Office Assistant

Helena Kirkwood Garcia

www.linkedin.com/in/helenagarica • 773-***-**** • ****************@*****.***

Finance Administrative Specialist

Finance Specialist professional with 10+ years of experience supporting C level executives, sales, and management to improve internal operations. Diversified skill sets covering financial and administrative support, client relations, writing, and account management. Initiative-taking team player committed to achieving an employer's objective with a strong work ethic.

Summary of Qualifications

Microsoft Office; Excel

GAAP/SOX Compliant

Deltek/Vison

Documentation management

Accounts Payable/Accounts Receivable

Executive Communication Skills

Process Improvement Strategies/Documentation

Training/Development

Education

DeVry University

Bachelors of Science Business Administration 2017

Professional Experience

Thornton Tomasetti Inc/Chicago, IL 1/2021 to Current

Billing Coordinator

•Prepare contract billings, project set up and all other financial management support exclusively for the entire Chicago office.

•Accurate and timely posting of client invoices, using Deltek/Vision.

•Manage project-related documentation by ensuring projects are in compliance and audit ready.

•Ensure financial transactions are recorded accurately and timely.

SPAAN Tech Inc/Chicago, IL 2/2020 to 8/2020

Project Management Assistant

•Accurate and timely posting of client invoices, averaging $500 thousand per month, using Deltek/Vision.

•Collect and review employee receipts and expenses.

•Ensure financial transactions are recorded accurately and timely.

Fullerton Engineering/Schaumburg, IL 12/2013 to 10/2019

Project Management Assistant, 11/2015 – 10/2019

•Verified and processed all accounts payable documents, back-up documentation, coding, and payment processing.

•Accurate and timely posting of client invoices, averaging $100 thousand per month, using Deltek/Vision.

•Provided regular monitoring of general ledger accounts using company ERP and Deltek system.

•Invoice tracking & vendor analysis to ensure timely payments.

•Track and compile all project lien waivers, conditional and unconditional until each subcontract is closed.

•Created company training documentation and assisted with training for new project management operating system Vision/Deltek.

•Managed the billing and collections monthly goals.

Project Coordinator, 12/2013 - 11/2015

•Supported Director of Engineering and Project Managers with up to 20 to 50 projects.

•Project control and database management.

•Coordinated accurate, up-to-date reporting of project status.

•Work with project managers to produce monthly forecast trends.

ASK Staffing/AT&T/Rosemont, IL 9/2013 – 12/2013

Administrative Support

•Provides administrative support for AT&T DAS Wireless Construction and Engineering Senior Real Estate Management team.

•Generated reports, receiving of bills, worksheets, end of project documents for project management database upload.

•Assisted in the preparation, maintenance, and control of records, budget information and reports.

LaSalle Network/Teleformix/Itasca, IL 1/2013 – 5/2013

Quality Assurance/Administrative and Bookkeeper Assistant

•Improved call center productivity with accurate and detailed evaluations of call center employees.

•Performed accounts receivable and accounts payable functions with QuickBooks.

•Researched account transactions to identify and resolve discrepancies.

Xerox Corporation/Rosemont, IL 01/2008 – 02/2011

Customer Business Representative

•Provided direct administrative and contract compliance support for Xerox national sales team.

•Ensured that equipment orders, contracts, and billing of new business are compliant with Sarbanes-Oxley ACT.

•Collected and analyzed data to detect non-compliance with laws, regulations, and management policies.

•Entry of sales orders in Oracle to include all pertinent notes and notifications to departments.

•Work with warehouse on delivery and pick up issues as well as incentive compensation to identify discrepancies and invoicing disputes.

•Reconciling account information and communication with both internal and external departments.

•Participated in refinement projects for database and order processing improvement.

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