Administrative Assistant Customer Service

KATHERINE A. GILMORE ************@*****.***

Deer Park, Texas 832-***-**** linkedin.com/in/katherine-gilmore

SUMMARY

Initiative-taking Accounting Specialist / Administrative Assistant with years of experience in the industrial and commercial industry possessing a strong combination of business and technical expertise. Experienced in accounts payable, accounts receivable, billing, collections, invoicing, document control, procurement, human resources, environmental and safety within various computer software programs and easily learned recent programs.

ACCOMPLISHMENTS

• Implemented pricing comparison from various vendors to obtained best pricing for materials and tools resulting in best overall cost for product saving the company over $1,500,000 in projects’ cost.

• Developed new types of reports to track production of projects resulting an increase in overall profit by 25%.

• Rerouted jobs and production by prioritizing projects and utilizing all means available which resulted in beating deadlines and having satisfied customers.

•Expedited outstanding payments for invoices from original company by researching projects and submitting backup information to customers, which resulted in payments and saving the company over $1,000,000 in write-offs.

SKILLS

• MS Word / Excel • SAP Ariba • QuickBooks • Track

• Adobe Acrobat Pro • ImagineNow • InvoiceReady (BAS) • Collections

• Outlook • Maximo • Accounts Payable / Receivable • Invoicing / Billing

• Acumatica • OpenInvoices • Jonas & Erickson Financial System • Customer Service

• Actian • PeopleSoft • NLB (New Labor Billing Spectrum -ERP) • Communication / Analytical

CONTRACT EXPERIENCE 06/2021 – Present

Billing Assistant (01/23 – 05/23)

Professional Alternatives Temporary @ Sentinel Integrity Solutions

Process sales orders and invoices within QuickBooks.

Submitted invoices to customers by email.

Uploaded Invoices into various portals – Actian, Ariba, Coupa and Open Invoices.

Perform collections on outstanding invoices via email and phone calls.

Submitted monthly statements to customers by email.

Ran various reports from data within QuickBooks.

Worked in Shared Drive and SharePoint to retrieve documentation.

Track Assistant II (9/22-10/22)

Rang Technologies Contractor @ LyondellBasell CVO

Processed contractors’ labor hours overrides

Updated contractors’ employees’ work schedule and skills

Downloaded import files into Track system.

Submitted Cost Analysis Reports to various contractors.

Updated multiple spreadsheets in Share Drive

Track AR Billing / Accounts Payable Clerk (05/22-07/22)

Robert Half Temporary @ Industrial Specialty Services

Processed Labor Hours and Materials / Equipment per Project in TRACK.

Scanned Documentation into Folders on Share Drive.

Updated various Accounts Receivable Spreadsheets.

Received invoices from vendors and forward to corresponding regions.

Reviewed Vendors’ AP statements for missing invoices and payment status in Acumatica.

Engineering Administrative Assistant / Accounting Assistant (06/21-03/22)

SystemOne Contractor @ Calpine

Processed Purchase Order Request through Maximo.

Collaborated with vendors for additional information for Purchase Orders.

Resolved invoices issues with Accounting and Vendors.

Input additional Purchase Order information in PeopleSoft.

Processed Invoices in ImagineNow against Purchase Orders in PeopleSoft.

Submitted Weekly Engineering Report to various personnel.

Collaborated with Engineers on projects documentation as needed.

KATHERINE A. GILMORE Page 2

Accounting Specialist / Administrative Assistant 07/2015 to 04/2020

BrandSafway, LLC

Invoiced Fixed Cost and Time & Material (T&M) projects after validating project cost.

Maintained customer files and accurate billing documentation on share drive.

Submitted invoices to customers by email and thru customers’ website within specified timeframe.

Entered receivers into purchasing system as soon as received to prevent delaying invoice processing.

Verified accounting reconciliation monthly within four various programs.

Resolved missing tax exemption certificates from customers for tax audits.

Resolved outstanding invoice payment issues by providing customers required backup documentation and formatting invoices in accordance to purchase orders / contracts.

Provided customer service satisfactory thru phone calls and emails.

Furnished assistance to department managers, co-workers, and field personnel to increase productivity.

Managed Safety and Pre-Qualification reports in ISNetworld, OSHA, DISA, Browz and SAP Ariba.

Submitted bid packages to customers prior to deadline with a 70% project win per year.

Human Resources Manager / Executive Administrative Assistant 09/2009 to 07/2015

GenTech Construction Co., LLC

Obtained all required billing and taxes documentations prior to projects starting.

Invoiced Fixed Price and Time & Material (T&M) projects within accounting timeframe.

Submitted invoices to customers by mail, emails, and thru customers’ websites within required timeframe.

Resolved outstanding invoice payments through research and providing customers with documentation.

Tie-out various payments against posting in accounts payable.

Submitted purchase orders to vendors for materials, tools and supplies and resolved invoicing issues.

Provided customer service with 100% satisfaction thru phone calls and emails.

Administered all new hires, background checks, drug/alcohol screening and required training.

Processed 100+ employees’ time sheets weekly for payroll.

Reported all employees’ recordable injuries to workers comp within required timeframe, keeping company in compliance with OSHA safety regulations and collaborated with lawyers to evaluate worker compensation cases.

Submitted bid packages to customers prior to deadline, which resulted in 70% projects awarded.

Managed Safety and Pre-Qualification Reports in OSHA, DISA, ISNetworld, Browz and SAP Ariba.

Executive Administrative Assistant 01/2002 to 09/2009

Brock Services, LTD.

Invoiced Fixed Cost and Time & Material (T&M) projects after validating project costs within timeframe.

Obtained all required documentations from project managers and customers for billing and tax purposes.

Submitted invoices to customers by email, mail and thru their websites within required deadlines.

Submitted various tracking reports in excel and word to upper management and project managers.

Provided customer service with 100% satisfaction thru phone calls and emails.

Submitted bid packages to customers prior to deadline, which resulted in 80% projects awarded.

Established company’s safety pre-qualification within customer’s websites such as SAP Ariba, Construct Secure and AIA.

Maintained Safety Records in OSHA, DISA, ISNetworld, and Browz.

Furnished assistance to department managers, co-workers, and field personnel to increase productivity.

EDUCATION / TRAINING

Essentials of Human Resources and The Law Training Certificate

OSHA Injuries & Illnesses Reporting and Recording Training Certificate

OSHA 7845 Record Keeping Training Certificate

DISA DCC DER Basic Training Certificate

E-Verification Procedures / Policies

TWIC

Basic Plus

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