Data Entry Office Manager

Emma A. Vazquez

Office Manager/Administrative Assistant

Houston, Texas 77058

Phone: 281-***-****

Email: *************@*****.***

Summary

A self-motivated, detail-oriented professional with 10+ years administrative experience in fast paced office environments. Independent worker with high energy and excellent communication and customer service skills. Punctual, courteous, able to work with little oversight, and collaborates well in team environments.

Skills Profile

Excellent organizational, data entry, filing, phone and communication skills, as well as experience handling confidential paperwork

Multi-tasker, resourceful and a fast learner

HubSpot, Quickbooks, SalesForce, SureLC, Firelight, ISNet World, APSM, Contractor Compliance, Microsoft Office Suite, Cornerstone software experience

Type 70+ words per minute and 8,500 keystrokes per hour with 97% accuracy

Work Experience

Simplicity – Data Entry Specialist/Administrative Assistant 02/2023 – 05/2024

Coordinates between four departments (Licensing, New Business, Direct Submit, Commissions)

Reviews all appointments, and enters any missing information, for commissions report at the end of every month, averaging 1500 appointments for monthly review

Inputs average of 50 appointments per day in Salesforce, logs all insurance carriers notices regarding new business, and ensures accuracy in existing Salesforce appointments, agent hierarchies, insurance carriers’, wholesalers’, and distribution partners’ information

Updates and corrects SureLC regarding agent files and documentation on an ongoing basis

Updates and corrects any Broker/Dealer (B/D) data entry information from 60+ acquisitions on ongoing basis

Assists New Business team with data entry requests through Firelight, with under 24hr turnaround time

Answers or direct inquiries from vendors, clients, and other office locations

JS Compliance – Executive Assistant/Office Manager 08/2021 – 10/2022

Oversaw and supported all administrative duties in the office and ensured the office operated smoothly

Approved incoming invoices in Quickbooks and coordinated with accounting to ensure all items were invoiced and paid on time; assisted accounting director with reconciling expense reports

Managed relationships with service providers, clients, vendors, and landlords

Managed office supplies inventory and placed orders as necessary

Performed receptionist duties: greeted visitors, answered and directed phone calls, solely monitored company inbox for all emails and inquires received; received and sorted incoming mail and deliveries, managed outgoing mail; ran errands as needed

Developed office policies and procedures, and ensured they were implemented appropriately

Assisted with managing and maintaining IT infrastructure

Coordinated domestic travel, including flight, hotel, and car rental reservations

Managed executives’ schedules, calendars, and appointments; actively planned and executed company events

Ensured security, integrity, and confidentiality of data

Assisted in onboarding of new hires; created and maintained company roster and asset lists for all employees

Ensured employee trainings stayed current on ISNet World and Contractor Compliance

A plethora of additional duties as assigned

JS Compliance - Process Safety Management Coordinator 03/2021 – 08/2021

Assisted Process Safety Management (PSM) Professional team leader in keeping clients current and compliant with OSHA and EPA regulations, due dates, and tasks

Scheduled and took minutes for monthly PSM meetings with clients

Kept Excel spreadsheets and APSM database up to date regarding clients’ action items for inspections and audits

Input project and client information into Monday.com and kept statuses current

Started Management of Change processes for all relevant changes

Analyzed clients’ documents for gaps; uploaded and organized client files as needed into Sharepoint

Kept PSMP team leader calendar up to date

Onboarded and set up all new client information in APSM database

Created draft Standard Operating Procedures (SOP) for client review

ASI Standards - Customer Support Specialist 03/2018 – 03/2021

Completed ISO 17025 and ISO 17034 training; certification received

Prepared an average of 25 quotes/day to include pricing, shipping and payment methods

Coordinated with Production, Shipping, Sales & Marketing to provide accurate quotes and orders

Quality checked all quotes and orders for any discrepancies before order process approval

Invoiced 60+ clients daily, including freight invoicing, ProForma invoices, purchase orders by PO, and credit card

Processed quotes, cancellations or changes in sales orders and communicated information to related departments as required

Answered purchase inquiries regarding pricing, order status, and deliveries within 24 hours

Resolved any discrepancies in between orders and deliveries to ensure client satisfaction.

Coordinated between Production, Formulation, Logistics, and shipping carriers for expediated orders

Received and processed nonconformity (NC) reports; relayed reports to Director of Sales and QC manager, and updated customer on replacement’s shipping status, providing tracking information

Analyzed and tracked sales data to provide monthly report to Director of Sales, including Key Performance Indicators

Collaborated with sales team, Team Manager & Director of Sales to determine strategic approaches for sales

Maintained constant presence at sales desk, answering and routing multi-line phone calls

Communicated effectively to build strong relationships with customers, peers, and management in fast paced sales environment

Assisted logistics supervisor as needed

Other clerical duties as required

Southern Sash via Walker Personnel – Receptionist (Temp) 09/2017 – 01/2018

Received acknowledgements and matched to residential tickets for salesman approval

Accurately maintained sign in/out sheet for all employees and guests of the company

Maintained/updated employee phone list, and maintained a separate list to include temporaries, visitors and others who had phone numbers assigned to them

Answered clients’ questions about the company, including address, directions & other information

Notified employees when they had received client visitation, delivery, mail or a fax

The Cupcake Shack – General Manager/Owner/Baker 01/2012 to 09/2017

Kept all social media profiles update to date and responded to all messages/inquiries

Made change, processed credit/debit cards and other acceptable forms of payment; issued receipts to customers, and followed standard procedures for issuing cash refunds

Handled emails, multi-line phone, took messages, scheduled special orders, and coordinated catering events

Attended to customers in timely manner, took orders, and informed them about store promos

Handled inventory, ordering, receiving, stocking, and distribution of food and office supplies

Managed employees, schedules, inventory, deliveries, and clerical office duties

Voss Road Animal Clinic - Administrative Assistant/Receptionist 07/2007 to 01/2009

Worked in a fast paced, multi-tasking environment for four physicians; answered multi-line phone, took messages for all doctors, documented all calls, and assisted in setting up patient referrals

Greeted and attended to clients in a courteous professional manner, reducing average wait time by 15 minutes

Input data into accounts receivables system using Cornerstone software, completed all transactions, and processed end of day reports

Called all RX-refill medication into pharmacies and filled in-house RX-refill medication for doctors/clients

Updated patient medical history regarding exam visits, health changes, and any reactions/symptoms

Typed all new-client information sheets/patient health certificates

Checked patients in/out, explained details for bloodwork, anesthesia, surgical and dental procedures

Education/Certifications

APSM Associate 04/2021

High School Diploma

10+ years administrative experience in lieu of bachelors degree

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