Office Administrative Professional with Bookkeeping Support

Carolina Maya

Covina, CA

310-***-**** ************@*****.***

PROFESSIONAL SUMMARY

Detail-oriented Office Administrative Assistant/Office Assistant with experience supporting office operations, customer service, invoicing, bookkeeping support, scheduling, vendor coordination, data entry, and project tracking. Proven ability to manage multiple priorities, maintain accurate records, process confidential information, and provide administrative support in fast-paced environments. Strong Excel, Microsoft Office, QuickBooks, and customer communication skills with the ability to work independently from a home office. Bilingual English/Spanish.

COMPETENCIES SKILLS:

PROFESSIONAL EXPERIENCE

Project Coordinator Mar 2025 – Present San Diego, CA Solved Engineering (Part-time/Remote),

• Analyze property data, reports, and documentation to support project operations and decision-making

• Review records and identify discrepancies to ensure accuracy and compliance

• Prepare summaries and maintain organized files for ongoing projects

• Support team coordination and reporting across multiple assignments Office Manager Operations Apr 2022 – Jan 2025 Torrance, CA Urban Legacy

• Supported daily office operations with customer service and administrative tasks

• Processed documents, contracts, and data entry with a focus on accuracy and organization

• Maintained filing systems and ensured records were up to date and easily accessible

• Worked with the accounting department to reconcile report ledgers.

• Assisted with payroll support, invoices, and general office coordination

• Processed invoices, maintained records, and assisted with bookkeeping and financial tracking activities.

• Entered and maintained accurate data across multiple systems while ensuring documentation was complete and up to date.

• Coordinated schedules, appointments, vendors, and service providers while managing competing priorities.

• Responded to customer inquiries by phone and email, providing timely follow-up and issue resolution.

• Assisted with confidential employee, client, and business records while maintaining privacy and accuracy standards.

• Coordinated vendor schedules, service requests, deliveries, and appointments.

• Maintained operational tracking logs, spreadsheets, invoices, and service-related documentation.

• Served as a central point of contact for clients, vendors, contractors, and service providers.

• Microsoft Word • Adobe • QuickBooks

• SharePoint • Salesforce • Bilingual-English/Spanish

• Customer Service • Communication • Data Entry & Record Keeping

• Inventory • Material Tracking • Team Collaboration Administrative Assistant Sep 2020 – Sep 2023 Redondo Beach, CA B&J Capital Group,

• Coordinated scheduling for teams, deliveries, and project timelines

• Ordered and tracked materials, supporting inventory and supply management

• Assisted with organizing projects, tracking progress, and maintaining documentation

• Communicated with team members and vendors to ensure tasks were completed on time

• Scheduled subcontractors, inspections, and walkthroughs; maintained master calendars to keep milestones on track.

• Conducted site visit walkthroughs, captured photos and videos to document work in progress, and maintained accurate records.

• Prepared weekly job-costing summaries and project profitability updates.

• Supported monthly/quarterly financial reporting (P&L, balance sheet, cash flow) and annual budgeting/forecasting.

• Processed vendor invoices, generated client invoices, and followed up on outstanding balances

• Issued purchase orders, tracked material deliveries, maintained inventory records, and coordinated procurement activities supporting field operations.

• Maintained work order documentation, service records, vendor files, and project tracking spreadsheets.

• Coordinated subcontractor schedules, service requests, inspections, and deliveries while monitoring completion status.

• Processed vendor invoices and maintained accurate records supporting service and project operations Property Operations Assistant Jun 2017 – Sep 2020 Redondo Beach, CA B&J Capital Group,

• Assisted with maintenance coordination, repairs, and daily property operations

• Communicated with tenants and vendors to resolve issues efficiently

• Coordinated maintenance requests, vendor services, and repair scheduling while tracking completion and maintaining accurate records.

• Assisted with service scheduling, inspections, and work order follow-up to support daily operations.

• Tracked payments, records, and basic operational documentation

• Supported overall property management and day-to-day operations

• Rent collection, served legal notices, tracked budgets, and processed invoices to support financial performance

• Handled unit turnovers, including evictions, dispute resolution, and move-in/move-out coordination

• Managed work orders and collaborated with renovation teams to ensure timely, cost-effective unit readiness

• Directed daily operations of multifamily properties, ensuring regulatory compliance, proper maintenance, and tenant satisfaction

EDUCATION

Bachelor of Science Degree – Urban Planning, Regional Infrastructure (in progress) Cal Poly Pomona University Pomona, CA

Associate of Arts – Social & Behavioral Science - (Graduated) East Los Angeles College Los Angeles, CA

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