Administrative Assistant Data Entry

Mary Kelly 267-***-**** Hammonton, NJ *****

Seasoned Administrative Assistant with exemplary skills Business-conscious individual offering over 15 years working in Law Firms, Manufacturing Companies to Dispatching all different office setting. Easily Adaptable to any company multitasker and organizer. Enthusiastic and offering highly effective skills in client rapport. Demonstrating sound judgement and extensive

Business strategy creation

Business growth and marketing strategies

Deadline Driven

Relationship Building

Sorting and Categorizing

Client Consultations

Organizational Systems

Inventory Management

Documentation and Reporting

Computer Skills

Project Management

Purchasing and Procurement

Scheduling.

Multiple Management

Administrative Support

Verbal and Written Communication

Appointment Setting

Shipping and Receiving Packages

Taste of Italy Mfg.company company Egg

Harbor City, NJ

Management Assistant to the Vice

President

05/2018 - 07/2022

Documented meeting minutes and created detailed records of project updates.

Provided administrative support to senior leadership and 60 manufacturing staff members.

Drafted responses to incoming correspondence on behalf of senior leadership.

Directed warehouse team in stocking merchandise, pulling orders and setting up loads.

Prepared accurate shipping orders and bills of lading to direct and route materials.

Supervised material flow, storage and global order fulfillment. Input weights, charges, discrepancies and other data in Windows Excel. Generated invoices and customer estimates using Windows Office 11 Established transportation cost standards and economical shipping practices.

Conducted emergency scene risk analysis to determine boundaries, proper personal protective equipment, mitigation, clean up and packaging protocols.

Tracked chemical inventories and environmental samplings Inspected or evaluated workplace environments, equipment or practices to verify compliance with safety standards and government regulations. Summary

Skills

Experience

Assessed workplace compliance with key safety standards and government regulations, initiating remediation processes to correct deficiencies.

Recommended measures to help protect workers from potentially hazardous work methods, processes or materials.

Developed and maintained hygiene programs, Sanitation requirements and hazardous material management plans.

Reconciled invoices and vendor statements, researched issues and corrected discrepancies.

Facilitated paperwork and processing for new hires, terminations. Spearheaded HACCP protocols and updated procedures and SQF audits alongside area managers and communicated findings and issues to senior leaders.

Coordinated project materials and schedules, facilitated communication and prepared reports.

Wrote reports, authored papers and organized supporting documentation Reviewed government financial documentation as part of SQF audits complying with with Federal food and beverage distribution Act of 2021. Analyzed balance sheets for mistakes and inaccuracies. Informed clients of permits, certificates, applications and documents required by various government agencies.

Researched changes in laws to maintain adherence to financial regulations. Assisted Vice President of the Company with month-end and year-end close activities.

Presented audit results to management teams, delivering information in non-technical terms for easy understanding.

Liaised with auditors to complete annual audits and maintain compliance with local, state and federal requirements.

Delivered superior level of customer service to small business clients Established employee payroll files and updated existing files with new information

Gathered timesheets to prepare weekly payroll data for processing by payroll coordinator.

Managed weekly payroll duties and submitted data to payroll contractor. Secured personal and payroll information in compliance with federal regulations.

Drafted and formatted reports in alignment with data quality requirements.

Provided technical expertise regarding reporting functions and applications.

Monitored KPIs to identify inefficiencies and risks. Managed data collection and sampling procedures to accurately collect data.

Performed required duties to meet business needs.

Corrected inaccuracies through root cause analysis and performance report review.

Analyzed monthly sell reports and deciphered current state of business reporting to management on weekly and monthly basis. Produced and updated digital records and physical paperwork for client- related and business purposes.

Assisted with design processes for comprehensive testing scenarios. Created and maintained required databases, spreadsheets and tracking mechanisms.

Determined project schedules and maintained timeline with proactive adjustments to workflow.

Selected products and items from shelves and pallets for customer orders. Achieved productivity and accuracy standards to meet company guidelines.

Completed shipping paperwork, attached appropriate labels Monitored available products and suggested items to reorder. Identified unsafe materials within packages and notified proper personnel. Assisted with inventory management by conducting regular cycle counts and product audits

Efficiently dealt with changes, delays and unexpected events to ensure customers received products on time.

Maintained knowledge of federal, state and local regulations to enforce adherence to requirements in daily operations and advise management on policy changes necessary for compliance.

Verified merchandise against shipping paperwork and resolved discrepancies.

Noticed damaged products and removed from received shipments to be processed for refund or replacement.

Maintained accurate inventory data by identifying and correcting pricing discrepancies.

Reordered stock to replenish inventory without interruption to production Coordinated shipping and receiving schedules with production to assist in traffic controls

Replenished office supplies, placing new orders for restocking to maintain inventory.

Reviewed documents and obtained additional information to complete accurate paperwork and avoid delays.

Processed financial documents, contracts, expense reports and invoices. Managed service agreements and purchase.

Filtered emails based on importance and escalated issues to leadership. Collaborated with administrative support to oversee calendars and prioritize meetings and appointments.

Coordinated schedules, administrative functions, quality assurance and process improvements to bolster operational output. Completed benefits paperwork, processed employee incident reports and performed data entry tasks

Developed long-term budgets to assess office expenditures and perform inventory management.

Automated office operations, managed client correspondence and tracked records.

Disseminated company updates and process changes to personnel. Handled scheduling and managed timely and effective allocation of resources and calendars.

Consulted with management to resolve equipment performance and output quality problems.

Sustained office efficiency by implementing and planning office systems, equipment procurement and layouts..

Implemented and maintained company protocols

Used judgment and initiative in handling confidential matters and requests.

Implemented corporate or departmental policies, procedures and service standards in conjunction with management.

Reviewed files and records to obtain information and respond to requests. Interpreted and communicated work procedures and company policies to staff.

Wrote professional business correspondence to maintain strong line of communications.

Reduced financial discrepancies by accurately managing accounting documentation while maintaining case costs and billing processes. Executed swift and timely resolution and follow-up. Supported all board members in administrative management, planning and policy assistance.

Organized and schedule shipment with our Contract Freight Company and provided all logistics information upon request.

GOLDENBERG,MACKLER,Sayagh,Bonchi

& Gill Law Firm Northfield, NJ

Receptionist/Legal Secretary Assistant

08/2011 - 09/2014

Interpreted and relayed legal information in clear format for clients. Drafted letters and prepared legal correspondence for attorneys and legal assistants.

Coordinated and scheduled meetings and telephone conferences. Photocopied all correspondence, documents and other printed materials. Received and disbursed incoming mail.

Composed and revised legal documents, letters, depositions and court documents.

Composed and revised letters and depositions.

Opened new client files and new matters in CMS.

Mailed and arranged for delivery of legal correspondence to clients, witnesses and court officials.

Organized and maintained law libraries, documents and case files. Checked office supplies stock and placed orders to maintain levels. Assisted in preparation of engagement letters.

Revised and maintained master calendar to coordinate meetings across multiple time zones.

Acted as liaison between clients, vendors and attorneys. Processed and distributed invoices to bill clients. Routed contracts, agreements and invoices through proper signature process.

Optimized traceability, developing organization systems for court documents and exhibits.

Created and tracked expenses and client account.

Docketed orders and depositions for 5 attorneys.

Answered and directed incoming calls using multi-line telephone system. Scheduled and confirmed appointments.

Delivered administrative support to team members by making copies, sending faxes, organizing documents and rearranging schedules. Maintained daily calendars, set appointments with clients and planned daily office events.

Processed payments and updated accounts to reflect balance changes. Sorted incoming mail and directed to correct personnel each day. Oversaw office inventory by restocking supplies and submitting purchase orders.

Updated and recorded customer or client information to maintain accounts.

Supervised setup of conference rooms for meetings and office events in common areas.

Handled conference room scheduling, collaborating with meeting organizers on logistics and catering.

Served visitors by greeting, welcoming and directing to appropriate personnel.

Scheduled and confirmed appointments and meetings for management team.

Prepared correspondence, reports and other documents in final formats with correct punctuation, capitalization, grammar and spelling. Greeted and directed visitors to appropriate personnel and answered average of 20 to 40 calls and emails daily.

Answered phone calls, provided information and connected callers to appropriate personnel.

Handled payment processing and provided customers with receipts and proper bills and change.

Welcomed patrons to front desk and engaged in friendly conversations while conducting check-in process.

Answered office phone and emails to schedule appointments, answer questions and document information.

Pulled and organized requested documentation.

Greeted visitors and verified reasons for visit and appointment information.

Received incoming calls and coordinated with staff to fulfill customer requests.

Maintained front office cleanliness and organized supplies to increase productivity.

Signed for packages, recorded deliveries and distributed to personnel. Provided administrative support to coworkers, taking on additional tasks during high-volume periods.

Coordinated meetings, scheduling conference rooms and sending calendar invitations to attendees.

Assisted staff and executives with special projects. Greeted visitors to provide information and direct to appropriate personnel.

Answered multi-line phone system and managed calls by routing to proper extensions or taking messages.

Maintained important files, running reports and delivering updates on occupancy and revenue.

Managed office duties and basic administrative tasks, organized and cleaned work space, ordered materials and answered phone calls. Ocean Cable Group - subcontractors for

Comcast Somers Point, NJ

Dispatcher/Administrative Support

Technician

04/2006 - 10/2008

Delivered exceptional customer service through direct communication with clients and team members.

Responded to inquiries via email, telephone and social media platforms. Answered phone calls and welcomed visitors to office. Inventoried and ordered supplies to maintain consistent access to required items.

Oversaw company database and verified accurate updates and proper file management.

Liaised with team members to assist in employee conflict resolution. Tracked changes in computer system to keep records current and accurate. Kept detailed and updated records of calls in physical and electronic databases.

Monitored dispatch board and adjusted call priorities regularly based on caller needs.

Managed daily delivery and work schedules to maximize coverage. Reviewed routes, daily traffic and weather conditions to adjust plans, meeting daily requirements and service needs.

Answered customer requests with information about product availability, shipping information and status updates.

Supervised driver dispatching, route planning and vehicle tracking for over 20 to 30 drivers.

Communicated with individuals within inbound call center setting to complete dispatch support for technicians out in the field. Recorded complaints and discussed possible solutions with customers to prevent negative word of mouth.

Matched bills of lading and reconciled quantities to verify items shipped. Monitored changes in delivery schedule and communicated changes to customers.

Scheduled loads according to priority and available equipment. Leveraged GPS devices and computer programs to plan routes, update customers or advise drivers about upcoming issues. Liaised with customers to provide logistics for drivers and coordinate delivery times.

Utilized various software systems to facilitate movement, planning and scheduling.

Reported delays, accidents or other traffic and transportation situations. Investigated and resolved customer and vendor issues to retain business. Identified locations and needs of callers to accurately send assistance. Adjusted or modified equipment to enhance equipment performance or to respond to customer requests.

Managed workflow and productivity of lower-level technicians to keep projects on task.

Maintained test equipment to safety standards to drive process integrity and data validity.

Negotiated with vendors and suppliers to source replacement parts. Troubleshot systems and equipment and ran tests to make effective recommendations.

Updated logs and job reports for completed and pending service calls at shift end.

Participated in training to maintain technical expertise and proficiency on applicable equipment.

Trained customers on proper operation, maintenance and safety of newly installed equipment.

Troubleshot systems to determine appropriate resolution for reported problems with usage.

Communicated directly with equipment vendors for defective parts return. Examined complaints, suggested improved methodologies and recommended system enhancements to promote positive customer service experience.

Contacted customers prior to date of scheduled installation to verify appointment.

Operated various diagnostic tools to determine repair plans. Responded to client and vendor inquiries via email and telephone, providing updated and accurate information.

Tracked and submitted employee timesheets to prepare for payroll processing

Identified client business and operational needs and introduced services to provide solutions.

Accurately managed shipment processing, providing direction to associates and overseeing inventory activities.

Analyzed variable data for operations to determine areas for improvement, increased efficiency and potential cost savings.

Phalan, Hallinan & Schmeig Law Firm

(Closed) Philadelphia, PA

File Clerk / Administrative Assistant

07/2003 - 09/2005

Reviewed files to check for complete and accurate information. Scanned and filed forms, reports, correspondence and receipts. Retrieved requested files and delivered to appropriate personnel. Updated daily logs for tracking file movements.

Destroyed outdated and protected information in digital and physical formats.

Transferred and requested records to and from other offices. Pulled files for staff, management and third-party requests. Implemented practical file system with smooth data gathering and presentation criteria and trained staff on use.

Contacted staff and customers to retrieve files.

Gained advanced knowledge of file intake, classification and management processes.

Located missing records by searching files or contacting individuals assigned to records.

Classified information into chronological, alphabetical or numerical order. Consolidated outdated files to inactive storage, following guidelines and legal requirements.

Entered information into computer databases

Destroyed files and materials upon request to prevent data breaches. Organized and streamlined file room operations for team of 15 to 20, which led to smoother workflows.

Followed standards, promoting data accuracy and confidentiality when reviewing claimant's files prior to presentation to lead attorney of the Philadelphia Department of mortgage foreclosures

Operated mechanized files to retrieve records.

Filed pleadings and paperwork with court clerk to meet strict deadlines. Provided administrative support and conducted research to assist attorneys in mortgage foreclosures and sheriff sales preparation. Filed clients' legal documents in relevant courts for processing. Conducted thorough research and review of case information to assist attorneys.

Conducted research and analyzed documents to prepare findings and formulate alternatives.

Researched cases, prepared briefs, collected data and interpreted legal information.

Recorded judicial decisions, legal articles and legal codes. Reviewed files, recordings and other documents to obtain information to respond to requests.

Mercy Vocational High School Philadelphia, PA

High School Diploma

06/2001

My high school was a Vocational Technical High School. Honor Roll first and second semester of 2020

My major or studies was Business / Culinary arts.

Graduate with Certification.

Education and Training

Contact this candidate