Administrative Administrator (Accounts Payable & Service Coordination)
Detail-oriented and solutions-driven Administrative Assistant Coordinator with extensive hands-on, progressive experience in office management, negotiation, project coordination, and customer satisfaction, coupled with proficient knowledge in accounts payable, accounts receivable, cash management, payroll, and financial analysis. Motivational team player, recognized for initiative and analytical thinking, equipped with exceptional organizational, multitasking and planning skills. Proven ability to analyze situations and effect operational change leading to business process improvement, and client satisfaction. Core areas of strength:
Bookkeeping & General Ledger
Customer Service Excellence
Financial Reporting & Analysis
Customer Relationship Management
Accounts Payables & Receivables
Technical Proficiencies Include: Microsoft Office Suite (MS Word, MS Excel, MS PowerPoint, MS Outlook, MS Access)
QuickBooks, OpenInvoice, Sage Accounting Software, Simply Accounting Pro, JD Edwards, Google Docs, Google Drive, Adobe Acrobat CS, Adobe Pro, AutoCAD, Fleet Complete GPS, Verizon Connect GPS
Capability to explain complex problems to a range of audiences, strong oral and written communication skills.
Outstanding analytical skills, attentive to detail, with an ability to look beyond the obvious and solve problems.
First-class customer service skills, proven success in building solid client relationships.
Demonstrated teamwork and accountability, strong code of business ethics.
Academy of Learning Career College, High River, AB
Office Administration Diploma
ADMINISTRATIVE CONSTRUCTION COORDINATOR Jan 2017-June 2019
Knight Plumbing & Heating Ltd., Calgary, AB
Handpicked to deliver overall coordination, administration, and tactical leadership, ensuring compliance with organization’s policies – maintained the New Construction dispatch using Successware, coordinated all scheduled jobs from Supply Pro and Builder portals, and all warranty/service work order requests with trade contractors, homeowners and field personnel
Managed and Coordinated project deadlines; obtained awarded bid purchase orders from customers; assisted the New Construction Manager in the preparation of over 10 project bids for quoting and job costing purposes.
Answered incoming service calls from customers, assessed their requirements or needs and scheduled them into the daily schedule using in-house database Successware, handled service work orders and forward invoices to customers for payment.
Recorded and maintained all New Construction field technicians’ daily hours, job notes and work-related pictures or other pertinent information into Successware for payroll and documentation purposes.
Researched and negotiated various pricing on materials from vendors for quoted projected bid projects.
Organized and entered all customers’ pertinent information into Successware, Forecast Calendar Spreadsheet and WIP for plumbing and heating departments.
Managed, reviewed, and distributed drawings, addenda, grade and plot forms, material lists & detailed coversheets for site supervisors.
Produced and coordinated procurement of construction materials and supplies ensuring accuracy and timely delivery of materials through supplier’s web portals/emails.
Acted as a point of contact for the project managers, site superintendents, site supervisors and provided administrative support as required.
Drafted correspondence and reports as directed; developed and maintained records management system; utilized word processing, spreadsheet, database, or presentation software to prepare reports, memos, letters, and other documents.
Changed the company's procedures 6 months into starting my role – was awarded praise from senior management. I caught a mistake from a builder on the drawings as one of the bathrooms was missing the water closet. Emailed the builder and informed them of the error – commended for catching the error and was tasked with redoing the drawings to reflect the toilet in the bathroom.
Accounts Payable-Logistics Coordinator / Minhas Furniture House Ltd., Calgary, AB Feb 2014-Sept 2016
Was responsible for accurately coding, entering, and processing over 200 vendor invoices for monthly payment and approval - slashed vendor costs by 25% by negotiating pricing and fees, while ensuring the continuation of services
Reorganized account documentation for 75 accounts – rectified issues and contacted vendors regarding account changes.
Reviewed new customer orders/requests daily, and manually entered data into Sage 50 and Excel spreadsheets, calculated figures such as discount percentage allocations and credits; processed an average of 250 customer invoices per month.
Supported the A/R supervisor with 30 customer collections via phone or email monthly.
Coordinated scheduling for 5 or more daily shipments from the designated docks, assigned multiple carriers and communicated all emergencies or delays due to weather or carrier schedule to customers and supervisors.
Assisted the warranty/returns department for releasing and sending out new warranty products by shipping items in the same containers. Accepted inbound shipments from and directed drivers to proper docks for unloading the goods received.
Accounts Receivables-Reception / Metro Associates, Calgary, AB May 2011-June 2013
Recruited to provide ongoing support with general duties of office management, accounting, reception, screening emails, documents drafting, acting as the liaison between clients and office staff, conducting research, coordinating calendar, meetings, and maintaining databases in a high-volume environment which demands to multitask and prioritizing versatile business needs
General Administrative task: Coordinated mail and couriers, coding, obtaining approvals, filing, greeting visitors, answering, and transferring calls, taking messages, ordering office supplies, and maintain office appearance.
Day-to-day treasure responsibilities: Daily cash report, bank deposits, monthly bank reconciliations, managed receivables, processing credit/debit card payments, collection calls, managed staff expenses, timesheets, GST remittance, and processed packing slips and invoices using QuickBooks Pro.
Assisted accounts payable department by matching invoices to appropriate documents, printing reports, and assisting the shipping/receiving department with production and inventory.
Supported the sales team with processing customer sales orders, assisting with proposals and follow-ups, and preparing all necessary documents for customer returns/credits.
Office Manager / Prestige Custom Millwork, Calgary, AB Nov 2008-Mar 2011
Implemented a new “one-stop” shopping experience for clients to easily choose all their custom cabinetry selections to help streamline the process by providing sample boards from various vendors. Conducting research on products and negotiating pricing for all parties involved.
Managed resources, staff, and contractors to execute the project and accomplish work within set budgets by maintaining job costs.
Prepared, coordinated, and scheduled daily work orders for production staff and shipping department, managed the General Managers and the design specialists team calendars and emails.
Performed various cabinet interior design tasks as delegated by the design specialist team and ensuring the customer/client files are updated.
Negotiating costs with various vendors on production products; handling requisition/purchase orders and matching all documents to invoices.
Answered incoming calls and greeted visitors, confirming safety measures are attained while in the building, and maintaining the condition of the office.
Coordinated and carried out administrative procedures and activities. Ordered office supplies and maintained inventory on a weekly basis.