Administrative Assistant Customer Service

Malinda Hague

972-***-**** adzeqq@r.postjobfree.com

The Willis Law Group APRIL 2023-Present

BILLING COORDINATOR

•Prepare invoices to be sent out, after edits are returned from 1st Chair, 2nd and 3rd Chair Attorney, and paralegals.

•Upkeep Expense Tracking for the AP team, ensuring the expenses are properly documented on a spreadsheet.

•Properly add all Expense & Billing backup attachments in appropriate folders.

•Upload Billing to Billing Portals: Legal-X, Legal Exchange, CounselLink, TyMetrix.

•Update everything in the TABS system for breakdown and edits of bills.

•Generate Statements for review.

•Update Final Bills

•Creating LEDES Files

•Constant email correspondence to & from Attorneys, paralegals, Legal Assistance, etc.

•Resolving any Vendor or 3rd party questions through the Accounting Inbox.

•Send email reminders for Tracking of payments or wire checks, paper checks, and E-billing portals.

•Daily Pulling & and reviewing Of WIP Reports seeing what work has been added by attorneys, Paralegals, Associates, and Legal Assistance.

•Migration to New System CARET, help oversee the Billing Team has proper training and Transition.

•Move and convert files to the new System Migration

•Re-assignment of Cases to the Litigation Team.

Egon Zehnder International, Inc. 7/17 – 8/22

Receptionist / Office Coordinator

•Manage front office, welcome, and receive all visiting candidates, clients, and vendors; escort clients to conference rooms, offering beverages and validating parking when applicable.

•Receive, screen, and route all telephone calls and emails which may include initial cold calls and /or job seekers

•Monitor daily office calendar, alerting the office of any visitors, scheduled meetings, birthdays, individuals out of office, etc.

•Assist department with booking trael for employees as needed.

•Manage all incoming and outgoing mail, faxes, and packages.

•Ensure kitchen is kept clean and stocked during business hours including unloading dishwasher, maintaining the cleanliness, and working conditions of the kitchen appliances.

•Weekly inventory and ordering of all office and kitchen supplies as needed.

•Scheduling the maintenance of Copiers, Printers, Shredding services, Postage Meters, Binding Equipment and building maintenance requests.

•Preparing all catering, set up and clean up for internal and external meetings.

•Fist point of contact for building.

•Submitting and preparing monthly AMEX Candidate and Office reconciliation and expense reports using SAP Concur.

•Composed Monthly American Airlines Air Pass Report.

•Served as backup EA as needed; Data entry, updating candidate and client information, uploading documents, documenting meeting notes, printing, binding, etc.

Sarofim Realty Advisors Dallas, Texas 9/11 – 7/17

Receptionist / Administrative Assistant

•Answered incoming calls and greeted visitors

•Logged, coordinated, and ordered office supplies and deliveries

•Maintained conference room schedule and coordinated cleanliness

•Opened and distributed mail and copied and distributed various publications

•Maintained kitchen areas for cleanliness and restocking of snacks

•Prepared word documents for Asset Managers as needed

•Assisted in maintenance of property

•Coordinated boardrooms, meetings, and catering for staff

Cartus Irving, Texas 11/10 – 9/11 Customer Service Representative

•Made outbound calls

•Verified customer Data

•Reassigned sales calls

•Assisted with special projects

•Assisted in new hire training

Sarofim Realty Advisors, Dallas, Texas 3/10 – 11/10

Receptionist / Administrative Assistant

•Greeted guests and visitors

•Answered telephone

•Logged, coordinated, and ordered office supplies and deliveries

•Maintained conference room schedule and coordinated cleanliness

•Opened and distributed mail and copied and distributed various publications

•Maintained kitchen areas for cleanliness and restocking of snacks

Lentz Landscape Lighting Company, Dallas, Texas 8/09 – 2/10

Administrative Assistant / Customer Service Representative

•Assisted CEO and Sales department with proposals and sales leads

•Updated and maintained dispatch calendar, including reminder and follow up calls and handled collections

•Entered and updated customer service data base

•Back up Dispatcher

Kindred Hospital White Rock, Dallas, Texas 12/07-6/09

Human Resource Coordinator & Assistant to the Administrator

•Coordinated the hospital's employment, recruitment, and transfer programs in compliance with hospital and departmental policies.

•Maintained and administered Affirmative Action program and log

•Coordinated posting and advertising for open positions and maintained accurate records, reports, and files. Participated in career days, job fairs, and related activities

•Screened employment applications to assure applicant meets job requirements and forwarded to department manager for interview

•Coordinated new hire benefits enrollment procedures, collected enrollment forms/acknowledgments of elected benefits, ensures completeness and accuracy, and submits for timely enrollment

•Checked references, certification and licensure, education, and other appropriate background and qualifying data

•Coordinated post-offer physical examination and other general employment requirements

•Scheduled, coordinated, and conducted hospital monthly new hire general orientation. Completed human resources new hire paperwork and orientation requirements.

•Maintained required records and reports

•Managed termination process. Notified payroll, conducted exit interview, and processed benefit notification to Plan Administrator

•Coordinated and communicated with Employee Health employee injuries such as inputting and initiating claim, status of cases, reports, and maintaining OSHA log

•Responded to general correspondence on unemployment benefits/claims and prepared documentation for claims

•Initiated and recommended plans for a variety of employee recreational and recognition activities, such as Employee of the Quarter/Year Program, annual company picnic, holiday dinner/dance, Employee Appreciation week, Skills Fair, and open benefit enrollment sessions.

•Coordinated events with appropriate departments, staff, and department managers

•Assisted with care, ordering and maintenance of department equipment and office supplies

•Attended meetings as required and participated on committees as requested

•Prepared and maintained personnel files, education files and agency files of 100+ employees

•Updated and maintained all licensure, CPR, and skill competencies of 100+ employees

•Assisted Administrator, Director of Nursing and Quality Manager with numerous reports, appointments, events, meetings, and functions

Doctors Reporting Service Richardson, Texas 5/05-6/07

Assistant to the Financial Administrator and CEO

•Maintained and submitted all temp time sheets

•Entered employees time on Krono’s and prepared bi-weekly payroll

•Organized and maintained daily calendar and appointments for CEO

•Monitored CEO’s e-mail and phone calls

•Assisted CEO in overseeing Company renovations

•Prepared and updated monthly Commission reports

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