Data Entry Administrative Assistant

Nancy Smith

Friendswood, TX • 281-***-**** • linkedin.com/in/Nancy-Smith-9b523615 *********@*****.***

Accounts Payable Specialist

Full Cycle A/P Accounting – Technology Implementation – Process Improvement – Purchasing & Invoicing – CRM

Offer 10+ years’ experience matching, coding invoices, posting, and reconciling batches, researching, and resolving accounts payable issues, and maintaining account reconciliations for production companies in the oil & gas, electrical infrastructure, and construction and engineering industry.

Support initiatives to drive projects that increase organizational effectiveness, achieve cost savings, and boost operational output. Solid problem-solving skills with experience collaborating with cross-functional teams to create productivity improvement.

Track record of expertly handling multiple demands, determining priorities, recognizing risk factors, and making sound decisions. Sound knowledge of operations, invoicing, documentation, purchasing, supplier enablement, and information technology.

Core Competencies

Journal Entries • Vendor Reconciliations •Accruals• Creation of Purchase Orders • SOX & GAAP Compliance • Accounts Payable/Full-Cycle A/P Accounting • 1099 Maintenance • 3-Way Purchase Orders • Vendor/Supplier Relations • Supply Chain Optimization • Billings & Collections • Stakeholder Engagement • Continuous Improvement • Regulatory Compliance • Customer Service • Financial Records • Invoice Processing • Negotiations • Communications • Supplier Enablement • Auditor Support • P2P • Expense Reports • SAP •JD Edwards

Professional Experience

Accounts Payable Processor – National Oilwell Varco • Houston, TX (contract) 2022 – 2023

Shared services accounts payable department processing 500 invoices weekly performing a 3 way match in JD Edwards

AP Specialist – Mesa Line Services LLC • Alvin, TX 2020 - 2022

Managed $5mm plus per year in vendor/supplier payments, maintaining 100% accuracy in payment process. Processed new vendor set-up and various accounts payable transactions in Quick Books, vendor invoices, expense reports, and check requests. Assigned to team that implemented new systems and procedures to reduce costs $300K+ annually. Transitioned AP from QuickBooks to Oracle Fusion and maintained documentation thoroughly and accurately in accordance with company policy and accepted accounting practices. Processed invoices for payment by making comparisons to purchase order/subcontract, prices, payment terms, and charges.

Full-cycle Accounts Payable – QuickBooks, Oracle.

3-way matched, coded, and processed 1500 invoices monthly.

Provides supplier support services.

Reconciled supplier vendor statements with VLOOKUPS.

Trained employees of proper documentation of expense reporting and accounts payable processing.

Verified accuracy of A/P batch output to ensure correct vendor coding which resulted in 60% reduction in vendor reclassification.

Documented A/P processes and shared with colleagues on SharePoint, which improved A/P department performance by 25%.

Handled 1099 and W-9s.

Monitored accounts with 200+ vendors, responded to vendor payment inquiries, and investigated pricing discrepancies.

AP Specialist – Austin Industrial • LaPorte, TX 2019–2020

Worked with 130+ vendors/suppliers to process invoices; supervised accurate and timely processing of 2000+ invoices ($1M) monthly and resolved billing issues for documentation before payment. Executed data entry of 100 invoices on Viewpoint daily and processed backup reports. Distributed invoices to job sites or overhead departments.

Instituted process improvement initiatives that reduced processing errors 50% and propelled AP efficiency by 20%.

Processed 500 invoices weekly on Viewpoint while organizing vendor file information and communications.

Reclaimed $50K in double payment refunds by researching misapplied credits and miscellaneous invoice incidents.

Created invoices with suffix letter to repay over $10K in discovered double credit that prevented account shutdown with vendors.

Automated and deployed spreadsheet that streamlined vendor reconciliation process by 80% and avoided 50 hours in call costs.

Developed system to track purchase invoices via AP database and calls that saved $15K and yielded 60% boost in on-time payment.

Commended by Assistant Controller and AP Team Lead for meeting month end/year end deadlines for vendor reconciliation.

Saved $37K+ in dual invoice payments by eliminating duplicate entries on AP system and matching invoices to PO reference.

Resolved vendor/supplier/customer inquiries with sense of urgency that maintained a customer satisfaction rating of 95%.

Administrative Assistant – Chevron Business & Real Estate Services 2016–2018

Played pivotal role in fast-moving business environment, providing customer service assistance, managing supplier relations, and liaising between vendors and support team. Oversaw communication for supply chain management tasks, processed credit card purchases and work orders, and coordinated service order requests.

Spearheaded onboarding process in Adobe Workfront for contractors and employees.

Generated $10K in savings by utilizing existing office equipment for contractors.

Saved company $2K by identifying and correcting vendor invoicing discrepancies.

Closely collaborated with key stakeholders, senior executives, regarding timely project deliverables.

Maintained strict adherence to timelines and deadlines while ensuring detailed accuracy in all processes.

Accounts Payable Specialist/Buyer/eProcurement Specialist – Chevron Energy Technology Company 2002–2015

Provided key expertise for obtaining cost savings through analysis and negotiations. Generated and validated purchase and service agreements; reconciled purchase and service orders to fulfill company business needs. Trained suppliers and Chevron managers on invoice submission process. Tracked contract commitments and company spend utilizing SAP and Ariba. Created workflow chart and instruction guide for offshoring of accounts payable. Ensured compliance with DOA. Created various metric reports; reviewed and approved Chevron’s Vendor Autoload Maintenance.

Identified nearly $400K in duplicate payments and successfully recovered $90K from one vendor.

Delivered value-added savings of $74K by successfully meeting contractor purchase order deadlines.

Successfully recovered $6K in overseas VAT taxes via positive collaboration with tax analyst.

Instrumental in successfully passing highly comprehensive internal audit for Supply Chain Management and Accounts Payable.

Successfully performed over 500 supplier enablement and trained internal employees and external vendors through the Ariba.

Streamlined Procurement Administrator/ Finance Specialist Process Manual for ease of use.

Earned multiple award recognitions for excellent customer service, for on-time payments and for solving Ariba and SAP glitches.

Centralized invoice problem log on Supply Chain Management Shared Drive because of education through Lean Sigma Project.

Education

Principles of Accounting – Tomball Junior College • Tomball, TX

Associate’s Degree -Business Administration – Southwest School of Business • Chicago, IL

Contracting Excellency – Practitioner Training Course Robert Gordon University

Procurement Practitioners – Contract Manual Massey Business College

Technical Proficiency

MS Office 365, Visio, Sims Smart Quick Tool, Sims, Ariba, Ariba Contracts Work Bench, SAP, JD Edwards, Solomon IV, Ketera/Deem Catalogs, Concur, Quick Books, Oracle Fusion, Market Intelligence, Adobe Workfront, Webex, PACTS Tool, CTREX, FileNet, Microsoft Teams, Great Plains, Viewpoint, SharePoint, VPN System

Contact this candidate