Administrative Assistant Project Coordinator

Patricia Hile

Mission Viejo, CA ***** Email: ************@*****.***

QUALIFICATION SUMMARY

An efficient and detailed professional Administrative Assistant/Project Coordinator with an accounting background looking for a full-time position. Proficient in coordinating the development of an efficient office following company and accounting policies and procedures. Highly adept at handling various responsibilities by prioritizing tasks and setting clear deadlines. Effective verbal and written communication, problem-solving, and customer service skills with the ability to build enduring relationships with employees, clients, and associates.

PROFESSIONAL EXPERIENCE

Calico

(Interior Design)

Project Coordinator/Administrative Assistant (Parttime)

November 2023 – February 2024

Collaborated with designers, customers, workrooms, and vendors to manage the design projects.

Processed the customers’ design folders and managed the special orders of hardware requests, pillow inserts, designer shades and blinds, and furniture upholstery.

Matched workroom invoices with the completed work orders and submitted them to accounting for payment.

Received delivery of all bolts of fabrics, hardware, and designer shades, and shipped the items to the appropriate workroom.

Coordinated the customers’ furniture, pillows, and seat cushions to be reupholstered to the appropriate workroom.

Managed back orders of fabrics, hardware, and designer shades and communicated the status to the designers and the customers.

Scheduled customers for measurements of their windows by the drapery installer and arranged dates and times for installation of their completed projects.

Entered the customers’ final payments before releasing finished products and installing the design projects.

Rost Architects

(Architecture and Interior Design)

Office Manager/Administrative Assistance/Bookkeeping

August 2022 – January 2023 Full Time

Processed the invoices, prepared semi-monthly payroll, and other QuickBooks tasks and responsibilities.

Expedited the onboarding process of new employees, introduced them to the staff, and set up employment files for past and present employees.

Submitted all insurance renewal documents and ensured the Certificates of Insurance were current.

Monitored the project schedules and informed the project managers of the potential completion dates.

Updated the weekly property summary reports and notified the project managers of the percentage billed on each contract to date and the remaining money remaining.

Sorted and distributed morning mail to the staff.

Maintained the conference room, offices, and kitchen facilities.

Inventoried and ordered office and kitchen supplies,

Coordinated tech support for the staff.

Avex Builders, Inc.

(Residential & Commercial – General Contractors)

Office Manager/Administrative Assistant

February 2020 – March 11, 2022 (Part-Time)

Processed the contracts for subcontractors, logged in the executed contracts by the subcontractors, and returned signed contracts to them.

Retained a list of the subcontractors’ certificates of insurance for proper coverage and expiration dates.

Updated current lists of subcontractors and vendors.

Contacted our current subcontractors, and when necessary, located new subcontractors to schedule job walks with the superintendents for new projects.

Followed up with the subcontractors to be sure their bids were in on time.

Ordered office supplies and other office expenses and at times, negotiated prices with vendors.

Revised the policy and procedures manual, including OSHA requirements for a safe workplace.

Scheduled internal meetings and external meetings for executive staff. Attended meetings, typed minutes, and emailed minutes to attendees.

Stemell, Inc.

(Manufactured and Sold Stem Cells) – San Juan Capistrano, CA

Bookkeeper, Office Manager & Customer Relations Manager

May 2018 – October 2019

Increased organizational productivity by creating and updating the policies and procedures manual.

Managed customers’ invoices and monitored daily shipment orders to prepare semi-monthly commission statements in QuickBooks.

Streamlined FedEx and UPS pickups by setting up procedures between the Shipping Department and Accounting.

Recovered outstanding receivables through monthly emails and telephone calls to customers.

Sourced potential doctors and sales consultants and collaborated with the CEO to schedule phone appointments.

TFP Management, Inc.

(Property Management – Mobile Home Parks) – Dana Point, CA

Office Manager, Accounting Supervisor & HR Manager,

February 2010 – September 2016

Coded and entered invoices, prepared weekly checks through QuickBooks, and determined cash flow needs by evaluating last month’s receivables and expenditures.

Ensured the proper approval and payment of all invoices when training and supervising new employees.

Maintained accounting operations, such as recording daily deposits, updating rental status reports for all parks, and tracking collections of past-due accounts.

Performed reconciliations of monthly and quarterly reports by determining compliance with regulatory policies.

Improved organizational performance by restructuring company policies and procedures manuals for the corporate office and six mobile home parks.

Introduced an employee-record management system with correct documentation on all employees, including payroll deductions, vacation times, sick leave, and bonuses. Processed payroll through ADP.

EDUCATION, CERTIFICATION, LICENSE

Associate of Arts Degree: Interior Design – Interior Designers Institute – Newport Beach, CA

License: Real Estate Salesperson License – State of California, Department of Real License

Microsoft Office (Word, Excel & Outlook QuickBooks Online)

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