• Track and classify outgoing payments and to maintain transparency of transactions

• Send Pre-Lien documents via certified mail to customers before performing work of improvement to a property

•Keep updated records of office expenses and costs

• Enter Accounts Payable invoices into QuickBooks database for payment upon net terms agreements

• Acquire all necessary signatures to distribute payroll and for invoice payments via check

• Collaborate with customers, third party institutions and other team members to resolve billing inconsistencies and errors

• Compare purchase orders, invoices and receivers to make sure they match, prior to approving invoices for payment (Three-way match)

• Create invoices and billing materials to be sent directly to a customer

03/2023 – 06/2023 (temp position)

ACCOUNTS PAYABLE SPECIALIST, ALEGRE TRUCKING, INC.

• Worked with departments to get invoices approved for payment. Conducts research as needed on any missing invoices or to find a PO number.

• Processed outgoing payments in compliance with financial policies and procedures.

• Performed day to day financial transactions, including verifying, classifying, and recording accounts payable data

• Reconciled fuel receipts on a daily basis and codes the expenses in order to get proper approval.

• Prepared billing on a weekly basis for car rental, hotels and credit card processing and ensures the expenses are coded properly based on the contract, truck, load or other criteria.

• Communicated invoice discrepancies to appropriate parties and tracks outstanding items.

• Received, reconciled, and processed vendor invoices (Great Plains. Transman, TMW and eOne smart connect)

Captured supporting documentation for transactions and uploads it into the accounting software utilized by the Company.

• Processed daily and/or weekly ACH payments.

• Facilitated truck licensing for all heavy-duty trucks for the Company. Prepares the sales tax return for mileage annually.

• Received and logged invoices, maintain and update an accounts payable ledger and generating financial statements and reports.

• Made sure that the payments to the vendors are approved on time (payment processing).

09/2022 – 02/2023

BOOKKEEPER/PROJECT COORDINATOR, AA sign image, inc.,

• Received, reconciled, and processed vendor invoices (QuickBooks)

• Evaluated project performances (efficiency and effectiveness)

• Assisted in financial activities such as running payroll and generating invoices

• Ensured stakeholders satisfaction

• Maintained records of financial transactions by posting and verifying

• Planned, developed, monitored project progress and set deadlines

• Executed a variety of project management administrative tasks such as billing and bookkeeping

• Supervised installers while out in the field on projects that I coordinated, planned and managed

• Maintained and monitored project plans, project schedules, work hours, budgets, and expenditures

• Ensured project deadlines are met

• Performed special projects and duties as assigned

• Assisted with resource scheduling so that team members have the resources they need to complete their tasks

• Created, issued invoices and bills and sent them to customers through various

channels

• Answered questions and handle complaints from customers regarding bills; issue

credits if necessary

• Provided daily field reports to customers upon request

• Attended meetings with stakeholders on project progression, costs and deadlines

05/2015 – 08/2020

ACCOUNT COORDINATOR, a.p.s. west coast (amports)

• Communicated regularly with transportation customers regarding drop off or

pickup of stored vehicles

• Prepared all necessary documentation for shipping - BOL (bill of ladings) and

verifying that the correct vehicles are being sent or dropped off to the right

location for drivers upon vehicle pickups or drop offs

• Tracked and traced lost vehicles

• Supervised employees and evaluate performance to report to site manager

• Recorded shipment details into computer system

• Supported team members when implementing risk management strategies

• Maintained proper and accurate Pre-Shipment and Post-shipment Administration

• Participated in interviewing, hiring, evaluations, and training of new hires

• Work/assisted out in the field as needed

• Attended and participated as appropriate in staff meetings and other meetings as necessary

• Managed and organized promotional events for the business

• Answered and routed phone calls, take and routed messages as needed

• Conducted or overseen the purchasing and tracking of office supplies within

budget limitations

• Coordinated office cleaning, recycling, and organization

• Used a small handheld barcode scanner to locate vehicles, receive vehicles upon arrival or release upon departure

• Performed visual inspections of vehicles body panels

• Updated internal databases with account information

• Created work schedules and project plans to meet deadlines

• Assessed current operations to determine if new hires are needed or if existing

employees and production methods can be utilized more effectively

• Maintained a work environment where employees are treated fairly and can be productive

01/2013 – 05/2015

OFFICE SUPPORT STAFF/DATA ENTRY SPECIALIST, BLUE SHIELD OF CA

• Provided day-to-day analytical and administrative support to Installation and

Billing, including Group Implementation, Member Enrollment/EDI and Billing duties

included but not limited to word processing, copying, filing, faxing, emailing,

answering phones and data entry

• Transferred data from paper formats into computer files or database systems using

keyboards, data recorders or optical scanners

• Maintained and updated records for all aspects of patient billing and

management information records

• Kept current on informational changes in billing procedures

• Maintained confidentiality under HIPAA standards

• Accepted new assignments willingly to meet business needs

• Processed all release of information (ROI) specifically medical record requests in a

timely and efficient manner ensuring accuracy and providing customers with the

highest quality product and customer service

• Provided analytical support for multiple projects simultaneously, established work

plans and timelines; coordinates with internal and external resources

• Accurately entered and updated customers information into Facets, MC400 & LDI

Database

10/2009 – 01/2011

ADMINISTRATIVE ASSISTANT I, CITY OF PITTSBURG (CITY MANAGER’S OFFICE/PUBLIC WORKS DEPARTMENT)

• Performed clerical support to all departmental staff, utilized standard office

equipment, screened incoming calls, took and transmitted messages, made

photocopies and entered data into system

• Attended all city council, board and commission meetings and recorded and

transcribed minutes; draft reports, sorted and distribute mail received by

departmental staff

• Prepared documents and information by typing, performing data entry or word

processing

• Initiated inbound and outbound calls to customers and employees while drivers

are on-site/location, resolving trash pick-up and other city-wide issues

• Entered and maintained accurate data and information into different Microsoft

Office Suite programs, as well as Eden, and Cartegraph

• Provided a positive working relationship with representatives of community

organizations, state/local agencies, City council, and management

EDUCATION

04/2009 - 08/2009

ADMINISTRATIVE ASSISTANT CERTIFICATION, opportunity junction

3.8 GPA – Graduated with honors

08/1996 - 06/2000

HIGH SCHOOL DIPLOMA, riverside high school

4.0 GPA – Graduated

SKILLS

• Strong communicator (verbal and written)

• Highly organized

• Relationship builder

• Result oriented

• Active listener

• Confidentiality

• Punctual

• Multitasking skills

• Ability to meet deadlines

• Attention to detail even under pressure

• Strong management skills

• Typing speed of 45 wpm

• Basic accounting acknowledges (QuickBooks) – (10 Key)

• Proficient in Microsoft office suite

• Ability to learn new computer

software/programs

• Time management skills

REFERENCES

Available upon request

Contact this candidate