Alicia Fleming
Hilton Head Island,SC
Summary
Versatile office management professional with over a decade of experience in administrative roles, specializing in financial processes, inventory management, and team support. Skilled in enhancing office operations through effective management of customer accounts, financial records, and staff coordination. Proven ability to improve efficiency and streamline business operations in fast-paced environments. Advanced proficiency in Spanish enhances communication with diverse teams and clients.
Overview
23
23
years of professional experience
1
1
Certification
Work History
Office Manager
Fleming Marine LLC
Hilton Head Island, SC
01.2018 - Current
- Managed customer accounts and performed essential office tasks to ensure smooth operations.
- Led financial tasks including account reconciliation, billing, invoicing, and tax preparation prep for our accountant.
- Oversaw general liability and workers' compensation insurance requirements, including conducting audits.
- Handled purchasing and inventory management to maintain optimal stock levels.
House Caretaker
Myself
Hilton Head Island, SC
01.2012 - Current
- Part time cleaning of villas & homes
- Caretaker coordinating subcontractors or any other maintenance needs
- Ensured that all appliances were in working order by conducting regular maintenance checks.
Account/office manager
Sandcastle Constructors Inc.
01.2006 - 01.2017
- Personal assistant to the CEO
- HR department, A/P and A/R department & office manager
- Responsibilities include but not limited to:
- Maintaining employee records & gathering and submitting payroll to our payroll company
- Maintaining all company employees' health insurances & contacting insurance for claims & changes
- Setting up new employees w our payroll company & other new employee benefits (phones, computers, etc)
- Report, document & follow up on WC claims & injury reports
- Running QB program for jobs P&L, balancing or more bank accounts and statements every month & daily monitoring of these accounts, running & maintaining tax reports for our accountant, a/p & a/r reports, COGS (numerous construction line items), entering estimates/proposals, keeping up with construction income & draw payments, setting up new jobs/customer & vendor accounts, weekly & monthly journal entries
- Keeping up with loans, notes credit card payments and balances
- Entering invoices, reviewing & paying overhead accounts
- In charge of writing all checks that go out of the office (help our VP with cash flow budget & future projections
- Help prepare construction contracts
- Typing all types of documents (incl legal)
- Coordinating w PM on job logs & other important reports & paperwork relating to jobs and clients
- Being available 24/7/365 when bidding new work
- Running errands for any of the officers of the company including their personal errands
- Paying Owners’ personal bills
- Maintaining passwords to all accounts
- Establishing & maintaining vendor relationships, credit accounts & balances
- Exclusively responsible for maintaining & submitting1099's, W-9's, W-4's to IRS
- Submitting all EOY tax reports and documents (incl owners personal tax info) to accountant and entering EOY journal entries per accountant review
- Paying property and vehicle taxes to the county
- Renewing all business licenses
- Opening mail and sorting
- Meeting with insurance agents for annual review of all insurance (incl 401k’s) and renewing all policies & paying premiums monthly and yearly
- In charge of updating & requesting new GL and WC insurance COI's from labor workers
- Created SOP for an office manual for my job title
- Responsible for ordering office supplies, business cards, stationary etc
- Responsible for upkeep of all office equipment, company trucks & vehicles files
- Upkeep of all incorporation documents, seals, resolutions, LLC filings, tax records legal files & customer/vendor files and invoices
- Printing plans on large format machines
- Responsible for iPhones maint
- Daily use of QB, Excel, Word programs
- Mac & PC computer trained
- In charge of all A/P invoices and emails that come into the office
- Answering all incoming phone calls & handling all reception duties
- Help running the interior design side as well (phones, helping clients who come shop for furniture, receiving trucks etc)
Account manager
Deere Park Assoc
Northbrook, IL
01.2002 - 01.2006
- GOB sales - Furniture stores
- Furniture salesperson (2001-2002)
- Helping clients with furniture placement and interior design needs (while keeping up with the current trends)
- Account manager (2002-2006)
- Hiring & firing office help
- Inventory tracking
- Accounting/invoice entering (QB)
- Balncing daily monies & bank runs
- Payroll (1099 subcontractors only)
- Setting up all office equipment at every new sale
Education
Bachelor of Science - Interior Design and Spanish minor
High Point University
High Point, NC05-2001
High School -
Asheboro High School
01.1997
Skills
- Organized
- Creative
- Ability to be Left brained & Right brained
- Open-minded
- Able to work in high paced environments
- Documenting
- Able to work with all types of individuals & get along
- Positive & Motivational
- Budgeting
- Caring
- Trustworthy
- Reliable
- Financial Management
- Team Coordination
- Inventory Control
- Multilingual Communication (Spanish)
- Time Management
- Conflict Resolution
- Respectful of people & property
Certification
Notary Public in the state of SC
References
Available upon request
Timeline
Office Manager
Fleming Marine LLC
01.2018 - Current
House Caretaker
Myself
01.2012 - Current
Account/office manager
Sandcastle Constructors Inc.
01.2006 - 01.2017
Account manager
Deere Park Assoc
01.2002 - 01.2006
Bachelor of Science - Interior Design and Spanish minor
High Point University
High School -
Asheboro High School