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Responsible for administrative activities related to assigned clients.
*Claims and Deduction Management: manage claims, deductions and reconciliation processes while meeting client and customer expectations. Maintain accurate records (have consistently met client deadlines and goals).
*Collections: assist Business Development Manager (BDM) with repayments and receivables.
*Administrative: support and resolve administrative activities by maintaining communication flow while serving as a liaison to Business Managers. Support the Business Development Specialist (BDS) and reconcile promotions in the clients' portals /system. Enter and reconcile client promotions. Enter new items for tracking of sales and order reconciliation.
*Client and Customer Interaction: understand and communicate policies and procedures of both client and customer.
*Promotion Forms Management: maintain an efficient forms management process through consistent application; Maintain promotional materials through tracking vehicles (i.e. spreadsheets, sample inventories, quotes and bonus tracking).
Processes invoices from 3 to 7 Hotel Properties and generate payments to Hospitality Vendors using M3. Keys and codes invoices for payments.
Managing vendors for Hospitality Utility processing, imaging software, and evaluated receipt processing
Performs independent research to identify and resolve Hospitality Vendor account issues. Researches invoices to avoid duplicate payments.
Communicates with internal and external Hospitality Vendors, verbally and in writing.
Requests Hospitality Vendor Account updates from Master Data Unit personnel to assure payments are made to correct Hospitality Vendors.
Reconciling Hospitality Vendors Aging Reports and working closely with Hospitality Vendors to rebill corrected invoices.
Uploading high volume transactions using Excel into M3.
Processes invoices or service entries to generate payments to vendors. Verifies invoices against purchase orders or requisition line items. Keys and codes invoices for payments or service entries for approval.
Performs independent research to identify and resolve vendor account issues. Researches invoices to avoid duplicate payments.
Communicates with internal and external customers, verbally and in writing.
Requests vendor account updates from Master Data Unit personnel to assure payments are made to correct vendors.
Reviewing and auditing freight vendor invoices and statements utilizing SAP to process and upload high volume transactions. Reconciling freight invoices utilizing Excel to VLOOKUP payments with Bill of Laden's.
Processing freight vendor accessorial freight charges and working with dispatch to gain approval for payment.
Reconciling freight aging reports and working closely with freight vendors to rebill corrected invoices.
Processing Transportation invoices for payment. Uploading high volume transactions using Excel.
Managing third party vendors for retail utility processing, imaging software, and evaluated receipt processing
Processing a high volume of Internal transfers of funds, Margin Calls, Credit Memos, Invoices, Lockbox payments, Purchase Orders, and Expense Reports on a daily basis. Meeting deadlines while effectively utilizing SAP, Concur, and OpenText Accounting Applications to process the payments.
Working closely in Account Management and auditing with Treasury Departments and the Auditing Department to ensure up to date and accurate account balances and payment issuing on a timely basis.
Worked with General Ledger, Fixed Assets, and Analyst/Administrators to code invoices for payment.
Set-up of Contracts, manage and process Lease Payments for Energy Transfer Towers, Buildings, Apartments, and Storage Spaces in SAP Flex Real Estate Module. Keeping accurate records of payment and correspond with Landlords, Property Management, and the Field Representatives who occupy the spaces.
Managed, Posted Hand Checks, and Check Request for payment of ROW (right of way) land for lease or buyout in order to start the process of laying pipelines in selected counties.
Mass Upload GLSU invoices (large data of invoices) through SAP and OpenText for mass payments.
High processing of invoices for a high volume of accounts with completeness and accuracy of correction action to problem solve accounts with various departments regarding Coding, Approval Authorization in order to process payment for Vendors.
Generated Monthly Aging Reports to maintain up to date accuracy of payment for vendor accounts.
Correspondence with Vendors regarding past due or unpaid invoices. Reconcile Account Statements and manage payments with the field representatives for the Vendors.
*Crossed Trained in all scenarios of Accounts Payable in order to maximize production.
Processing a high volume of invoices, Purchase Orders, and Expense Reports on a daily basis. Meeting deadlines effectively utilizing SAP and Concur Accounting Applications.
Working closely in account management and auditing with Treasury Departments and the Auditing Department to ensure up to date and accurate account balances.
High processing of invoices for a high volume of accounts with completeness and accuracy of correction action to problem solve accounts with various departments regarding Coding, Approval Authorization in order to Process Payment.
Review and approval of Vendor Expense Reports and processing of Wire Invoices for Payment through Concur Accounting Application.
Correspondence with Vendors to Reconcile Account Statements.
Crossed Trained in all scenarios of Accounts Payable in order to maximize production.
ACCOUNTING/RECEPTIONIST- PESADO CONSTRUCTION
Point of Contact for Office. Answer incoming phone calls for Accounting Department, Project Managers, Administration, Estimating, President and Owner.
A/P, Reconciliation, Input, and Submission utilizing "Foundation" System for payment to Vendor Accounts, Company Overhead Accounts, and Equipment.
Submit Lien Wavers to Subcontractors for release of payment, Managed Insurance Documents, W-9 Documentation. Order Office supplies, managing front desk.
Processed invoices and Expense Reports. Meeting deadlines effectively utilizing Foundation Accounting Applications.
Exhibit positive corporate citizenship, with demonstrated ability to positively interact with others
Followed required Company policies and procedures which include but are not limited to policies regarding conduct, record keeping, and safety.
Read, analyzed and comprehended simple to complex instructions; correspondence; memos and various operating or procedural manuals.
Effectively presented information and wrote routine reports and correspondence to co-workers, clients, and with vendor relations.
Exhibited positive corporate citizenship, with demonstrated ability to positively interact with others follow required Company policies and procedures which include but are not limited to policies regarding conduct, record keeping, and safety.
Set weekly goals to completion end of business day Friday.
Performed a variety of daily task and projects, by utilizing multi-tasks skills, practical problem solving, as well as maintaining accuracy.
Utilized SAP for processing PO's, Purchase Requisitions, and Invoicing. Reviewed and prepared Repair Orders Processed payables and the invoicing of vendor accounts payables Customer A/R, Parts and Services A/P to ensure they are current with accuracy and with good time management and organization skills.
Utilized basic mathematical skills such as, adding, subtracting, multiplying, division, and common fractions to compute rate, ratios, and percentages; to calculate figures and amounts such as discounts, interest, commission, proportions, and percentages.
Provide Labor Audits on hourly Labor billing for Delta, UPS, General Electric Company Aircrafts and various private aircrafts.
Perform daily audits and reporting with the use of Teamnet, Aims, and SAP Networking Systems to help maintain the integrity of hours clocked by the Production Department.
Reporting billable hours to maintain accurate record to customers on a daily basis. Record keeping and status updates to Project Managers in charge of in house schedule aircrafts for timely turn around and accuracy.
Support for the Estimating Department which provides hourly estimates for Routine and Non Routine maintenance on upcoming aircrafts scheduled for future delivery.
Planning package preparation for scheduled aircraft delivery which is to be delivered on a timely basis. Time Management skills are utilized in order for annual rotation of aircraft maintenance.
Reports include the Engineering, Fabrication, and Materials clocked hours and materials used to complete final billing to be invoiced to customer for timely turn around in payment.
Auditing the cardboard box production. Auditing the Inventory of Customer materials for preparation of print jobs.
Assisting in establishing new procedures for tracking inventory in warehouse.
Data Entry for the purpose of calibrating and combining network systems.
Update of tracking system for customer materials.
-WEATHERFORD RESEARCH AND DEVELOPMENT
Administrative assistant to the Research and Development Lab with Administrative and Clerical support.
Open and close projects using Engineering Project Database
Oversee the ISO rules and regulations. Monitor all Hazardous and Non-Hazardous waste, as well as do weekly, monthly reporting. This includes scheduling transportation with the Waste Management Removal, companies.
Maintain Trade Compliance Rules and Regulations for the Research and Development Lab by running Restricted Party Screens website, while also maintaining a log of all visitors.
Purchase chemical samples, and, and Office products through various vendors.
Transfer Chemicals based on request from surrounding Weatherford Plants using Weatherford Web Interface system, as well as the New Trade Automation system.
Assist the Office Manager with Invoice preparation for Accounts payable.
Conduct Payroll for hourly employees.
Auditing the safety for ISO standards.
Auditing the safety for Document Destruction to meet OSHA standards.
Supervise a staff of three receptionists.
Manage details of multi-party conference calls, in-house and off-site meetings and luncheons, travel arrangements, calendars, itineraries, agendas, preparation of expense reports, board meetings, and minutes.
Coordinated Volunteers and Community Service Workers.
Administered Emergency Clothing and Bed Vouchers to those who were in need.
Managed Marketing and Advertising for Sales and the Document Destruction Dept.
Organized fairs with other non-profit organizations to collaborate services for those in need of services.
Collaborate with printers on the design and printing of logo changes, letterhead, envelopes, business cards, literature, presentation folders and product line inserts at agreed-upon rates.
Developed and update an Operations Manual in charge of organizing information and materials.
Execute word processing projects, including large-scale mailings, correspondence, and manuals.
Handle inventory and requisitioning of supplies; research to secure savings on all items.
Exercise independent judgment, decision-making abilities and high level of confidentiality.
Collaborate with various levels of management to gather information pertaining to key issues.
Act as liaison between the CEO and management to ensure proper communication.
Coordinate the interviewing process between human resources, job placement coordinators and 'new hire' candidates.
Assist out-of-town candidates with travel, hotel and car service arrangements.
Communicate well with external contacts to properly handle direction of business relations.
Distribute company literature and follow- up with meeting arrangements as needed.