Cynthia Velazquez
Administrative Assistant
Houston,TX
Summary
Organized and dedicated Administrative Assistant with proven track record of providing exceptional customer service. Offering keen attention to detail and strong decision making skills to manage multiple, concurrent tasks. Self-motivated work ethic to perform effectively in independent or team environments. Enthusiastic Administrative Assistant with expertise in anticipating professional needs and proactively identifying and resolving problems. Bringing proven to promote organization and availability through effective schedule development. Excellent customer service and conflict management skills. Dedicated Executive Assistant / HR with excellent experience. Maintains professional appearance and demeanor and expertly completes assigned tasks with focus on quality. Dependable and quick-learning team player with effective communication and organization skills. Hardworking and focused Administrative professional offering excellent communication, planning and prioritization skills demonstrated through 28 years of performance. Skilled at drafting reports and business correspondence, managing mail and updating tracking spreadsheets. Exceptional leadership skills with expertise in streamlining workflow to optimize personnel strengths.
Overview
29
29
years of professional experience
Work History
Executive Assistant / HR
Triofab, Inc
6515 Carson Rd.
07.2022 - Current
- Serve as front-line representative of business, welcoming and assisting visitors, employ, and handling walk-in inquiries with professionalism and courtesy.
- Act as notary for business, providing notarization services for legal documents when required.
- Create and maintain company organization charts and employee directory for efficient communication and coordination.
- Organization and management of contracts relevant to business.
- Perform variety of general tasks, including but not limited to contacting and coordinating with external contractors and service providers, such as attorneys, accountants, bank, contractors and service providers.
- Maintenance and organize various federal and state forms, including w-9 forms and other documentation required for compliance and reporting purposes.
- Maintain accurate and organized employee files, including personal and professional documentation, as well as timecards to track attendance and working hours.
- Implement systems for managing staff benefits, payroll and behavior. Monitor and track employees' paid time off, including vacation and sick leave. Maintain accurate records of employees' time and attendance.
- Maintain and update company's policies and procedures. Conduct special training sessions for staff to ensure understanding and compliance with these policies.
- Oversee recruitment process, including posting job openings, coordinating interviews, conducting background checks, and assisting with selection and onboarding of new hires.
- Prepare and submit necessary documentation for new hires, including benefits enrollment packets and payroll-related information.
- Facilitate onboarding process, including orientation and required testing.
- Provide new employees with workplace tour, introduce them to key personnel and familiarize them with company's culture and environment.
- Identify personnel needs and make recommendations for employee incentives, recognizing monthly birthdays and yearly anniversaries to boost morale.
- Assess injured employees, present findings to upper management, and, in critical cases, initiate immediate medical assistance and provide workman's compensation information.
- Plan and coordinate company events, such as picnics, to promote team-building and employee engagement. Coordinate monthly birthday club activities to celebrate employees' special days.
- Provide guidance and direction to lower-level staff from HR perspective, ensuring adherence to best practices and company policies.
- Provide disciplinary counseling at request managers, ensuring fair and consistent application of company policies.
- Manage files for potential hires, including interview records, application documents, and driver's license information.
- Keep up-to-date contracts with drug and alcohol testing companies for employee testing. Maintain information on where employees can access testing service and manage related records.
- Maintain records of employee incident reports, essential for both internal purposes and insurance claims
Administrative Assistant
First Charter Investments Inc
4543 Post Oak Place # 208
03.1996 - 07.2022
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Sorted and distributed office mail and recorded incoming shipments for corporate records.
- Interacted with vendors, contractors and professional services personnel to receive orders, direct activities and communicate instructions.
- Generated reports and typed letters in Word and prepared PowerPoint presentations.
- Processed invoices and expenses using QuickBooks to facilitate on-time payment.
- Developed and updated spreadsheets and databases to track, analyze and report on performance and sales.
- Restocked supplies and placed purchase orders to maintain adequate stock levels.
- Coordinated travel arrangements by booking airfare, hotel and ground transportation.
- Coordinated bookkeeping activities in QuickBooks
- Retentions Policy Documentation.
- Monthly Summary Reports.
- Created detailed expense reports and requests for capital expenditures.
- Annual Franchise Tax Reports (state of Delaware, Panama, Texas and British Virgin Island). filing of annual Franchise Tax Reports, and payments to register agencies for entities / corporations and Limited Partnership.
- Payroll and Payroll taxes (Employers Quarterly Reports, FUTA, Federal Quarterly Reports.
- Assisted CPA & prepared documentations for income tax returns filing to IRS.
- Account receivable and payable of invoices / statements.
- Summarize and reviewing reports from leasing agents and realtors.
- Coordinate Senior Executives appointments.
Sales Representative
Forest Park Lawndale (SCI)
6900 Lawndale St.
05.1995 - 02.1996
- Increased sales by offering advice on purchases and promoting additional products.
- Achieved monthly sales goals by promoting product benefits and enrolling new clients.
- Retained excellent client satisfaction ratings through outstanding service delivery.
- Reached out to customers after completed sales to evaluate satisfaction and determine immediate service requirements.
- Organized sales paperwork presented proposals and finalized contracts.
- Cold-called leads and closed large number of new sales over several months.
- Implemented marketing strategies and techniques, increasing revenue and customer satisfaction.
- Enhanced client satisfaction by addressing concerns promptly and providing exceptional service.
Skills
- QuickBooks
- Payroll Administration
- Excel Spreadsheets
- Accounting and Bookkeeping
- Administrative and Clerical Support
- Skilled in Microsoft Office
- Microsoft Outlook Calendar Preparation
- Microsoft Outlook Contact Preparation and update
- Microsoft Teams
- Microsoft SharePoint files
- Administrative Procedures
- Reception Duties
- Appointment Coordination
- Multitasking and Time Management
- Strong Organizational Skills
- Research and Analytical Skills
- Document and File Management
- Travel Coordination
- Order Placement
- Employee Training
- Workers' Compensation Knowledge
- Client Correspondence
- Bilingual in Spanish and English
- Supply Inventory Control
- Office Equipment Operation
- Teamwork and Collaboration
- Troubleshooting
- Decision-Making
- Verbal Communication
- New Hire Orientation
Languages
Spanish
Native or Bilingual
Timeline
Executive Assistant / HR
Triofab, Inc
07.2022 - Current
Administrative Assistant
First Charter Investments Inc
03.1996 - 07.2022
Sales Representative
Forest Park Lawndale (SCI)
05.1995 - 02.1996