Summary of

qualifications

Professional

experience

Rainbow (Tj) Swain

Phone 510-***-****

E-mail: adt43a@r.postjobfree.com

With over 25 years of project coordination, bookkeeping and executive-level administrative assistant experience, I feel confident I can be an asset to any company looking for a motivated, hardworking team member. I am currently working at an aquatic center but before that I was with BSCF as an interim Program Coordinator and loved working in philanthropy. For BrightView Landscape Development I enjoyed being involved in the day-to-day activities associated with managing multiple landscape development projects. At Suma Landscaping, my typical work day focused on coordinating landscape projects for the Vice President & Landscape Maintenance Manager as well as assisting in managing the field crews. I am also currently the remote bookkeeper for Alameda Ballet Academy & West Alameda Business Association in Alameda CA. I have strong organizational and interpersonal skills and am proficient with Mac, PC, Microsoft Office & Programs, QuickBooks, Procore, Textura, E1, CMiC, Adobe Pro, Asana, Fluxx, SalesForce Lightening, Mail Chimp, Zoom, Google Suite/Docs/Sheets/Calendar along with most Social Media Platforms. July 2022 - Present Ohana Aquatics – Oakland, CA

Front Desk Check In (Part-Time)

§ Checking in students and directing them to their class/teacher

§ Reconciling attendance sheets using the schools online platform

§ Safety; tidying up items around the pool that could be a trip hazard, making sure kids walk near the pool, keeping an eye out for students’ safety while in the pool, backing up teachers if needed to keep their students safe

§ Testing chlorine levels daily

§ Janitorial

§ Completing opening, closing & safety procedures at the swim school

§ Show key leadership behaviors in the presence of parents/students, and our team of teachers daily

February 2021 – July 2022 Blue Shield California Foundation – SF/Remote Program Coordinator – Assisting the Program & Communications Team with all aspects of the Program Coordinator roll including but not limited to:

§ Entering, reviewing & managing grants from grantee request to board approval using Fluxx

§ Being the main contact with our grantees on my assigned grants via Zoom/Phone/Email to expedite their requests being approved before deadline.

§ Entering new contracts & creating submittals using SalesForce

§ Managing grant projects and entering billing schedules into Asana

§ Submitting invoices to AP

§ Taking due diligence meeting notes with our team & the grantees

§ Managing & assisting 4 Program Managers and their calendars as well as coordinating meetings with internal and external teams December 2018 – July 2020 BrightView Landscape Inc. - Tucson, AZ Project Coordinator

§ Use estimating data to prepare product submittal packages, foreman's project folders and purchasing files

§ Receive, evaluate and respond to project change directives

§ Compare plan revisions to original plans to help determine cost impacts

§ Communicate change to field teams and Subcontractors

§ Distribute important information to field teams and Subcontractors

§ Prepare routine estimates under the supervision of Project Management

§ Source current and accurate prices from suppliers and subcontractors and ensure timely delivery to projects

§ Prepare transmittals, RFIs and client letters at the direction of Project Manager

§ Update submittal logs and Branch/job minutes per Company policy

§ Weekly A/P along with Monthly A/R

§ Ensure that information and resources are available to field teams and that communication between field and office teams supports a great customer experience

§ Demonstrate key leadership behaviors in the presence of customers, and other team members every day

February 2015 - November 2018 Suma Landscaping - Oakland, CA Executive Assistant to the Vice President and Maintenance Managers

§ Organize all aspects of the Maintenance and Landscaping divisions

§ Customer Service; answering multi line phones, booking appointments for new clients, scheduling new client appointments to Google & Outlook calendar, managing maintenance clients and issues

§ Manage and delegate duties to the Maintenance and Landscape crews each morning

§ Landscape project & maintenance coordination

§ Email marketing using marketing automation platforms

§ Follow up with client requests and updating contact information in Outlook

§ Input activities and appointments into staff calendars as requested

§ Perform general office/admin duties; filing, copying, creating spreadsheets, tracking projects

§ Ordering supplies and construction materials needed for daily maintenance crews and large landscape projects

§ Develop and prepare contracts, letters, memos, correspondence, processes and procedures

§ Billing, invoice coding & processing credit card payments Education

June 2010 – Present Bookkeeper for Alameda Ballet Academy – Remote Office Manager / Bookkeeper / Executive & Virtual Assistant

§ Manage all aspects of the ballet school and the non-profit

§ Property Management; using Google Calendar

§ Customer Service; email: Yahoo & Google, answering phones

§ Marketing

§ Overseeing/organizing ballet performances and events

§ Bookkeeping; accounts receivable and payable, filing sales tax, pulling EIN from IRS.gov, expense worksheets for files that need expenses calculated

§ Monthly receipt and adjustment entry

§ Input bank and credit card statement transactions into QuickBooks for reconciliation

April 2004 – May 2010 Equity Capital Real Estate - Alameda, CA Account Manager / Vendor Coordinator / Executive Assistant

§ Establish policy and procedures for billing department

§ Manage accounting department; 200+ accounts payable and receivable using QuickBooks

§ Maintain payroll records processed through ADP

§ Prepare weekly, monthly, quarterly and year end reporting for coordination with off-site accountant

§ Resolve "elevated issues" needing immediate attention to avoid accounts going to collections

§ Coordinate vendors working multiple job sites

§ Track files through database management system Taza

§ Perform general office tasks as needed: open new files, order supplies, filing, prepare agendas and meeting notes, prepare packages for mailing

§ Marketing

§ Customer service: answer multi-line phone system, greet occasional visitors, assist clients and general public with questions concerning file status Jan 2003 – Jan 2004 Gypsy Golf Gear - San Leandro, CA Feb 1990 – Jun 1993 Alameda Unified School District - Alameda, CA QBO Certificate – Udemy Online

High School Diploma

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