Summary

Resourceful and highly motivated administrative professional with extensive experience providing support to upper management and business units. Able to balance needs, provide excellent customer service, and independently follow up and prioritize assignments.Results-oriented, team-player, multi-tasker, and sustaining a high degree of trust. Utilizes strong organizational, planning, and communication skills towards improving operational efficiency. Skilled in coordinating projects and meetings.Proficient in MS Outlook, Word, Excel and PowerPoint.

Professional Experience

Confidential

Planning Assistant

• Recorded meeting minutes during clerkship reviews Communicated with doctors regarding students' progress during students' clinical rotation Identified and addressed issues regarding the maintenance of the clinical clerkship rotation
• Florida international university college of medicine, Miami, FL Clerkship Coordinator Assistant, Oct 2013 PresentFULL TIME Supported neurology, pediatrics, family medicine and psychiatry clinical coordinators with data retrieval, reporting, and preparation for students' clinical clerkships Maintained students' grades with the utmost confidentiality Worked with medical students in terms of hospital site coordination, orientation, exam proctoring, file maintenance, tracking individual student progress, entering grades and narratives Implemented, coordinated, and maintained student documentation for processing access badges for clinical sites
• Served as liaison between FIU and clerkship.
• Organize clerkship director's calendar for pertinent events
• Supported planners with data retrieval, reporting, and order processing
• Created standardized reports in an effort to analyze shipment discrepancies
• Collaborated with vendors to resolve issues regarding flow of goods
• Prepared purchase orders for vendors and follow up as necessary
• Coordinated meetings with vendors and staff
• Assisted team members with preparations for meetings by gathering necessary information
• Supported a staff of 6 with general office duties
• Preparedreports and coordinated with other departments for successful merchandiseoffloads from cruise ships located in foreign ports
• Calculated and replenished a supply chain of merchandise to cruise ships docked at international ports
• Assisted with the implementation of a purchase order tracking system within the department to maximize vendor shipping efficiency

Confidential

Paper reporting and analysis

• Logged paper receivables into Excel spreadsheets for both client supplied and St Ives purchased paper ultimately used in end-of-month closing balances
• Generated paper inventory reports by client for supplied paper accounts and provide periodic updates to the respective client
• Performed paper inventory adjustments in Hagen to reconcile obsolete inventories
• Produced and analyze over/under paper usage for paper-supplied clients on a job-by-job basis

Job costing and billing analysis

• Compared job costing report from Hagen against final billed invoice
• Investigated discrepancies or questionable production hours against the reported costs
• Coordinated meetings with corresponding departments to investigate discrepancies
• Prepared job responsibilities of Accounting Clerk 1 positionMachine Reporting
• Prepared weekly, monthly and YTD productivity reports for the manufacturingequipment

Confidential

• Compared pressman sheets to roll sheets to validate press counts
• Calculated ink usage per job from pressroom ink sheets for the Accounting Data entry clerk input
• Inputted paper usage per job into Hagen for billing reports and analysisperformed by Accounting Clerk 2
• Created monthly paper accrual for Job Costing Supervisor for end of month closings
• Received freight bill of ladings from shipping and data entered into Hagen
• Performed bi-annual paper inventory including outputting inventories from MIS system, manual paper roll counts, and final reconciliation of actual against shown inventory
• Participated in the implementation of a new MIS system by inputting manually inventory barcodes to confirm accuracy
• Performed order entry functions including opening job numbers in two MIS system, Hagen and Primac, during the MIS transition
• Manually inputted paper usage information into Primac and Hagen during the transition period, analyzed parallel reports for consistency

Confidential

• Assisted Human Resource Department on an as needed basis including updating and maintaining MSDS sheets
• Operated multi-line switchboard encompassing incoming calls from the outside as well internal paging of employees
• Maintained and updated potential employee applications within a human resource data base
• Administeredpre-employment assessments to potential hiring candidates
• Maintained the reception area clean and presentable
• Greeted and accommodated guests with basic needs

Confidential

Office Manager Assistant

• Involved in all facets of the office operations for import/export business
• Submitted customs paperwork to United States Department of Agriculture for clearance of flowers into the United States
• Received payments from clients, prepared and made daily bank deposits, and applied payments to accounts receivables
• Contacted past due accounts to obtain payment information
• Reconciled monthly banking statements against checks written and deposits
• Performed administrative and clerical duties as needed

Additional Skills

• Fully bi-lingual in Spanish and English
• Excellent PC/computing skills, including advanced knowledge of MS Office Excel, Word, PowerPoint, and internet search applications
• Highly organized and detailed oriented