Berlin Ruiz
Granada Hills,USA
Summary
Experienced administrative professional prepared for this role with strong background in office management, scheduling, and communication. Skilled in handling multiple tasks efficiently, ensuring smooth operations, and supporting executive teams. Team collaboration and adaptability to changing needs drive consistent achievement of organizational goals. Known for reliability and fostering positive work environment.
Overview
13
13
years of professional experience
Work History
Administrative Assistant
South Central Los Angeles Regional Center
03.2023 - Current
- 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.
- Promoted a positive work environment through effective communication skills and fostering professional relationships among colleagues.
- Coordinated office supply inventory management, proactively ordering necessary items before depletion to avoid workflow disruptions.
- Supported executive staff through scheduling meetings, coordinating travel arrangements, and preparing crucial documents.
- Assisted with human resources tasks such as updating employee files or submitting time-off requests per company policy guidelines.
- Assisted in onboarding new employees, providing training materials, and coordinating orientation schedules to ensure a smooth integration into the team.
- Organized office events such as holiday parties or team-building activities, promoting a positive company culture and boosting employee morale.
- Collaborated on special projects as assigned by leadership, contributing research findings or coordinating event logistics as needed for success.
- Maintained inventory of office supplies and placed orders.
Accounts Payable Specialist, Dispatch, Hiring HR, Receptionist, Administrative Assistant
Produce Services of LA
08.2021 - 06.2022
- Ensured timely payments for all invoices, maintaining strong relationships with vendors and suppliers.
- Reduced invoice processing time with accurate data entry and timely vendor communication.
- Reached out to vendors and customers to verify information and follow up on client issues.
- Facilitated dispute resolution between company departments and vendors regarding payment issues or discrepancies in invoicing.
- Contributed to year-end closing process by ensuring all outstanding payables were accurately recorded and settled promptly.
- Updated vendor information regularly, ensuring accurate contact details and banking information for prompt payments.
- Assisted in the preparation of monthly financial statements by providing accurate accounts payable information.
- Handled day-to-day accounting processes to drive financial accuracy.
- Reconciled company bank, credit card and line of credit accounts, investigating, and resolving discrepancies to keep accounts audit-ready.
Accounts Payable Clerk / Shipping Clerk / Receptionist
Bandwagon Brokerage, Inc.
05.2021 - 08.2021
- Reviewed vendor invoices for appropriate documentation and validity prior to payment.
- Prepared vendor invoices and processed incoming payments.
- Assisted in month-end closing procedures, ensuring all invoices were processed on time to reflect accurate financial statements.
- Maintained good working relationships with vendors and resolved disputes.
- Collaborated with other departments to resolve discrepancies in invoices or purchase orders, promoting smooth business operations.
- Improved vendor relationships through diligent communication and prompt issue resolution.
- Maintained accurate financial records by regularly reconciling accounts payable transactions.
- Aided audit preparation efforts by maintaining organized records and promptly addressing auditor inquiries.
- Maintained accurate financial records, contributing to successful audits by organizing and filing all accounts payable documents.
Accounts Payable Clerk/Receptionist/Front Desk/ Administrative Assistant
Fresh Quality Produce
10.2017 - 04.2021
- Demonstrated adaptability during peak workload periods while maintaining high-quality results and meeting tight deadlines.
- Reduced late payment penalties by closely monitoring due dates and managing timely payments.
- Streamlined invoice processing by implementing efficient filing and tracking systems.
- Trained new team members on accounts payable processes, fostering a productive work environment.
- Fostered positive vendor relations, served as primary contact for vendor inquiries and concerns.
- Accelerated invoice approval times, implemented electronic invoice submission and approval processes.
- Matched purchase orders with invoices and recorded necessary information.
- Recorded deposits, reconciled monthly bank accounts and tracked expenses.
- Streamlined invoice processing to ensure timely payments and financial operations.
Dispatcher/Customer Service Representative
Mannys Cold Storage
05.2014 - 10.2017
- Create truck routes, dispatch trucks, create all invoices for daily work done, reconcile customer statements, check run, prep routes for the next day, keep up with CHP, maintain trucks up to date with services.
- Managed high-stress situations calmly and effectively, ensuring timely assistance to those in need.
- Communicated with drivers and personnel to coordinate timely delivery of goods and materials.
- Directed dispatching, routing, and tracking of 27 fleet vehicles.
- Collaborated with fellow dispatchers to maintain a seamless workflow during shift changes.
- Maintained accurate records of all dispatched calls, improving data tracking for future analysis.
- Promoted teamwork among colleagues by proactively assisting others when needed.
- Tracked delivery progress to identify possible delays and provide real-time updates to customers.
- Ensured compliance with local, state, and federal regulations related to emergency communications.
- Resolved conflicts between field units, ensuring smooth operation and team cohesion.
Receptionist
Magical Moments
01.2013 - 04.2014
- Greeted incoming visitors and customers professionally and provided friendly, knowledgeable assistance.
- Confirmed appointments, communicated with clients, and updated client records.
- Answered phone promptly and directed incoming calls to correct offices.
- Kept reception area clean and neat to give visitors positive first impression.
- Handled cash transactions and maintained sales and payments records accurately.
- Responded to inquiries from callers seeking information.
- Cultivated positive relationships with clients through professional demeanor and excellent interpersonal skills.
Education
High School Or Equivalent -
Linda Marquez High School
Huntington Park, CA06-2014
Skills
- Customer service
- Data entry
- Computer skills
- Office administration
- Administrative support
- Microsoft Word
- Time management
- Microsoft Excel
- File organization
- Microsoft outlook
- Strong problem solver
- Scheduling
- Microsoft Office Suite
- Professional communication
- Scheduling and calendar management
- Dedicated team player
- Appointment scheduling
- Calendar management
- Mail handling
- Microsoft PowerPoint
- Tech-Savvy
- Phone etiquette
- Information confidentiality
- Professional and mature
Languages
English - Expert
Spanish - Expert
Timeline
Administrative Assistant
South Central Los Angeles Regional Center
03.2023 - Current
Accounts Payable Specialist, Dispatch, Hiring HR, Receptionist, Administrative Assistant
Produce Services of LA
08.2021 - 06.2022
Accounts Payable Clerk / Shipping Clerk / Receptionist
Bandwagon Brokerage, Inc.
05.2021 - 08.2021
Accounts Payable Clerk/Receptionist/Front Desk/ Administrative Assistant
Fresh Quality Produce
10.2017 - 04.2021
Dispatcher/Customer Service Representative
Mannys Cold Storage
05.2014 - 10.2017
Receptionist
Magical Moments
01.2013 - 04.2014
High School Or Equivalent -
Linda Marquez High School
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