Administrative Assistant

**** ******* ***** *****

Houston, Texas *****

Cell: 832-***-****

Email: ********@*****.***

Patricia A. Cerra

EXPERIENCE

**/****-**/**** ******* Contract Flooring Houston, TX

RECEPTIONIST/ADMIN ASST

• Provided clerical support for 21 manned office and small 2 manned office in San Antonio, Texas.

• Received all incoming visitors and/or customers.

• Operated 14 line NEC telephone system.

• Accepted/prepared packages outgoing, online UPS, and maintained outgoing packages spreadsheet.

• Distributed incoming packages to appropriate individuals.

• Processed all outgoing mail and maintenance of the postage meter.

• Prepared subcontract/installer payroll through Winbid (a system specifically designed for Shaw Industries), weekly.

• As contracts and/or proposals were received, prepared an outline of required paperwork on the contract for the Acct Mgr (Salesperson).

• Made sure every job had a Certificate of Insurance.

• Maintained A/P records and forwarding all invoices, after coding to a job or a general ledger number, to the Corporate office for payment.

• Called upon company vendors for ‘proof of delivery or pick up’ POD’s in order to receive an open PO in Winbid, to pay invoices from vendors.

• Followed up on claims automatically generated from Windbid if PO information varies from vendor invoices.

• Maintained strict confidentiality records of subcontractors.

• Tracked/filed pre-employment background checks, drug screenings, certifications for subcontractors.

• Reconciled A/P statements.

• Ordered samples for submittals for Acct Mgrs and their potential jobs.

• Called upon and ordered stock supplies when needed.

• Scanning/documentation experience.

• Data entry of inventory.

• Reviewed/assisted with individual expense reports prior to submitting, along with maintaining an updated spreadsheet.

• Was sole backup for the Purchasing Coordinated in her abscence.

• Maintained Certified Payroll (CPR) for jobs that were government funded projects. Including schools, county construction projects or jobs.

• Maintained closed job files.

• Filed: customer paperwork, work orders, purchase orders, plans/architectural drawings, receivers, any other paperwork associated with the job.

• Organized and maintained records retention for palletization annually.

• Ordered and maintained any/all office supplies pertaining to offices, copy area and cafe.

• Organized services for building maintenance – internal & external areas of the facility.

• Maintained reception area, conference rooms, café area.

03/2004–12/2005 BP Amoco Chemical (Innovene) Houston, TX

ADMINISTRATIVE ASSISTANT

Directly support Olefins Sales Manager and Sales Assistant.

Answer all incoming phone calls.

Type all correspondence, meeting agendas, customer directory, etc.

Ordered meals/catering for meetings and/or work events.

Directly interact with customers on a daily basis and assist in determining

customer requirements and take appropriate action to meet those requirements.

Responsible for day-to-day operations of Olefins Sales office.

Maintain detail spreadsheet of all office expenses.

Maintain payroll exception report/spreadsheet.

Procure all office equipment, office supplies, promotional items, etc.

Manage service contracts (telephone, office lease, office equipment, temp

agencies, etc.).

Maintain company car records (inspections, insurance, maintenance, license

tags, titles, etc.)

Review and process expense statements for Sales Manager and Sales Assistant.

Make travel arrangements (domestic and international).

Type and update sales contract proposals, terms and conditions, and revisions.

06/2000–07/2003 Vistacare Hospice San Antonio, TX

SITE REVENUE COORDINATOR

Verify patient record information to ensure documentation of certification, eligibility status, and election benefits. Obtain any missing information and forward to corporate billing department for processing.

Verify Medicare, Medicaid or insurance eligibility when not verified on admission.

Review all documentation and confirm that patient information is complete and in compliance with required criteria. Duties also included responsibility for obtaining and securing any missing information.

Document and communicate daily census information and referral data to

Finance Revenue Coordinator.

Reconcile and maintain active patient list.

Prepare and mail out monthly satisfaction surveys.

Provided relief support to Receptionist and /or Patient Care Secretary by

answering phones, typing correspondence, etc.

Traveled to specific provider locations for signature/dating as required.

09/1999–02/2000 Audie L. Murphy Veterans Hospital San Antonio, TX

RESEARCH UNIT SECRETARY

Responsible for extensive patient data entry.

Notify Medical Administrator of patient’s admission and request patient medical records.

Provide patient information regarding admissions and scheduling to nursing staff and unit clerk.

Coordinate and organize unit meetings.

Assume unit clerk position when necessary.

Computer Skills Winbid, Excel, Lotus Notes, Word, Constructware, Outlook, Internet

General Office Equipment: Multi-line phone, Copier/Fax, Postage Meter

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