Ariana Oquendo
Freeport
Summary
Highly organized administrative professional with nearly 10 years of experience providing executive support, coordinating office operations, managing client communications, and improving administrative processes. Skilled in calendar management, billing, document management, customer service, and cross-functional collaboration, with a proven ability to thrive in fast-paced environments. Dedicated to maintaining accuracy, confidentiality, and operational efficiency while building positive client relationships and supporting organizational success.
Overview
11
11
years of professional experience
Work History
Administrative Assistant
Bokhari Consulting Inc
Garden City
08.2025 - Current
- Provide comprehensive administrative and executive support to the firm's CPA and leadership team by coordinating calendars, scheduling client consultations, and managing daily office operations.
- Coordinate appointments across multiple CPAs' schedules while preparing meeting files, confirming appointments, and managing scheduling changes to maximize efficiency.
- Prepare and distribute professional client correspondence, including engagement letters, invoices, appointment confirmations, payment reminders, tax return notifications, and follow-up communications.
- Create, review, and issue invoices for tax preparation, accounting, payroll, sales tax, and consulting services while assisting with billing inquiries and payment processing.
- Track outstanding invoices, send payment reminders, and communicate with clients regarding outstanding balances and available payment options.
- Request, organize, and maintain confidential tax documents while ensuring complete client files and accurate electronic recordkeeping.
- Coordinate electronic signature requests for tax returns and engagement documents while guiding clients through the completion process.
- Communicate with individual and business clients regarding tax return status, required documentation, appointment scheduling, and post-filing next steps.
- Handle high-volume phone calls and email correspondence by responding to client inquiries, resolving administrative issues when appropriate, and escalating complex matters to firm leadership.
- Draft professional business correspondence, reports, memoranda, client notifications, and executive communications using Microsoft Office Suite.
- Maintain organized electronic and physical filing systems while safeguarding confidential financial and tax records.
- Create and improve administrative procedures to enhance workflow efficiency.
- Coordinate certified mail, FedEx, UPS, and other document deliveries while tracking important client correspondence.
- Scan, organize, and maintain large client files and supporting documentation.
- Monitor office supply inventory and coordinate purchasing.
- Welcome clients and visitors while providing exceptional customer service.
- Collaborate with accountants and administrative staff to ensure timely completion of tax and consulting engagements.
Parts Counter Person
Bird Bus Sales
Plainview
10.2024 - 08.2025
- Assisted technicians, mechanics, and commercial customers in identifying and sourcing the correct parts for school bus maintenance and repair operations.
- Researched parts availability, pricing, product specifications, and estimated delivery timelines.
- Ordered parts directly from manufacturers and vendors, including Blue Bird, Cummins, Allison, and other OEM suppliers.
- Coordinated parts transfers between locations and monitored backordered items.
- Read repair orders to identify required parts and pulled inventory for technicians.
- Collaborated with mechanics to source alternative solutions when parts were unavailable.
- Processed parts sales and customer transactions using POS systems.
- Coordinated daily parts deliveries to local businesses and service locations.
- Received, inspected, stocked, and organized incoming inventory.
- Conducted cycle counts and physical inventory audits while maintaining inventory accuracy.
- Processed warranty and core returns according to manufacturer requirements.
- Utilized inventory management systems to track and organize inventory.
- Operated forklift equipment safely to transport inventory.
- Packaged and prepared outbound shipments while coordinating freight logistics.
- Responded to customer inquiries regarding parts availability, pricing, and order status.
Service Receptionist
Porsche Goldcoast Long Island
Jericho
10.2023 - 09.2024
- Served as the first point of contact for customers, delivering a professional, personalized experience within a high-volume luxury automotive dealership.
- Managed a multi-line phone system by screening incoming calls and routing inquiries to service, sales, parts, finance, and management departments.
- Scheduled and coordinated service appointments using CDK and Tekion dealership management systems.
- Assisted service advisors with customer check-in and check-out procedures by opening repair orders, preparing customer documentation, and collecting required signatures.
- Processed customer payments, including cash, checks, credit cards, debit cards, and Porsche Financial transactions.
- Balanced the cash drawer, reconciled daily transactions, and prepared daily bank deposits.
- Reviewed repair invoices with customers and explained service charges when needed.
- Coordinated loaner vehicle reservations, valet pick-up and drop-off services, and Uber transportation.
- Investigated and resolved customer concerns while maintaining Porsche's luxury customer service standards.
- Maintained customer files and administrative documentation.
- Maintained office inventory and coordinated administrative supply orders.
- Coordinated travel arrangements and accommodations for employees and visiting guests.
- Collaborated across multiple dealership departments to support efficient daily operations.
Service Administrator/Loaner Car Coordinator
Jaguar Land Rover
Freeport
08.2019 - 10.2023
- Managed the daily operations of the dealership's luxury loaner vehicle fleet, coordinating reservations, assignments, returns, and vehicle availability.
- Scheduled loaner vehicles according to customer service appointments while maximizing fleet utilization.
- Verified customers' driver's licenses, insurance coverage, and eligibility requirements prior to issuing loaner vehicles.
- Explained loaner agreements, liability waivers, insurance requirements, and rental policies.
- Prepared, audited, and maintained loaner contracts and customer documentation.
- Conducted inspections of loaner vehicles before and after each rental, documenting mileage, fuel levels, and vehicle condition.
- Coordinated maintenance, detailing, inspections, registration renewals, and vehicle rotation schedules.
- Removed damaged or unavailable vehicles from service and coordinated repairs.
- Monitored overdue loaner vehicles and processed contract extensions when necessary.
- Utilized CDK and Dealertrack dealership management systems to manage repair orders, customer records, and service appointments.
- Assisted service advisors with customer check-in and check-out procedures.
- Processed customer payments and explained repair invoices.
- Resolved customer concerns while maintaining luxury customer service standards.
- Conducted customer follow-up after service visits.
- Trained new employees on dealership procedures, software systems, and customer service expectations.
Receptionist
Platinum Volkswagen
Hicksville
08.2018 - 08.2019
- Served as the first point of contact for customers, providing a welcoming and professional experience.
- Scheduled and coordinated service appointments within a high-volume service department.
- Managed a multi-line phone system and routed calls appropriately.
- Utilized CDK dealership management software to process customer transactions, repair orders, and customer records.
- Processed customer payments while maintaining accurate financial records.
- Opened and closed cashier operations by balancing the cash drawer and reconciling daily transactions.
- Prepared daily bank deposits.
- Collected customer signatures on repair orders and service documentation.
- Assisted customers during vehicle checkout by reviewing repair invoices and explaining service charges when needed.
- Collaborated with service advisors, technicians, and administrative staff.
- Trained new employees on dealership procedures, software systems, and customer service standards.
Office Manager
Grand Auto Care and Spa
Baldwin
09.2016 - 08.2018
- Directed daily office operations, providing administrative support for both collision repair and mechanical service departments.
- Managed the insurance claims process from vehicle intake through repair completion by coordinating with customers, insurance adjusters, and repair technicians.
- Communicated directly with insurance adjusters to review repair estimates, obtain claim approvals, and coordinate supplemental repairs when additional damage was identified.
- Verified customers' insurance coverage, policy information, and deductible amounts prior to initiating repairs to ensure claim accuracy and compliance.
- Prepared repair authorizations, insurance documentation, and customer paperwork while obtaining all required signatures before repairs began.
- Scheduled vehicle repairs, monitored repair progress, and proactively updated customers on repair status, insurance approvals, and estimated completion dates.
- Coordinated rental vehicle arrangements by communicating with rental car companies and customers to ensure transportation needs were met throughout the repair process.
- Ordered auto body parts and mechanical components by working directly with dealerships, vendors, and suppliers to support timely vehicle repairs.
- Processed customer payments, insurance checks, invoices, and maintained accurate accounts receivable and accounts payable records.
- Performed bookkeeping functions, including bank reconciliations, journal entries, and maintaining organized financial documentation.
- Managed front office operations, including appointment scheduling, high-volume phone calls, email correspondence, and resolving customer inquiries with professionalism.
- Trained new employees on office procedures, customer service standards, and administrative systems while supporting efficient day-to-day business operations.
Customer Service Cashier
Millennium Honda
Hempstead
06.2015 - 09.2016
- Served as the first point of contact for customers, delivering a professional and welcoming experience while assisting with vehicle service inquiries and appointment scheduling.
- Coordinated service appointments for multiple service advisors, ensuring efficient scheduling and workflow within a high-volume automotive service department.
- Utilized the Reynolds & Reynolds dealership management system to schedule appointments, access customer and vehicle records, process repair orders, and support daily service operations.
- Processed customer payments, including cash, checks, credit cards, debit cards, and financing transactions while maintaining accurate financial records.
- Balanced the cash drawer at the beginning and end of each shift, reconciled daily transactions, and prepared daily bank deposits in accordance with dealership cash-handling procedures.
- Served as the primary liaison between customers, service advisors, and technicians by providing timely updates and ensuring clear communication throughout the service process.
- Managed a multi-line phone system by responding to a high volume of customer inquiries, scheduling appointments, and routing calls to the appropriate departments.
- Coordinated shuttle transportation for customers to ensure convenient transportation while their vehicles were being serviced.
- Assisted customers during the vehicle check-in and check-out process by reviewing repair documentation, collecting required signatures, and explaining repair invoices when needed.
- Resolved customer concerns professionally and efficiently while maintaining a high level of customer satisfaction and supporting the dealership's customer service standards.
- Trained new employees on front desk procedures, dealership software, cash-handling practices, and customer service expectations.
- Collaborated with service advisors, technicians, and administrative staff to ensure efficient daily operations and a seamless customer experience.
Education
Associate of Science - Criminal Justice
Nassau Community College
Garden City, NY05-2022
High School Diploma -
Freeport High School
Freeport, NY06-2015
Skills
- Executive Administrative Support
- Office Operations
- Calendar Management & Scheduling
- Billing & Invoice Management
- Client Relations & Customer Service
- Insurance Claims Coordination
- Inventory & Fleet Management
- Records Management
- Order Processing & Problem Resolution
- Microsoft Outlook
- Microsoft Word
- Microsoft Excel
- CDK
- Dealertrack
- Reynolds & Reynolds
- POS Systems & Cash Handling
- Multi-line phone systems
- Inventory management
- Time Management
- Bilingual: English & Spanish
Timeline
Administrative Assistant
Bokhari Consulting Inc
08.2025 - Current
Parts Counter Person
Bird Bus Sales
10.2024 - 08.2025
Service Receptionist
Porsche Goldcoast Long Island
10.2023 - 09.2024
Service Administrator/Loaner Car Coordinator
Jaguar Land Rover
08.2019 - 10.2023
Receptionist
Platinum Volkswagen
08.2018 - 08.2019
Office Manager
Grand Auto Care and Spa
09.2016 - 08.2018
Customer Service Cashier
Millennium Honda
06.2015 - 09.2016
Associate of Science - Criminal Justice
Nassau Community College
High School Diploma -
Freeport High School