Administrative Assistant / Office Administrator

Jacqueline Vail

***********@*********.*** Cell: 832-***-****

Dynamic professional skilled in administration, sales support and office management. Recognized for superior business acumen and improving operating efficiencies. My primary focus is commitment to excellence in customer service. Reputation as dependable and self-motivated with a solid work ethic. Distinguished from others by proven ability to problem solve, tireless attention to detail, urgency, effective interpersonal skills at all levels, diligent follow through on key priorities, and integrity.

Software Proficiencies: Microsoft Word, Excel, PowerPoint, Outlook, Great Plains, JD Edwards, MRI

EMPLOYMENT

CORPORATE CARE Houston, Texas 07/11 – 09/11

Contract

National Sales Administrator

Supported national sales team with complex and confidential administrative functions

Served as liaison between company, clients and subcontractors

Worked with Operations Managers at all branches on a daily basis to prepare work orders

Measured floor plans using company software; secured access to buildings

Converted cost estimating sheets to CRM system; maintained client feedback database

Prepared proposals, payment requests, expense reports, calendars and travel

Invoiced clients and controlled accounts receivable for National Accounts

Managed delegated tasks given to others to make sure task is completed on time

Temporary Assignments through Staffing Agencies 06/10 – 06/11

THE OPPENHEIMER GROUP Houston, Texas 01/05 – 05/10

Commodity Importer, Marketer & Distributor Lay Off

Sales Assistant

Provided comprehensive administrative support to sales, operations and management

Demonstrated multi-tasking ability, cross-functional skills and accountability

Acted as main point of contact in manager’s absence, timely response to inquiries

Created client database, developed customer presentations and spreadsheets

Improved import receiving processes at the Port of Houston for on-time delivery

Resolved quality claims and shipment discrepancies, managed inventory

Created orders, updated price sheets, provided quotes, and shipped product

Managed transportation logistics, secured warehouse space, scheduled deliveries

Designed templates to automate correspondence reducing turn around by 35%

Utilized sound judgment and flexibility in handling competing priorities

Coordinated trade shows, industry events, off-site meetings, and special projects

Compiled marketing materials, prepared mass mailings, procured samples

Coded invoices, prepared expense reports, arranged travel, ordered supplies

Answered, screened and directed incoming calls; managed office calendar

Champion of synergistic work setting by collaboration and proactive participation

Facilitated office relocation on target and uncovered solutions for IT issues

Took initiative to create Procedure / Reference manuals, volunteered for new roles

AMERICAN GENERAL and NESTLE USA Houston, TX / Eau Claire, WI 10/03 – 01/05 Temporary

Executive Administrative Assistant

Long-Term Temporary Assignments, while caring for terminally ill family member

Jacqueline Vail Page 2

TRANSWESTERN COMMERCIAL SERVICES Houston, Texas 09/02 – 09/03 Moved

Administrative Assistant

Prepared monthly financial and operational reports, due diligence audits

Budget development, reconciled variance reports, determined resourceful solutions

Controlled operating expenses to maintain consistent month-end cash flow

Achieved 100% collection rate, processed bill backs / invoices, managed A/P & A/R

Maintained tenant files, certificates of insurance, tenant move-in/out procedures

Handled conflict resolution with diplomacy, produced strong tenant / vendor relations

Addressed office needs by directing area projects with minimal supervision

Assisted with capital improvements projects, build-outs, and security issues

WATSON WYATT WORLDWIDE Houston, Texas 04/01 – 12/01

Position Eliminated

Office Administrator

Created office infrastructure, bolstering efficiencies and enhancing productivity

Managed seamless operation of support services, supporting 60 internal clients

Analyzed, designed & implemented process improvements, streamlined work flow

Produced $40K revenue gain by transitioning non-revenue tasks to billable activities

Supervised administrative personnel, mentored staff resulting in two promotions

Established priorities and developed courses of action to meet deadlines

Facilitated and expedited electronic filing conversion 2 months ahead of schedule

Assisted with development of disaster recovery system, stewarded fundraisers

Executed office upgrades, re-negotiated vendor contracts, purchased equipment

Planned company events, coordinated large office moves, facilities management

ANCHOR EXECUTIVE CENTER Bellaire, Texas 06/00 – 12/00

Center Closed

Center Manager

Negotiated terms and managed leases increasing revenue by $25K in 6 months

Increased occupancy rate 15% in six months through tenacious prospecting efforts

Developed value-added client services increasing service revenues by 20%

Achieved 100% collection rate on delinquencies, prompt resolution of concerns

Cultivated solid tenant / landlord relations with influential oral / written communication

Identified improvements, re-engineered processes, coordinated company initiatives

Hired, trained, and motivated employees reducing turnover by 100%

SYNERGISTIC POLYMER SYSTEMS Houston, Texas 07/97 – 05/00

Contract

Office Manager

Efficiently managed office and supported CEO working 75% independently

Meticulously managed calendar, email, travel, expense reports and invoices

Compiled bid packages and proposals, prepared thorough client presentations

Handled highly confidential information with sensitivity and discretion

Composed complex correspondence and reports, proofed / edited contracts

Conducted Internet research and monitored sales tracking with accuracy

EDUCATION

B.S. Business Administration Major: Marketing, Management University of Minnesota

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