Operations Specialist Coordinator

ROSA MATTHEWS

Gaithersburg MD 301-***-**** ****.**********@*****.***

Professional Summary

Cross-functional operations specialist with over 10 years of experience driving process improvement, managing cross-departmental systems, and streamlining workflows across HR, finance, and project management teams. Adept at coordinating internal communications, onboarding programs, and timekeeping functions while ensuring seamless administrative and operational support. Known for precision, multitasking, and anticipating organizational needs before they arise. Proficient in tools such as SharePoint, Unanet, Salesforce, and Microsoft Office Suite to manage reporting, documentation, and billing functions. Recognized for implementing SOPs, enhancing compliance, and supporting executive leadership with contract oversight, internal audits, and engagement tracking. A proven team player and trusted liaison who elevates operational efficiency, fosters collaboration, and ensures smooth project delivery.

Core Skills

Unanet

Project Coordination

HR Onboarding

SharePoint Management

Contract Support

Timekeeping & Code Tracking

Invoicing

SOP Documentation

Internal Communications

Cross-Team Collaboration

Process Improvement

Microsoft Office Suite

Professional Experience

Operations Coordinator 07/2021 to Current

Helios HR Reston VA

Spearheaded onboarding for 100+ new engagements, reducing startup delays by 35% and ensuring accurate setup across Unanet, billing codes, and internal documentation.

Streamlined invoicing workflow with accounting by managing contract routing and billing cycles, improving accuracy and reducing errors by 25%.

Oversaw internal recognition programs, newsletter communications, and All Hands logistics, enhancing engagement and transparency across remote and hybrid teams.

Collaborated cross-functionally to identify bottlenecks in processes and implemented SOP updates that improved task turnaround by 20%.

Maintained 100% accuracy in timekeeping, billing code usage, and project tracking, directly supporting finance and leadership reporting requirements.

Executive Assistant 07/2018 to 03/2020

E.J. Krause & Associates Bethesda MD

Provided executive-level scheduling and client support, facilitating 50+ meetings monthly and increasing team productivity and client engagement response time.

Coordinated national trade events for 500+ attendees, including vendor contracts, travel logistics, and on-site execution with zero delivery delays.

Designed and scheduled social media content, increasing event engagement by 15% and improving brand visibility across LinkedIn and Twitter.

Produced and distributed exhibitor communication materials that reduced client FAQs by 30% and improved partner preparedness.

Maintained internal records, coordinated logistics for marketing, and supported lead generation efforts across departments.

Operations Coordinator 06/2017 to 07/2018

National Institutes of Health (Contractor) Bethesda MD

Oversaw daily office operations, managed 20+ travel requests monthly, and supported procurement processes for cross-departmental teams.

Managed executive timekeeping and system access, ensuring compliance with federal guidelines and preventing payroll errors.

Streamlined supply ordering and inventory, reducing overhead waste by 18% and ensuring availability for essential operations.

Assisted with interdepartmental coordination to resolve issues in travel planning and workflow conflicts.

Supported onboarding and contractor orientation documentation updates, expediting process by 25%.

Marketing & Outreach Assistant 02/2017 to 06/2017

U.S. Patent & Trademark Office (Contractor) Alexandria VA

Supported 12+ federal recruitment events, including registration logistics, vendor setup, and travel coordination.

Maintained event calendars and confirmed attendee travel, ensuring all arrangements met compliance and budget standards.

Collaborated on promotional content and post-event reporting, improving outreach tracking.

Tracked expenses and submissions for marketing and HR departments, ensuring timely processing.

Supported diversity hiring initiatives by preparing collateral and coordinating with outreach partners.

Admin & HR Assistant 07/2013 to 01/2017

Nuclear Regulatory Commission (Contractor) Rockville MD

Provided executive-level support to senior leaders, managing calendars, meetings, and communications across multiple departments.

Oversaw all travel requests, reconciliations, and per diem calculations for a 10-member leadership team.

Managed timekeeping entries and approvals to ensure 100% payroll compliance and reduced overtime disputes.

Coordinated department-wide events and offsites, ensuring venues, vendors, and schedules were executed without delays.

Supported internal communications and administrative projects, producing templates and reports that increased efficiency by 22%.

ADDITIONAL EXPERIENCE

Legal Administrative Assistant

McMillan Metro, P.C. — Rockville, MD 2011 – 2013

Telemarketer

United Air Temp — Lorton, VA 2008 – 2011

Education

General Studies Coursework 12/2007

Montgomery College Rockville, MD

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