Administrative Assistant Front Desk

Whitney Rose Walker-Singletary

Location: Houston, TX

Availability to join: 2 Week notice

Interview availability: 24 Hours' notice

EXPERIENCE WITH TOP SKILLS REQUIRED

Whitney has over 10+ years of experience as an Executive Assistant/ Payroll assistant/ Human Resources.

Maintained, tracked, purchased and invoice office, computer, and printer supplies for all personnel.

Experienced on Travel Arrangements and accommodations (Domestic and International) – while in and/or out of the office

Performed Heavy calendar management.

Managed terminated employee files and information – Create, maintain, and organize files, complete term process, and update all corresponding databases

Managed front desk coverage for receptionist – Create, maintain, and distribute daily lunch and break schedule, organize, and oversee relief for all-day occurrences due to vacation and/or sick days and help when needed

Updated, maintained, distribute employee directory and extensions lists

Created and updated annual holiday schedules for salaried and sales employees

Created, maintained, and updated all front desk notes and employee files

SKILLS

Windows (all versions), Microsoft Works, Microsoft Office and Exchange – Word, Excel, PowerPoint, Access, Publisher, OneNote, Outlook, OneDrive, Sway, Skype, Office Lens & Microsoft To-Do

Various Document Applications – DropBox, Google Drive, Cloud Drive, iCloud Drive, Box, EverNote

Adobe Creative Cloud – Acrobat, InDesign, Photoshop, Illustrator, Stock, Lightroom, Premiere, After Effects, Muse, Dreamweaver, AIR, Bridge, Capture, Cloud Platform, Behance, Connect, Content Server, Digital Editions, Document Cloud, Drive, Font Folio, Typekit, Sketch, Illustrator Draw, InCopy, LiveCycle Designer, Lightroom, Experience Design, Audition, Character Animator, Portfolio, Presenter, Preview, Primetime, Type, Photo Editor, Target

Various Intranet Applications

Internet and Search Engines

Various Recruiting Applications, Software/Programs, Sites & Locations

SharePoint, Solomon, EDLN Database

Various Time Keeping Software – About Time Premier, SoftTime, SoftTime Online

CCTS, Yardi, Property Ware, MLS, HAR

Various Benefit Carrier Applications/Software/Programs & Sites

PROFESSIONAL WORK EXPERIENCE

Legend Classic Homes, Ltd. 2013 To 2021

Administrative Assistant/ Human Resources

Travel Arrangements and accommodations (Domestic and International) – while in and/or out of the office

Performed Heavy calendar management.

Manage terminated employee files and information – Create, maintain, and organize files, complete term process, and update all corresponding databases

Manage front desk coverage for receptionist – Create, maintain, and distribute daily lunch and break schedule, organize, and oversee relief for all-day occurrences due to vacation and/or sick days and help when needed

Update, maintain, distribute employee directory and extensions lists

Create and update annual holiday schedules for salaried and sales employees

Create, maintain, and update all front desk notes and employee

Over twenty years of progressive work experience with increasing responsibilities utilizing my management, supervisory, computer and training skills.

In/Out sheets- Enter and track employee timesheets and absence requests

Manage, organize, and execute company functions - Get estimates, review, and approve contracts, submit check requests and invoices, monitor attendance and vendor actions, tour venues and set-up/take-down

Create, update, maintain and distribute company policies, memos, announcements, notices, manuals, etc., as well as track all acknowledgement receipts and required verification documents

Process verification requests – Employment, income, legal, etc.

Sort and distribute payroll semi-monthly – Pay checks, bonuses, commissions, FSA reimbursements, etc.

Purchase, maintain, provide, and keep all Health and Safety items for office and field personnel – Labour law posters, first aid kits, fire extinguishers, hard hats, safety glasses, payroll schedule, employee notices, OSHA posters, etc.

Maintain first aid, CPR and OSHA training certifications on file

Maintain, track, purchase and invoice office, computer, and printer supplies for all personnel

Company Newsletter – Gather information from all departments across LCH and BVH, compose and distribute

Company Goals – Create, update, and maintain Company Annual Goals Board

Create, update and/or maintain any/all forms, as well as convert/reformat existing forms into PDF fillable forms

DocuSign and Adobe Sign – Send documents to employees for completion and signatures

Audit end-of-the-year ACA reporting for 1094-C

Design, create, send out for pricing, and purchase various signs for posting around corporate office

Price out, purchase and keep in stock rec centre signs for construction

Triton Interests 2012 To 2013

(Leasing Division Within Legend Classic Homes, Ltd. That Branched Off and Is Now Known as Camillo Properties)

Administrative Assistant

Create, maintain, and update policies and procedures

Enter all applicants into Property Ware

Input and Audit Prospect and Applicant files for completion – All required payment, forms, and verification documents present and completed in-full (if “conditions” needed, then present in file and noted clearly for Underwriter’s approval)

Audit Final Move-Ins for completion – All required payment(s), paperwork, and verification documents present, entered into system correctly and completed in-full

Track all incomplete files and send consistent/constant follow-ups with applicant(s)/tenant(s) and assigned associate

Track, send and resolve HOA notices and issues

Lawn care maintenance issues

Send utility disconnects for all move-ins

Run reports – Active-Notice Given, Make-Ready, Vacated- Collections, Vacated-Disposition Letter Needed, Vacant-Ready

Date Needed, Return Keys, Available, Pricing Updates, etc.

Process all move-outs and make-readies until complete

Process NCAC’s on all vacated rental properties with balances owed

A/C warranty registration

Lease Renewal Process – Send 1st renewal letters, send final renewal letters, process MTM (month-to-month)/30-day move-out notices, get updated insurance policy verification, renewals signed and completed

Assist in ledger audits – Contact tenants to help bring all accounts current and prevent further late fees

Process VORs – Verification of Residency requests

File Applicant and Tenant files, as well as accompanying paperwork

Send Declination Letters

Ptc (Transferred Within Company - A Subsidiary of Hmt, Inc.) 2009 To 2011

Payroll Assistant, Time Recorder & Document Controller

Daily Manpower

Enter Timesheets for Field Personnel and Office Administration

Log Employees whereabouts for offsite company business

Monitor Safety Council Training for both new hires and existing employees

Monitor all Employee Attendance: Absentees, Scheduled Off, Vacation, etc.

Sync all time clocks using the About Time Timekeeping System

Manage the About Time Timekeeper: Adjust Time, Enter New Employees, Enter Jobs, Export Payroll and CCTS Files

Manage BP Gate Log for HMT, Inc./PTC Employees

Sort Payroll and Distribute weekly

Distribute Company Memos, Notices, Announcements, etc.

Enter and Request Approval of Invoices

Enter weekly Labor: Office, Shop, Driver, Drafters/Designers, and Engineering

Track Weekly Equipment Hours and Charges

Log all Equipment onsite and Equipment Maintenance

Send out Weekly Equipment Timesheet for billing

Distribute Timesheets and Equipment Rental Information to Superintendents and Job Representatives

File and Organize Invoices, Material Test Reports, Job Notes, Drawings, Correspondence, Receivers, Estimates, H2S Monitors, Equipment Timesheets, and Payroll

Monitor Safety Meetings and their Attendance

Maintain Office Equipment and Supplies

Hmt, Inc. 2008 To 2009

Executive Administrative Assistant

Mobily directed incoming calls throughout entire complex using portable handset, while performing other various job tasks and duties, when front desk and customer service area supervision was required elsewhere

Purchasing Office Equipment and Supplies for everyone

Travel Arrangements and accommodations (Domestic and International) – while in and/or out of the office

Responsible for tracking and entering employee time in Excel and EDLN database

Process Engineering Requests, Bid Proposals and ECRs

Responsible reviewing, processing, posting, and submitting Engineering Job Charges to A/R and A/P

Processed, maintained, and distributed invoices from Material Test Reports and Certificates of Compliance

Overall responsible of Material Test Reports and Certificates of Compliance

Facilitated Engineering Schedules in SharePoint

Work Orders record keeping, processing and maintenance

Vendor interaction, verification of Material Test Reports and Certificates of Compliance for Quality and Inspection Purposes

Develop and revise instruction manuals

Assisted HR in career fairs, creating/maintaining documents/verification of employment/reference checking, etc.

Developed Job Manuals for Engineering, Manufacturing and Distribution, and QA/QC

NOTE: Further experience on request

EDUCATION

Ashford University - Associates of Arts Business

Robert A Millikan High School, Long Beach, Ca - High School Diploma

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