Results-Driven Office Administrator

Carmen Gentes

281-***-**** ************@*****.*** Katy, Texas

Results-driven Office Administrator with 10+ years of experience driving efficiency across administrative, accounting, and compliance operations within corporate and multi-location environments.

Proven expertise in managing high-volume accounts payable and receivable, reconciling bank statements, executing journal entries,

and coordinating month-end close with full regulatory compliance. Adept at streamlining calendar management, travel logistics,

document preparation, and records digitization to support executive-level operations and audit readiness. Strengthens vendor

relationships, enforces purchasing procedures, and optimizes payroll support while maintaining strict confidentiality in HR and financial

documentation. Skilled in ERP system integration, cross-functional collaboration, and report generation, consistently contributing to

improved accuracy, cost savings, and sustainable organizational performance.

AREAS OF SKILLS

Accounts Payable Accounts Receivable Invoice Processing Financial Reporting Bank Reconciliation General Ledger Payroll Support Budget Tracking Expense Reporting Purchase Orders Office Administration Calendar Management Records Management Travel Coordination Meeting Scheduling Vendor Management Data Entry Document Preparation Filing Systems Compliance Tracking Journal Entries Financial Recordkeeping Month-End Close Administrative Support Microsoft Excel QuickBooks ERP Systems Confidentiality Management Report Generation Cross-Functional Collaboration

PROFESSIONAL EXPERIENCE

American Metal Archives

Office Administrator 2022 — 2025

* Progressed financial accuracy across multiple locations by managing end-to-end accounts payable and receivable workflows, overseeing invoice processing, bank reconciliation, and timely billing and expense reporting for sustained operational efficiency.

* Avoided scheduling conflicts by organizing calendar management, coordinating travel logistics, and facilitating cross-functional meeting planning aligned with evolving internal communication priorities and executive support requirements.

* Strengthened vendor relationships and cut procurement delays by maintaining consistent correspondence, enforcing purchase order procedures, and streamlining supply tracking and office inventory documentation across departments.

* Elevated employee compliance by implementing HR administrative protocols, monitoring onboarding support, and enforcing confidentiality procedures to ensure alignment with policy standards and performance evaluation timelines.

* Amplified internal team performance and customer service satisfaction by managing front-desk responsibilities, resolving client concerns professionally, and supporting daily administrative functions across multiple departments.

* Attained data integrity by refining document preparation workflows, digitizing filing systems, and improving report generation practices to support leadership decision-making and audit readiness.

NAI Partners

Accounts Payable Specialist 2021 —2022

* Bolstered financial accuracy by reconciling invoices monthly across Yardi, MRI, and Avid platforms, ensuring all vendor payments aligned with general ledger entries and contract terms.

* Shortened payment delays by implementing an efficient invoice dispute resolution process, coordinating with suppliers to verify documentation, and aligning approvals with procurement collaboration standards.

* Streamlined month-end close by finalizing accruals, journal entries, and expense report audits for estate properties, resulting in timely AP reporting and full SOX compliance across financial documentation.

* Enriched vendor satisfaction by establishing standardized payment schedule coordination and maintaining consistent communication to ensure timely payments in adherence to contract terms.

* Prevented in annual budget discrepancies by executing accurate CAM reconciliations, lease expense tracking, and property tax payments with full internal controls and documentation compliance.

* Garnered audit readiness through precise bank statement matching, escrow account monitoring, and detailed general ledger reconciliation supporting internal and third-party financial compliance reviews.

* Maintained accuracy in W-9 management and vendor onboarding for multiple real estate portfolios, ensuring seamless supplier setup and adherence to property-specific payment authorization protocols.

* Heightened operational efficiency by developing a centralized hard-copy filing system and performing weekly audits on all Cash, Accounting, Excel logs, Industrial ensuring Sales Group Support documented and CSR financial integrity across all assigned properties.

Excel Industrial Group

Accounting, Sales Support and CSR 2018-2020

* Minimized invoice discrepancies and improved vendor payment cycle time by processing accounts payable and receivable transactions monthly, ensuring accurate general ledger reconciliation and financial data entry using QuickBooks.

* Gained monthly reporting accuracy by completing timely bank reconciliations and journal entries, revamping the month-end close process and cost analysis efficiency.

* Maximized client satisfaction by managing multi-channel communication and promptly resolving customer support cases, including issue escalation and complaint handling, maintaining accurate service documentation.

* Intensified sales forecast accuracy by streamlining CRM management, quote generation, and pipeline tracking, supporting lead management and cross-functional territory coordination for B2B customer accounts.

* Revitalized account collection efficiency through credit verification, customer data validation, and strategic follow-up communication, reducing overdue receivables across client portfolios.

* Supported onboarding and retention of clients by maintaining detailed account updates, coordinating order fulfillment processes and facilitating sales documentation for new and existing waste service inquiries.

Spectrum Quality Standards

Administration Director 2012-2018

* Achieved on-time ISO certification renewal by streamlining compliance management processes and coordinating documentation, audit preparation, and interdepartmental collaboration to meet regulatory and governance oversight standards.

* Eliminated administrative costs through strategic budget planning, vendor negotiation, and operational process improvements while supporting marketing, HR, and financial departments across daily cross-functional operations.

* Raised staff retention by leading workforce planning, executing talent development strategies, and enhancing performance management programs within a secure and growth-oriented office environment.

* Completed company-wide system upgrade by integrating ERP and CRM software for improved interdepartmental coordination, boosting reporting accuracy and operational efficiency.

* Refined administrative response time by implementing document management systems, policy development updates, and optimizing office automation tools for executive support teams.

* Managed department oversight and compliance audits with zero findings by developing internal controls, overseeing records management, and ensuring ongoing regulatory adherence across core administrative functions.

* Maintained customer and vendor relations through streamlined contract negotiation, procurement lifecycle management, and cross-functional communication with front office and finance staff.

* Supported sustained business operations and strategic planning by coordinating expense tracking, financial reporting, and capital planning to meet evolving organizational objectives across multiple functional teams.

Education

West Georgia College

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