Office Manager & Administrative Specialist
Resume:
Terri O'Hara
Ione, CA *****
*********@*****.***
Professional Summary
Dedicated office manager with over 15 years of experience in administrative and accounting roles. Proven expertise in managing operations, company and client events and corporate trainings/meetings. Financial reporting, and marketing initiatives across multiple mediums and offices. Skilled in coordinating events and enhancing customer service, with a strong background in accounts payables and receivables. Successfully led teams and streamlined processes to improve efficiency and client satisfaction in fast- paced environments.
Authorized to work in the US for any employer
Work Experience
Realtor/Office Manager
D'Agostini & Associates, Inc./eXp Realty of California-Plymouth, CA February 2019 to Present
Administrator for 2 Real Estate offices in Amador and El Dorado Counties. D&A Auditing of all company files, accounts payables, Quickbooks desk top and QBO. Posting, reconciling and financial reports for Broker/Owners, Efficient in Microsoft office suite. Adobe, Canva,and internet browsing. Real Estate software programs such as; Zip Forms, Docusign, Authentisign, Title Pro, MLS, Communication with Lenders, Escrow Offices, Title and County offices. General office tasks; including but not limited to, planning and facilitating all company functions, meetings/trainings. Web design with web host, all marketing via digital media, print ad, signage, flyers, bulletin board and the planning and implementation of private & public events. Preparation of handouts, Agenda packets, heavy calendering, coordinate and schedule appointments, and vendor communication. Inter office correspondance and meeting minutes by email. Maintain and audit digital and paper files. Office supply inventory and orders, maintain and communicate budget for both offices. Seasonal decor and curb appeal. Transaction Coordinator
D’Agostini & Associates, Inc.-Plymouth, CA
February 2019 to May 2025
• Administrative Assistant to the Brokers. Heavy Calendering, email communication between escrow officers, loan officers clients and agents.
• Heavy document and form letter processing.
• Mail distribution, office supply orders and receiving.
• Marketing, Meeting & Event coordinator
• Property Staging
• Petty cash expense reconciliation and report.
Administration/Guest Services Supervisor
Sun Communities, LLC-Plymouth, CA
May 2017 to February 2019
• Oversees daily operations of the office including reservations and guest relations. Financial records keeping. Communication with maintenance and housekeeping staff.
• Handles accounts receivables and runs night audit reports through RMS, Yardi, BridgePay, CashPro, stand-alone credit Card processing (daily batching) and BePos report.
• Generates daily reports for in house guests, arrivals and departures.
• Coordinates overlapping calendars for scheduling on & off site park events, shuttle schedule, bank and credit card accounts reconciliation, financial reports, personnel meetings, maintenance, housekeeping and email inquiries through Outlook.
• Handles individual, group and motor club reservations up to 329 sites, cottages and conference facilities including caterers, guest speakers and entertainment.
• Plans and coordinates all resort events including the annual 3 -week- long Halloween celebration with an average of 3000 people attending from the local and neighboring communities.
• First point of contact when natural disasters hit including Fire Evacuation and PG&E shut downs.
• Sorting, logging and distributing, guest mail and office mail.
• Heavy Customer Service
• Schedule incoming reservations via telephone, call center, corporate website and walk ins.
• Handles human resources.
• Onboarding and new employee training.
• Oversees staff scheduling and time keeping for 5 employees.
• Work daily with upper management, housekeeping staff, Maintenance staff and event coordinating. IMR
Cariloha, LLC-West Jordan, UT
August 2013 to June 2016
West Jordan, UT (Corporate Offices)
IMR Roadshows
Independent Marketing Rep for Bamboo Soft Bedding
• Managed Costco and Sam's Club wholesale store roadshows and product demos.
• Corresponded with product reps and corporate to coordinate calendars and product distribution, shipping and display.
• Generated inventory, sales, warranty and return reports.
• Coordinate all product display set up and tear down.
• Handled customer service inquiries and directed them to the correct department.
• Maintained constant communication via corporate calendars and email.
• Shipping and receiving.
• Traveled and coordinated travel in the greater Bay Area, Washington and Oregon states Account Clerk II /Site Supervisor
Calaveras Unified School District-San Andreas, CA
October 2012 to June 2013
• Audited and tracked daily attendance for the child development department in the district office.
• Developed and implemented a billing program for the districts Pre-School and Afterschool programs utilizing Excel to interface with Access for accurate accounting.
• Planned, and orchestrated the monthly onsite education and development meetings and classes.
• Audited accounts payables batches, A/P statements, deposits, job costing (grants, bonds, and insurance work).
• Other misc. tasks included but were not limited to scanning/saving physical payroll reports to the districts ACCESS software, fax, phone, filing, and other general office tasks. As the Site Supervisor for West Point Elementary School
• Oversaw, developed and implemented/taught a district approved STEM monthly lesson plan to K-6.
• Strict scheduling and organizational skills.
• Main point of contact between students, parents, and Administration.
• Conflict management Team.
• Managed a full time Staff member including time keeping records and training calendars.
• Hosted Bi monthly staff meetings.
• Kept up with all required State and County level education and training to remain in compliance with district and grant requirements.
• First Aid and CPR certified.
Director
Eastern Sierra Unified School District-Coleville, CA August 2006 to June 2008
• Worked directly and indirectly with students, parents, teachers and administration.
• Reported to the principle, and attended monthly meetings with the district superintendent.
• Responsible for all dismissal, ie; busing, parent pick up and all after school programs for students K-12th grade including after school activities such as sports, tutoring, computer lab and Star testing.
• Responsible for making sure all homework assignments were completed and distributed to proper teacher inboxes.
• Processed enrollment and daily attendance records.
• Enrolled students in extracurricular activities.
• Provided up to 60 students with a drink and snack an placed weekly "healthy snack "orders.
• Filed state and district level forms for purchases and reimbursements.
• Oversaw end of year budget spending reports and purchasing.
• Processed and submitted completed first aid/accident reports.
• Supervised three aides and completed payroll for the district office.
• Prepared and distributed monthly newsletters and correspondence.
• Member of the conflict management team
• California NCLB, Finger printed through FBI and DOJ for background clearance. Office Manager\Co-Owner
Heritage Glass-Herald, CA
February 1995 to 2005
• Tracked construction (new/remodel) contracts, job costing, change orders, government prevailing wage contracts and payroll job costing.
• Processed incoming calls from customers and Insurance companies.
• Heavy calendar management for scheduling technicians.
• Oversaw all inventory and parts orders, completed processing of purchase orders, check payment batches, batch auditing and related reports and all other aspects of accounts payable.
• Oversaw insurance eligibility, correspondence and approvals, invoicing, collections, A/R data entry, deposits and bank reconciliation and related reports and all other aspects of accounts receivables.
• Maintained sales and payroll tax reporting and deposits. P&L statements and income tax preparation.
• HR management included up-to-date employee files, creation of employee handbook and management of employee benefits.
• Tracked OSHA safety meetings/trainings, SOP compliance binder, reporting and inspections.
• Assisted with prevailing wage contracts, contractor bids, and contract auditing.
• Handled all material orders, job scheduling, promotions and advertisement, customer service and correspondence, banking, phones, fax, filing and document management. Office Manager / Administrative Assistant
Ro-Tile, Inc-Lodi, CA
1994 to 2000
• Office Manager for a sales and marketing staff of 10 employees.
• Co-Managed manufacturing plant with a staff up to 20 employees depending on production demand.
• Prepared or approved all purchase orders including office supplies and concrete tile manufacturing materials.
• Organized, scheduled and completed Bills of lading for all shipping and freight deliveries in the U.S., Canada and the Pacific Rim.
• A/P, A/R, collections, order entry and Customer service.
• Weekly and Monthly Board meeting setup and correspondence.
• Coordinated IT solutions and Quality Control.
• Responsible for negotiating company benefit packages, educating and administering packages to employees.
• Managed all aspects of payroll and the company's profit sharing retirement program.
• Accompanied CEO and Corporate President to all meetings, took and distributed minutes to all corporate officers.
• Scheduled and attended all corporate board meetings and corporate merger negotiation meetings.
• Prepared and distributed approved agenda, took and compiled formal minutes, and distributed approved minutes via company email.
• Arranged for all staff and corporate officer travel and accommodations.
• Completed arrangements for all in-house and off site luncheons/dinner meetings, receptions and company holiday events.
EDUCATION, AFFILIATIONS AND OTHER EXPERIENCE
Education
Elementary Education (AA)
Grand Canyon University-Phoenix, AZ
1996 to 1997
Skills
Analysis skills Retail sales Purchasing Venue guest services Financial data reconciliation Organizational skills Clerical experience Customer support ADP Office Management Quicken Technical Proficiency Accounting systems Adobe Acrobat Human resources Appointment scheduling Executive administrative support Microsoft Word Data entry Google Drive Accounting and finance experience Self-driven and motivated, work independently with minimal direction, as well as being a team player. Reservations Manager Intuit, Time Summit, Dayforce, Sunsource
(payroll/time keeping) Bridge Pay Community Liaison Order Entry Proactiveness Journal Entries Property leasing Prospecting Cross-functional communication Pricing Customer relationship building Communication skills Event sponsorship acquisition Staff training Typing Invoice matching Windows Working as an executive assistant Recruitment and selection HR department experience Dependability Writing skills Invoice reconciliation Travel scheduling Sales Confidential information handling Account Reconciliation Microsoft Office Google Calendar Training & development Databases Property management Team management Office/Staff management Manager Type 70 wpm Accounts receivable Microsoft Outlook Calendar Financial Report Writing Strong organizational skills Human resources savvy Human Resources Management Fair Housing regulations Administrative tasks Client interaction via phone calls Event coordination Technical support Contracts Accounts payable management Real estate sales Office equipment management Teamwork QuickBooks desktop & Online Accounting standards Personnel administration Productivity software Google Docs Account management Balance sheet reconciliation Task prioritization Greeting customers Accounting data entry Invoice payment processing Property showing Residential real estate transactions Accounts payable Microsoft Teams Employee relations Financial data management Escrow Play-based instruction Computer operation Grammar Experience Negotiation Multi-line phone systems Multi-line telephone and voicemail ( hard line and Wi-Fi systems ) Construction Job costing, contract review and negotiation, progressive payment billing. 10 Key Conflict management Interviewing Patient interaction Manual handling Profit & loss Microsoft Outlook Private collections experience Call center experience Cross-functional collaboration General ledger accounting Direct sales Customer relationship management Office experience Product presentation Adobe Photoshop Yardi Main Street Accounting Written communication Cash Pro Microsoft Suite Deal closing Calendar management Google Docs & Google Sheets Public relations Payroll Accounting software Ability to stay focused and multitask in a complex environment and enjoy the challenges presented. CRM system proficiency Maintaining an organized workspace Phone call management Learning technology Construction administrative experience QuickBooks 10 key typing Staff supervision Office record organization Social media management Database management Problem-solving Office activity coordination Accounts payable experience within construction industry Accounting support Email Support Microsoft Powerpoint Guest Service Record keeping Quick Books Client services Financial software Outlook Travel planning Computer skills Calendaring Marketing Excel data analysis Client email correspondence Teacher leader experience Payroll processing Order management system Canva Attention to detail Debt collection CRM software Filing Team leadership Basic math Expense management Office supply management Community management Bank Reconciliation Phone etiquette New hire orientation Bookkeeping for tax purposes Financial record maintenance Time management Computer literacy Administrative experience Real estate law Invoice dispute resolution Events management Mentoring Ability to follow instructions Assistant manager experience Microsoft Excel E-signature software Team development Director experience Personal assistant experience Budgeting Patience Interpersonal skills Guest relations/Customer service professional Insurance compliant skills and agency rep. communication Math Print Shop Phone communication Budget/financial analysis and tax preparation RMS Event Planning Customer service Office maintenance scheduling Retail management Strong auditing skills Product demos Business accounts Financial reporting software Financial concepts Microsoft Publisher Front desk Landlord-tenant law
Languages
• English
Certifications and Licenses
Driver's License
Real Estate License
Real estate salesperson license
First Aid Certification
Non-CDL Class C
Additional Information
NCLB
First Aid/CPR
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