Aryela Fonseca
Parkland
Summary
Energetic Office Manager equipped to support day-to-day operational functions and accomplish business goals. Blends advanced organizational, technical and business expertise to enhance workflows. Focused on attentively assisting office staff and customers and identifying opportunities for improvement.
Overview
16
16
years of professional experience
Work History
Office Manager/Executive Assistant
E5 Pharma, LLC
Boca Raton
09.2023 - Current
- Coordinated office activities and ensured smooth daily operations.
- Monitoring office supplies and ordering new stationery, furniture, appliances, and electronics as required
- Reporting office progress to senior management and working with them to improve office operations and procedures
- Providing administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the executive's behalf
- Maintaining comprehensive and accurate records
- Performing minor accounting duties
- Organizing meetings, including scheduling, sending reminders, and organizing catering when necessary
- Managing the executive's calendar, including making appointments and prioritizing the most sensitive matters
- Arranging travel plans for executives including but not limited to flights, car service, and reservations.
- Handled sensitive information with discretion, maintaining confidentiality of company documents and personnel records.
- Provided exceptional customer service when addressing client inquiries or concerns via phone calls or email correspondence.
- Maintained accurate financial records by reconciling accounts payable/receivable transactions regularly to ensure balanced budgets.
- Reviewed licensing applications for compliance with regulatory standards.
- Maintained accurate records of licensing statuses and updates in databases.
- Coordinated with the external licensing vendor in gathering the required documentation for licensing updates.
- Implemented robust record-keeping systems that ensured accurate documentation was maintained according to regulatory requirements at all times.
Assistant Manager
Sunglass Hut
Coconut Creek
01.2019 - 09.2019
- Assisted store manager in planning and implementing strategies to attract customers
- Coordinated daily customer service operations
- Tracked weekly and monthly progress of employees
- Supervised and motivated staff to perform their best
- Greeted customers upon entry to store
- Assisted customers in finding the perfect pair of sunglasses
- Cleaned and restocked glasses
- Received and logged new inventory
- Processed investigations for stolen products
- Processes any returns and exchanges
- Maintained sales goals on a weekly and monthly basis.
- Supervised day-to-day operations to meet performance, quality and service expectations.
- Maintained a clean, safe, and organized store environment to enhance the customer experience.
- Developed strong working relationships with staff, fostering a positive work environment.
- Monitored cash intake and deposit records, increasing accuracy, and reducing discrepancies.
Client Relations Specialists
Nation Safe Drivers
Boca Raton
03.2014 - 03.2016
- Responded to client escalations and worked to find resolutions to better assist the clients of NSD – a roadside assistance company
- Reviewed escalations for clients who had issues during their roadside assistance requests
- Conducted investigations including but not limited to reviewing phone calls to our call centers, speaking to the local roadside assistance vendor, and reviewing client's records
- Worked with different towing and roadside assistance companies to provide direct feedback and assistance to clients
- Maintained national accounts for roadside assistance supplemental coverages
- Worked diligently with call center for training when assisting customers.
- Established rapport with potential customers during sales calls, leading to increased conversion rates from prospects into active clients.
- Consistently met or exceeded performance metrics by prioritizing tasks effectively and maintaining a strong focus on achieving results.
- Managed a diverse portfolio of clients, ensuring their needs were met and expectations exceeded.
- Logged call information and solutions provided into internal database.
Administrative Assistant
Boca Pharmacal, LLC
Coral Springs
02.2010 - 03.2014
- Responsible for all day-to-day office duties for Boca Pharmacal-a medium size generic pharmaceutical company
- Accounting Duties: Responsible for return authorizations for products, entering manual chargeback submissions, customer credits, rebates and other discounts
- Bank deposits of checks into remote deposit account and review daily reports of deposits that ranged up to 200,000 dollars
- Also maintained recording of petty cash
- In charge of the customer set-up process including credit references, setting of customer terms and credit limits in amounts up to 500,000 dollars and verification of DEA licenses and state licenses
- Processed payroll for warehouse staff which includes total hour review and calculations
- General Administrative Duties: Full receptionist duties for over 30 employees including answering phones, transfers on a multiline switchboard phone system, and handling any customer service calls
- Maintained inventory control and purchasing over office supplies while maintaining a budget and always seeking to renegotiate pricing on items
- Lead safety committee with a team of employees on a quarterly basis that focused on maintaining safety in and around the facility, review of SOP's, submitting new improvements and enhancements to CEO
- Maintained customer licenses and certifications including state pharmacy and DEA licenses for more than 300 ship-to locations.
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Maintained confidentiality of sensitive information by adhering to strict privacy policies and implementing secure filing systems.
- 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.
- A medium size generic pharmaceutical company
Education
Certification - Business Administration
Palm Beach State College
Boca Raton, FL12.2024
Skills
- Customer service and support
- Office management and administration
- Organizational skills
- Multitasking and calendaring
- Data analysis
- Travel coordination
- Executive support
Timeline
Office Manager/Executive Assistant
E5 Pharma, LLC
09.2023 - Current
Assistant Manager
Sunglass Hut
01.2019 - 09.2019
Client Relations Specialists
Nation Safe Drivers
03.2014 - 03.2016
Administrative Assistant
Boca Pharmacal, LLC
02.2010 - 03.2014
Certification - Business Administration
Palm Beach State College