Work Experience



2005- PRESENT   Accounting Firm (Virtual Assistant) 
         

Billing and Administrative Duties

  1. Prepare monthly and as needed billing utilizing Timeslips 2007 (as well as previous versions) for two (2) accounting firms as well as enter time into Timeslips for executive level personnel.
  2. Maintain monthly A/R Reports and all contact with delinquent clients until referring to a collection agency as a last resort.
  3. Manage Timeslips database including but not limited to: set up of Professionals, Professional Services, Clients, Bank Accounts, Billing Templates, User rights and backups.
  4. Manage ACT! 2007 Database including but not limited to: all facets of set up, User rights and access, Templates, Follow-ups, Scheduling, etc.
  5. Assist all personnel in managing schedules, preparing meeting agendas, preparing Minutes from several Board of Directors meetings and ordering supplies
  6. Create monthly newsletters for several Homeowner’s Associations
  7. Recruiting / Training / Human Resources Issues
  8. Responsible for all HR documentation / EE File maintenance
  9. Create and revise Employee Handbook according to all Federal, State and Local Employment laws and ensure Employee / Management / Executive compliance
  10. Responsible for Policy creation
  11. Manage Customer service/ensure Client satisfaction/ provide dispute resolution
  12. Draft client contracts and negotiate terms
  13. Create engagement letters
  14. Create in-house memos regarding staffing / policy / HR issues
  15. Prepare weekly and monthly reports (budget, staffing, AR, AP, etc.) and submit to executives for review
  16. Coordinate annual meeting of the executives (this includes all aspects of this meeting from travel preparation to agendas to determining the scope of the meeting)

 

 

2003 - 2005          Accounting Firm   (same as above)   
      

    Office Manager

  1. Ensure that Accounting office runs smoothly in day to day operations
  2. Attend networking events to promote Firm and create Firm marketing materials
  3. Assist all executive level personnel in day to day activities including scheduling, meeting agendas, file review and preparation, etc.
  4. Create monthly newsletters and special notices for several Homeowner’s Associations
  5. Recruiting / Training / New Hire Orientation
  6. Coordinate, schedule and attend all BOD meetings (for several clients as well as in house) as well as provide agendas, official minutes, supporting documentation, etc.
  7. Responsible for all HR documentation / EE File maintenance
  8. Create and revise Employee Handbook according to all Federal, State and Local Employment laws and ensure Employee / Management / Executive compliance
  9. Responsible for Policy creation and enforcement
  10. Ensured compliance with all State and Federal employment laws including but not limited to:  FLSA, COBRA, ERISA, OSHA, etc.
  11. Create job descriptions and ensure compliance with FLSA
  12. Directly responsible for initiating EE health insurance coverage, 529 plans, 401K, PTO, and all other employee benefits as well as the ongoing administration of all benefits
  13. Perform monthly billing in excess of $50K / month, post AR and perform all collections activities for accounts past 30 days (for 2 firms) utilizing Timeslips
  14. Create and Process Invoices for Homeowner’s Associations in QuickBooks Pro for Fines / Violations and also for other issues
  15. Manage Customer service/ensure Client satisfaction/ provide dispute resolution
  16. Maintain corporate accounts and process all Accounts Payables / Accounts Receivables on a weekly basis through QuickBooks Pro
  17. Process A/R and A/P through QuickBooks Pro for several Homeowners Associations including posting of all monthly dues and collections of delinquent homeowners and maintain accurate database of homeowners through ACT! 2007
  18. Process payroll, and Payroll Tax Returns (including 941, UCT6, W2, W3, etc) on a monthly, quarterly and yearly basis
  19. Track all employee Personal Time Off including creation of spreadsheet
  20. Order supplies / maintain all office equipment
  21. Responsible for determination of office needs for equipment and supplies and decision making
  22. Vendor research and selection
  23. Selection of necessary software and maintenance of all IT issues including coordination with higher level IT support
  24. Maintain in depth knowledge of all FLORIDA CAM laws and regulations
  25. Negotiate lease renewals
  26. Draft client contracts and negotiate terms
  27. Create engagement letters and ensure in house compliance with same   
  28. Answer phones / assist walk-in clients
  29. Conduct weekly staff meetings including preparation and set-up
  30. Create in-house memos regarding staffing / policy / HR issues and distribute
  31. Prepare weekly and monthly reports (budget, staffing, AR, AP, etc.) and submit to executives for review
  32. Coordinate annual meeting of the executives (this includes all aspects of this meeting from travel preparation to agendas to determining the scope of the meeting)

 

 

2001 – 2003         Social Services Company                  

Executive Assistant / Office Manager / Facilities Support Specialist

  1. Assisted all executive level personnel in day to day activities.
  2. Arranged Travel and schedules for 10 executives.
  3. Created, Planned, Coordinated Offsite meetings for 10 Executives (plus guests and clients) including travel, meeting rooms, catering, agendas, and extracurricular activities.
  4. Event / Party planning for up to 400 on a routine basis
  5. Handled all aspects of client site visits, including catering, meeting set up, travel arrangements, client relations, and agenda and document preparation.
  6. Prepared Official meeting minutes / notes for numerous meetings with Management and the Executive team.
  7. Transcription / dictation.
  8. Acted as liaison between Executive Team and Management
  9. Handled all issues pertaining to building / facilities management including policy creation and budgetary considerations
  10. Researched contractors for office supplies and negotiated savings of over $4000.00 / month on supply purchases.
  11. Directly responsible for selection and purchasing of all office equipment / supplies including decision making.
  12. Vendor research and selection including creation of RFP’s.
  13. Directly responsible for the selection, purchasing, and price negotiation of all office furniture and panel systems.
  14. Coordinated relocation of entire office to new 40,000 sq ft facility.
  15. Space Management / Planning
  16. Business / Occupational licensing
  17. Directly responsible for submitting permit applications, including knowledge and research of what permits were required and ensure compliance with all Local, State and Federal laws.
  18. Direct Mail / Outreach Coordinator with in depth knowledge of USPS regulations, QBRM requirements and process, mail room systems, printing.
  19. Shipping / Receiving
  20. Strong experience in all Human Resources responsibilities including: ADP based payroll for over 300 Employees, policy creation, benefits administration, employee relations, exit interviews, recruiting, Florida new hire reporting, and any other HR duties

 

 

1995-1996            Casino                                              
         

Security Officer

  1. All Facets of Casino Security, including:  currency transfers, currency drops, personal escorts, identification verification, safety investigations and compliance, report writing, and surveillance.
  2. Personal Escorts from ship to vehicle of “High Rollers” or “Jackpot Winners”
  3. Assurance that all State Gaming Department Rules and Regulations are adhered to.
  4. All facets of Risk Management, including:  surveillance, incident response, interviews, accident / theft verification, report writing, medical transportation of injured, review of videotapes, determination of fault.
  5. Daily / Nightly Drop Supervisor – supervise all drop personnel including 8-10 other security and 12-15 drop personnel.  Organize the drop according to State Gaming Department Procedures and Surveillance requirements. Liaison between Surveillance and drop employees / security.

 

 

1992-1994            Personnel Agency                            
         

Office Manager 

  1. Acquired new accounts through direct sales, client database and cold calling.
  2. Supervised a staff of 5 directly and over 100 temporary employees county wide.
  3. Created Job Descriptions based on client company requirements.
  4. Recruiting for both internal and client positions
  5. Created all marketing materials including:  advertising, forms, brochures, contracts, business cards, etc.
  6. Responsible for the interviewing, screening, and reference verification of applicants.
  7. Customer Service / Client Satisfaction
  8. Handled all facets of Workman’s Compensation
  9. Payroll
  10. Vendor selection
  11. Purchasing

 

Skills


Software / Skill

Level of Experience

Years used

Microsoft Excel

Intermediate

15

Microsoft Word

Advanced

20

Microsoft PowerPoint

Advanced

8

Microsoft Publisher

Intermediate

7

QuickBooks Pro

Intermediate

6

ACT! 2005 - 2007

Advanced

6

Timeslips

Advanced

5

10 Key

Intermediate

15

Florida Notary Public

Intermediate

7

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