Administrative Assistant Office Manager

CELESTE WHISENHUNT

***************@*****.*** 432-***-****

OBJECTIVE

To find a position with a stable company as an Office Manager/Administrative Assistant/Accounting Assistant/AP or AR/ HR Generalist. I would like to find employment with a company where I can maximize the use of my communications, organizational skills and my previous experience to fulfill the requirements in which I will be responsible. I am looking for a permanent position with a company I will be able to grow with personally and professionally and that will provide me with benefits for the future

SKILLS & QUALIFICATIONS

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Microsoft Office Suite

Customer Service

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CMMS software: SI7

Multitasking

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Payroll – Payroll 50+ Employees

Inside Sales

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Quickbooks, Peachtree(Sage), Prophet 21

Excel

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Purchasing, procurement & sourcing

Cash handling and balancing

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Email and Calendar (Outlook, Gmail)

Inventory Management

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Office Management

Shipping and Receiving

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ISNet Safety platform

Logistics

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Property Management

AP/AR

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EDI, Coupa, Transcepta, Actian & Open Invoice

Human Resources

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HRIS software: ADP, Paylocity and Bamboo

Onboarding new employees.

OVERVIEW

I am able to learn quickly and work alone with little or no supervision. I work well within a team environment working with management to ensure proper objectives are met in a timely manner. I am a self-motivated, quick learner. I am looking to obtain a position that will utilize my experience and knowledge as well as challenge me to expand my knowledge in different areas. Multitalented professional with several years in top-tier organizational support. Skilled at close work with senior executive team. Robust history offering office management, support staff management, training, supervision and event planning. Excellent research, project support and organizational abilities.

2024 – 2025 COLDWELL BANKER REAL ESTATE (CBRE) - MIDLAND, TX

FACILITIES COORDINATOR

Monitored status of open work orders daily, weekly and monthly.

Dispatch work orders through CMMS to mobile technicians and vendors.

Generate purchase orders in Coupa for purchasing, billing and securing vendors.

Processed incoming vendor invoices insuring accuracy.

Collaborated with landlords and tenants to service providers ensuring implementation of policies, procedures and reporting formats by observing work areas for issuing safety permits for vendors on site.

Acknowledged and addressed client needs related to each site and responding to client inquiries and concerns.

Responsible for overseeing review of work orders, proposals, quotes, bids submitted by vendors.

Conducted site walk-throughs to identify problems and concerns for on-site property issues.

Regularly responded to short correspondences, memos and by asking specific questions.

Collaborated with Facilities Manager to maintain inventory for operational supplies for all properties.

Maintaining relationship with vendors to ensure accurate scope of work objectives as well as good repour.

Maintaining good training records and involvement in new training modules and team building.

Created security badges for eligible clients to use designated locations per management.

2022 – 2024 EXPANSE – MIDLAND, TX

ADMINISTRATIVE ASSISTANT/AP SPECIALIST

Entered all incoming field tickets for payroll and invoicing purposes.

Invoiced tickets and sent to customers and also entered into electronic billing platforms for approvals and payments.

Processed time for payroll for employees on bi-weekly basis.

Compiled reports for daily, monthly and quarterly financial reporting.

Assisted manager with keeping up-to-date billing requirements for all customers.

Collaborated with supervisors in field to make sure that all tickets and reporting turned in completed and on time.

Worked to resolve problems work orders to ensure correct processing for billing and payroll purposes.

Collaborated with procurement manager to ensure proper part/inventory codes entered and applied to field tickets and orders.

Assisted customers with any questions or concerns dealing with billing and payments.

2021 – 2022 COIL TUBING PARTNERS – MIDLAND, TX

OFFICE MANAGER/EXECUTIVE ASSISTANT

•Responsible for answering incoming calls, filing, customer service and all general office duties.

•Facilitated with Accounts Receivables department in entering sales orders to bill out company services for revenue and for invoicing of customers.

•Ordered and maintained all supplies needed for the office.

•Entered all accounts payable as well as purchase orders and matched with appropriate paperwork using Quickbooks,

•Assisted in HR operations such as processing new hire paperwork, drug testing compliance, uniform disbursement, lodging allocations and new hire benefit orientations and track and facilitate in helping the HR department with employment applications.

•Utilized HRIS/ ADP software to ascertain correctness of employee timecards to complete payroll.

•Collaborated with management to execute improved method of communicating company policies, regulations, and processes.

•Processed all incoming mail as well as prepared all outgoing mail and shipments.

2019 – 2020 REACH WIRELINE – ODESSA, TX ADMINISTRATIVE ASSISTANT/AP/HR GENERALIST

•Responsible for answering phones, filing, customer service and all general office duties.

•Assisted office manager in any daily clerical duties.

•Compiled reports of all field operations and status of jobs in the field.

•Entered all accounts payables as well as purchase orders and matched with appropriate paperwork using Quickbooks,

•Assisted in HR operations such as processing new hire paperwork, drug testing compliance, uniform disbursement, lodging allocations and new hire benefit orientations.

•Track, reviewed and evaluated applications, advancing qualified candidates.

•Utilized HRIS software to ascertain correctness of employee timecards to complete payroll.

•Collaborated with management to execute improved method of communicating company policies, regulations, and processes.

•Scheduled background checks, drug screening appointments and DOT and Non-DOT physicals.

•Assisted new employees with benefit enrollment options, explaining options and answering inquiries.

•Streamlined process for filing and maintaining new hire documents, I-9 verifications, and ATF documents.

•Processed all incoming mail as well as prepared all outgoing mail and shipments.

2018 - 2019 JORDAN WIRE ROPE – ODESSA, TX SHIPPING & RECEIVING COORDINATOR

•Received all incoming freight from all vendors and processed the proper packing slips to the corresponding purchase orders.

•Counted all incoming inventory to make sure all were accounted for and entered correctly into the computerized inventory system.

•Distributed inventory to all departments and customers.

•Maintained inventory in the warehouse to ensure proper count and accessibility to employees.

•Coordinated with other department leaders to ensure inventory needed to be ordered, returned to vendors and to verify availability for customer orders.

•Processed all outgoing freight by packaging, palletizing and coordinating logistics companies to facilitate with the shipments.

•Waited on customers at the front counter when needed by filling and taking orders.

2015 – 2018 PINNACLE DRILLING SERVICES – SEMINOLE, TX OFFICE MANAGER

•Answered all incoming calls, filed all incoming invoices, and compiled all daily, weekly, and monthly reports for the SWD facilities.

•Entered all incoming driver tickets to the SWD into the invoicing system.

•Calculated all hours for employees for payroll, processed payroll, and quarterly payments to the government.

•Entered all incoming invoices for payment, processed invoices & mailed or emailed to appropriate customers, using EDI, Cortex, ISNetworld for Oxy payments, Oildex and Open Invoice.

•Processed all incoming monies to appropriate accounts & made daily deposits to the bank.

•Coordinated with many vendors to set up services to provide at the Pinnacle Drilling facility.

•Assisted in HR operations such as processing new hire paperwork, drug testing compliance, uniform disbursement, lodging allocations and new hire benefit orientations.

•Track, reviewed and evaluated applications, advancing qualified candidates.

•Utilized HRIS software to ascertain correctness of employee timecards to complete payroll.

•Collaborated with management to execute improved method of communicating company policies, regulations, and processes.

•Scheduled background checks, drug screening appointments and DOT and Non-DOT physicals.

•Assisted new employees with benefit enrollment options, explaining options and answering inquiries.

•Streamlined process for filing and maintaining new hire documents, I-9 verifications.

2011 – 2015 PRADON TRUCKING – ODESSA, TX ADMINISTRATIVE ASSISTANT/RATE CLERK

•Assisted office manager in compiling daily, weekly, and monthly reports.

•Manually and by computer, verified accounting on all incoming driver tickets to insure all drivers were compensated and customers billed at the correct rates, using Quickbooks and Cortex.

•Answered all incoming calls from customers dealing with freight rates, load weights, detention time charges, etc.

•Filed all necessary paperwork to ensure drivers were paid in a timely manner as well as customers were invoiced regularly.

•Answered all emails from customers pertaining to freight rates, load weights, detention time charges, forklift charges, etc.

•Maintained accurate records of inventory in the storage yard so that pipe inventory was maintained correctly.

•Responsible for knowing accurate rates and prices for each customer.

•Assisted payroll clerk in entering accurate payroll rates and deducting company percentage in accurate detail to ensure accurate earnings for the company, using Quickbooks.

2004-2007 FMC TECHNOLOGIES-ODESSA, TX OFFICE MANAGER/INSIDE SALES REPRESENTATIVE

•Generate new and repeat sales by providing product and technical information in a timely manner.

•Determine customer requirements and expectations to recommend specific products and solutions.

•Recommend alternate products based on cost, availability, or specifications.

•Accurately process customer transactions such as orders, quotes, returns and invoices

•Monitor scheduled shipment dates to ensure timely delivery and expedite as needed using Syteline.

•Contact customers following sales to ensure ongoing customer satisfaction and resolve any complaints.

•Setup and maintain customer files.

•Maintain proficiency in using personal computer, data entry, and other common office equipment and software.

•Complete all data entry orders, service calls and service work.

•Conduct all inventory management, including ordering parts using Syteline.

•Process shipping and receiving of all parts.

•Process payroll, human resource documents and compile weekly, monthly, and yearly company reports.

References Available Upon Request

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