Alejandra Rahim
Summary
Highly organized individual focused on improving company performance with a strong ability to create and enhance processes, policies, and procedures to optimize efficiency and reduce costs. A skilled multi-tasker who excels at prioritizing tasks while providing strong support to colleagues. Known for attention to detail and problem-solving expertise, ensuring accuracy in all aspects of work, including document preparation and project management. Committed to maintaining a professional demeanor while consistently delivering high-quality results.
Overview
12
12
years of professional experience
Work History
Office Manager
Granite Construction Company
01.2023 - 01.2024
- Manage payroll for all employees, ensuring accuracy and timely processing in compliance with Company policies and legal standards
- Process accounts payable (A/P), accounts receivable (A/R), and review A/P invoices for accuracy
- Oversee contract management and other administrative office processes to ensure timely completion and compliance with Generally Accepted Accounting Principles (GAAP) and Sarbanes-Oxley (SOX) requirements
- Act as the key contact for outside vendors, suppliers, and customers to field inquiries, troubleshoot complaints, and resolve issues promptly
- Proactively identify areas for improvement within office operations, including streamlining administrative functions, improving communication systems, and automating processes to enhance efficiency
- Provide excellent customer service in a timely, professional manner to promote interaction with internal and external stakeholders, that they experience the highest quality and positive experience
- Supervise and coordinate work activities across the team, ensuring accuracy and compliance in administrative tasks
- Research and resolve employee-related inquiries, collaborating with the PS team to escalate and address issues as necessary
- Plan, direct, coordinate and supervise onboarding activities, including payroll setup, I-9 documentation, and completion of necessary paperwork
- Coordinate new hire equipment ordering, systems setup, employee badge requests, and data entry for a seamless onboarding experience
- Facilitate background checks and ensure timely collection and processing of new hire documentation
- Coordinate weekly exit interviews, prepare termination paperwork, and handle final check processing
- Assist in the exit process, including asset collection and completing necessary offboarding tasks
- Conduct audits to ensure compliance with employment eligibility (I-9), timekeeping, and legal training requirements
- Maintain confidential personnel files and ensure data integrity in all People Services (PS) systems
- Provide support for PS programs such as compensation, benefits, 401k, onboarding, performance management, and policy compliance
- Process HRIS transactions for all employee life cycle changes (new hires, promotions, terminations, etc.)
- Serve as the primary point of contact for corporate, marketing, and customer inquiries regarding HR policies and procedures
- Oversee the administrative process related to employee onsite injuries and liaise with relevant parties to resolve issues
- Assist with LOA management, meeting with associates to explain the leave process and policies
- Maintain communication with the Matrix and ensure updates are communicated to the business
- Provide exceptional customer service in a timely and professional manner, ensuring positive interactions with both internal and external stakeholders
Project Administrator
Weeber, LLC
09.2022 - 04.2023
- Provided comprehensive secretarial and clerical support to managers, including answering phones, taking messages, and scheduling appointments
- Acted as the first point of contact, delivering exceptional service to a diverse range of individuals, including citizens, employees, agencies, and vendors, both in person and via telephone
- Created accruals and maintained logs of delivery tickets for various vendors related to project purchases
- Negotiated with vendors regarding payment statuses and invoice corrections, ensuring clarity and resolution of issues
- Worked closely with the accounting team, engineers, and project management to meet payment deadlines and efficiently process invoices using Nexus
- Assisted the HR department by handling confidential information, including completing terminations, change forms, hiring requests, and other HR-related paperwork
- Managed office and project supplies ordering, created weekly expense reports for project staff, and assisted TXDOT with their project trailer needs
- Provided support to the remote IT team by helping crews and office staff with device repairs, troubleshooting apps, and addressing login issues
- Managed & distributed PPE to employees, conducted weekly safety meetings & documented project safety training
Office Operations Manager (Accounting and HR Manager)
Ancortex, Inc.
01.2017 - 09.2022
- I successfully mitigated a significant legal and financial challenge when the company faced lawsuits from multiple suppliers due to non-payment issues
- By leveraging my strong professional relationships and negotiation skills, I was able to reduce the number of lawsuits by 65-70%
- I achieved this by developing and implementing a structured payment plan that reassured the suppliers, ensuring they continued to do business with us despite the initial setbacks
- Oversee all accounting functions except tax filing, including: Payroll processing for 75 employees
- Monthly financial statements and variance analysis
- Managing budgets, accounts payable (A/P), accounts receivable (A/R), credit and collections
- Preparing and filing tax forms, excluding returns
- Conduct financial analysis and develop detailed reports to inform business decisions, identify cost-saving opportunities, and ensure financial efficiency
- Manage and allocate the company’s $10 million budget effectively, ensuring resources are used efficiently and meet company goals
- Ensure timely and accurate payroll processing for all employees, monitoring changes in salaries, benefits, and deductions as required
- Oversee hiring, onboarding, and development of employees, including a direct team of 8 staff members
- Provide leadership, guidance, and performance management to ensure optimal staff productivity
- Handle employee relations, benefits administration, and compliance with employment laws and regulations
- Develop and maintain strong professional relationships with vendors and suppliers to support long-term business opportunities
- Negotiate contracts, terms, and conditions to ensure the best value for the company
- Streamline office operations by introducing technology solutions, automating routine activities, and improving communication with customers and vendors
- Create and implement processes that enhance operational efficiency and reduce costs
- Oversee customer communication processes, ensuring timely and effective responses to inquiries and issues
Executive Assistant / Project Coordinator
BMS Excavation, LLC
05.2015 - 12.2016
- Supported the development of project proposals, schedules, and budgets, ensuring alignment with client expectations
- Maintained client satisfaction through effective communication and timely updates
- Prepared essential project documentation and progress reports, closely monitored project milestones, and resolved issues promptly to meet delivery timelines
- Oversaw insurance policies and audit processes, handled liability payments, and completed payroll liability forms to ensure regulatory compliance
Executive Assistant
West Side Construction CO, INC
06.2012 - 12.2016
- Was brought over from Excavation (sister company) as a forensic accountant to find the drain on profitability
- After four months, I discovered the ongoing theft by one of the executives who was then fired
- Identified losses of almost one million dollars over an eight-month period
- Identified, created and executed the changes needed to secure the process going forward
- Arranged travel, maintained records, tracked expenses, and organized events and workshops both on- and off-site to support operational needs
- Performed core office functions, including project management and implementing workplace initiatives to improve efficiency
- Trained and supervised clerical staff, ensuring adherence to best practices and fostering a productive work environment
Executive Assistant / Project Coordinator
West Side Excavation, LLC
01.2014 - 05.2016
- Proactively identified and implemented streamlined accounting processes, transitioning key tasks in-house that were previously outsourced to a CPA, reducing external accounting expenses by over 50% with zero added company cost
- Developed procedures for comprehensive cost analysis and vendor vetting to enhance vendor selection, resulting in substantial cost savings, including a 60% reduction with a major vendor
- Established vendor negotiation practices using industry best practices, creating documentation for hiring contractors to maintain continuity and efficiency
- Developed and maintained thorough project documentation, timelines, and reports
- Assisted in preparing project proposals, schedules, budgets, and coordinated necessary legal paperwork to ensure project compliance
- Handled customer communications and maintained client satisfaction throughout each project phase, serving as a primary point of contact
- Managed insurance policies, audit processes, liability payments, and payroll forms to ensure accurate and timely compliance with regulatory requirements
Office Manager
GUERRERO’S CONSTRUCTION INC
10.2014 - 05.2015
- Managed day-to-day office operations, including customer service and customer-facing tasks, ensuring a seamless client experience
- Performed accounting duties such as bookkeeping, payroll, and financial reporting using QuickBooks
- Acted as Project Manager, reviewing plans, specifications, and bid quotes, while serving as the primary estimator for project proposals
- Designed and implemented a computerized customer database to improve client information management and streamline communications
Education
High School Diploma -
Moises E Molina High School
Skills
- English and Spanish Fluency
- Confidential file maintenance
- Full-Cycle Accounting (Payroll, A/P, A/R, Budgeting, process invoices)
- Proficient in JD Edwards E1, Nexus, QuickBooks, and Billcom
- Compliance and auditing
- Microsoft Office applications
- Benefits Administration
- Multi-functional office management
- Project Management
- Google Workspace
- P&L Statements
- Office Administration
- Credit and Collections
- Certified Human Resources (PHR)
- Vendor and client relations
Timeline
Office Manager
Granite Construction Company
01.2023 - 01.2024
Project Administrator
Weeber, LLC
09.2022 - 04.2023
Office Operations Manager (Accounting and HR Manager)
Ancortex, Inc.
01.2017 - 09.2022
Executive Assistant / Project Coordinator
BMS Excavation, LLC
05.2015 - 12.2016
Office Manager
GUERRERO’S CONSTRUCTION INC
10.2014 - 05.2015
Executive Assistant / Project Coordinator
West Side Excavation, LLC
01.2014 - 05.2016
Executive Assistant
West Side Construction CO, INC
06.2012 - 12.2016
High School Diploma -
Moises E Molina High School
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