Summary
Overview
Work History
Education
Skills
Certification
Timeline
Generic

Ann Baker

Ocoee,FL

Summary

Experienced Administrative Assistant with a strong background in front desk operations, customer service, accounts payable, and payroll duties. Collaborates effectively with team members to ensure seamless workflow and exceptional customer service delivery. Professional and knowledgeable individual who consistently strives to exceed expectations and contribute to the overall success of the organization.

Overview

39
39
years of professional experience
1
1
Certification

Work History

Administrative Assistant / Project Coordinator

Colwill Engineering Mechanical, Inc.
07.2023 - 10.2024
  • Assisted 3 Project Managers with project administration.
  • Assisted VP of Preconstruction with new project downloads for estimating.
  • Completed Job Information Sheets for job turnover meetings to the Project Management team.
  • Delivered excellent customer service through prompt responses to client inquiries, addressing concerns effectively, and building strong relationships.
  • Ensured accurate record-keeping with diligent data entry and database management for vital company information.
  • Streamlined invoice processing procedures to ensure timely payment of vendors while minimizing errors in financial records.

Project Administrative Assistant

Energy Air, Inc.
07.2022 - 06.2023
  • Assisted 8 Project Managers with project administration
  • Set up electronic and hard folder's for each project
  • Requested documents and information from General Contractors for new projects
  • Sent submittal data to General Contractor for estimated materials for GC's approval
  • Created field submittal book, for job site Foremen of approved materials, to be installed on the project
  • Sent vendor quotes for Owner Direct Purchase Order, to General Contractor for approval and, owner issuance of ODP PO
  • Received ODP invoices from vender to have PM approve, for processing and submitting to billing department and GC
  • Created closeout documents for each vendor assigned an ODP PO, agreeing that PO was complete
  • Created and sent O&M Manual for the finished project to the GC to forward to the owner
  • Called in inspections for work completed
  • Printed drawings needed for PM's

Accounts Payable Clerk / Payroll Clerk

Sinns And Thomas Electrical Contractors
07.2020 - 07.2022
  • Researched payment issues and outstanding checks
  • Followed up with vendors, managers, and other employees to resolve open issues and discrepancies
  • Reviewed invoices for required backup documentation and payment approvals
  • Reconciled amounts owed by comparing invoices to POs or other records
  • Responded to inquiries from vendors, researching and resolving concerns or discrepancies
  • Entered invoices into company accounting software, processing as many as one hundred per month
  • Reviewed timesheets for accuracy and flagged errors to gather additional information or correct data
  • Processed paperwork for new employees and entered data into payroll system
  • Created or updated payroll records by entering changes such as exemptions and insurance coverage
  • Kept payroll information confidential, protecting operations and maintaining employee confidence
  • Issued employee paychecks and associated statements of earnings and deductions

Administrative Assistant / Receptionist

PCL Construction Services, Inc.
02.2016 - 04.2020
  • Welcomed office visitors warmly and alerted staff to arrivals of scheduled appointments
  • Offered departmental administrative support
  • Managed office inventory by restocking supplies and placing purchase orders to maintain adequate stock levels
  • Sorted and distributed office mail and recorded incoming shipments for corporate records
  • Prepared packages for shipment, pickup and courier services for prompt delivery to customers
  • Arranged rapid office equipment repair and maintenance with vendors

Jobsite Administrative Assistant

08.2012 - 02.2016
  • Managed the front office of the Diagon Alley at Universal Studios Orlando
  • Called in daily access to secured jobsite for PCL and trade employees
  • Daily received and distributed mail to proper recipients
  • Prepared outgoing Fed-Ex shipments for team members
  • Filed incoming paperwork, reviewed hourly time sheets for payroll purposes
  • Reviewed expense reports for Project Managers and Superintendents for reimbursement
  • Made copies of notes and subject to discuss for Owner Meetings, Superintendent, and team meetings
  • Arranged lunches, and breakfasts for these meetings when needed, planned field safety, and employee appreciation BBQ's
  • Collected invoices, and matched receipts/packing slips for payment
  • Facilitated on site job application process for field employment
  • Reviewed completed applications and forwarded to accounting for processing
  • Performed Safety Orientation for newly hired employees
  • Completed close out procedures for the North Orange multifamily project in Orlando
  • Assisted project managers with new project set up for Disney, Sea World, and Universal Studios Orlando
  • Performed general office duties, including answering multi-line phones, routing calls and messages and greeting visitors

Administrative Assistant / Receptionist

DHR Mechanical Services Inc.
11.2011 - 05.2012
  • Greeted guests promptly and consistently set a professional tone with friendly assistance
  • Answered incoming calls and directed messages to correct party
  • Processed correspondence, documents, and reports to support clerical staff
  • Photocopied, faxed, and scanned office correspondence
  • Copied and distributed printed material to meet office needs
  • Maintained efficient office environment by routing incoming and outgoing mail
  • Ordered office supplies to meet functional needs
  • Used clerical abilities to support needs of office staff and administrative team members

Administrative Assistant to the Vice President

Energy Air, Inc.
08.2008 - 10.2011
  • Provided administrative services, including phone and email correspondence, making copies, and managing incoming and outgoing mail and faxes
  • Assisted with event planning, including associated travel and logistical arrangements
  • Composed and proofread memos, letters and reports to verify error-free communication
  • Sorted, opened, and routed incoming correspondence and deliveries to help senior leaders respond quickly to business and customer requirements
  • Updated assigned company truck information for tracking program
  • Achieved accurate time sheets, verifying hours reported by hourly employees for accounting

Commercial Project Management Administrative Assistant

08.2006 - 08.2008
  • Managed incoming calls from vendors, and General Contractor distributing to proper contact
  • Ordered needed products for the job site from outside vendor for crew and project team
  • Created proposal, and O & M binders for each project for our team
  • Matched invoices to receipts and packing slips for payment
  • Developed team communications and information for owners and team meetings
  • Created application for Mechanical permits for job
  • Ordered needed blueprints with local printing company for the project

Residential Customer Service Administrative Assistant

08.2003 - 08.2006
  • Led customer service scheduling team in delivery of new customer service software, resulting in efficient scheduling of service appointments, service reports and warranty repairs
  • Worked with county and city offices to schedule inspections of new home A/C installations
  • Entered service tickets time, parts, and warranty information
  • Increased customer satisfaction by resolving service appointment issues

New Construction Administrative Assistant

Massey Services, Inc.
07.2002 - 08.2003
  • Collaborated with residential builders to schedule needed bora-care treatment for termite protection of new homes
  • Input service technicians completed paperwork for billing and warranty purposes
  • Contacted new homeowners, offer the extended service of their termite protection
  • Created new homeowner information packets, with warranty certificate and information on other Massey Services products

Customer Service Data Entry Specialist

10.2000 - 07.2002
  • Resolved service scheduling problems, improved operations, and provided exceptional client support
  • Scheduled incoming A/C and Heating service requests for residential customers
  • Entered in completed service tickets, to customers account for warranty purposes
  • Covered reception desk for lunch hours, vacations when needed
  • Took incoming calls for customer service and associates, distributing calls and messages to proper recipients

Teller, Sr. Teller, and Teller Manager

Banking Industry
01.1986 - 08.2000
  • Company Overview: Various Cities, FL
  • Provided high-level customer service through friendly approach, strong professionalism, and timely assistance with customer transactions
  • Identified sales opportunities and referred customers to branch partners in financial services
  • Bolstered understanding of banking products and services by enrolling in available training classes and seminars offered to tellers
  • Sold cashier's checks, traveler's checks, and money orders
  • Organized, stocked, and maintained teller window area
  • Processed exchange and foreign currency
  • Completed highly accurate, high-volume money counts via both manual and machine-driven approaches
  • Monitored customer behaviors and upheld strict protocols to prevent theft of assets
  • Processed quarterly vault and ATM audits with zero error rate
  • Rapidly and efficiently prepare customer and ATM cash and change orders
  • Maintained friendly and professional customer interactions
  • Checked amount details and fraud markers for transaction papers such as checks and money orders
  • Various Cities, FL

Receptionist and Office Assistant

Cox and Davito, Pullum and Pullum, P.A., Attorneys at Law
08.1991 - 10.1993
  • Directed incoming calls to internal personnel and departments, routing to best-qualified department
  • Greeted incoming visitors and customers professionally and provided friendly, knowledgeable assistance
  • Provided clerical support to company employees by copying, faxing, and filing documents
  • Sorted, received, and distributed mail correspondence between departments and personnel
  • Prepared packages for shipment, pickup and courier services for prompt delivery to customers
  • Kept the reception area clean and neat to give visitors a positive first impression
  • Managed complaints and questions, and re-directed calls to other team members as appropriate

Education

Associate of Applied Science - Business And Office Administration

Valencia College
Orlando, FL
05.2014

Skills

  • Leadership
  • Management
  • Customer Service
  • Financing
  • Dedicated Team Player
  • Data Entry
  • General Typing
  • Administrative Duties
  • Payroll Processing
  • Computer Skills
  • Accounts Payable
  • Vendor Relationship Management

Certification

Notary Public, 02/01, Orlando, FL

Timeline

Administrative Assistant / Project Coordinator

Colwill Engineering Mechanical, Inc.
07.2023 - 10.2024

Project Administrative Assistant

Energy Air, Inc.
07.2022 - 06.2023

Accounts Payable Clerk / Payroll Clerk

Sinns And Thomas Electrical Contractors
07.2020 - 07.2022

Administrative Assistant / Receptionist

PCL Construction Services, Inc.
02.2016 - 04.2020

Jobsite Administrative Assistant

08.2012 - 02.2016

Administrative Assistant / Receptionist

DHR Mechanical Services Inc.
11.2011 - 05.2012

Administrative Assistant to the Vice President

Energy Air, Inc.
08.2008 - 10.2011

Commercial Project Management Administrative Assistant

08.2006 - 08.2008

Residential Customer Service Administrative Assistant

08.2003 - 08.2006

New Construction Administrative Assistant

Massey Services, Inc.
07.2002 - 08.2003

Customer Service Data Entry Specialist

10.2000 - 07.2002

Receptionist and Office Assistant

Cox and Davito, Pullum and Pullum, P.A., Attorneys at Law
08.1991 - 10.1993

Teller, Sr. Teller, and Teller Manager

Banking Industry
01.1986 - 08.2000

Associate of Applied Science - Business And Office Administration

Valencia College

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Ann Baker