Deana Hibbard
Oakwood,TX
Summary
Experienced professional and manager with a strong background in back-office operations. Recognized for optimizing administrative functions and enhancing internal processes. Highly regarded as a valuable team player, prioritizing collaboration and working towards achieving organizational goals. Proficient in data management and skilled in implementing process improvement strategies.
Overview
25
25
years of professional experience
Work History
Back Office Manager
Bralys Ace Hardware
08.2024 - Current
- Oversaw the successful migration of company data to a new database platform without disruption to daily operations or loss of sensitive information.
- Managed complex budgeting processes with attention to detail, ensuring proper allocation of resources across departments while maintaining financial stability.
- Implemented inventory control systems that minimized waste while ensuring adequate stock levels were maintained at all times for seamless business operations.
- Increased operational efficiency by streamlining back office processes and implementing automation tools.
- Streamlined vendor management processes by centralizing information storage, improving contract negotiation strategies, and building strong relationships with key suppliers.
- Coordinated the timely and accurate filing of all necessary documentation for legal, regulatory, and tax purposes.
- Organized office operations, leading daily activities and controlling correspondence.
- Received purchase orders and processed invoices for payment.
- Supervised processing of orders, order tracking and delivery of goods
- Maintained inventory for back-office supplies, computers and work-stations.
- Managed invoices from vendors to assist accounting department in reducing annual expenses.
- Created organized filing system to manage department documents.
- Developed accurate financial reports for senior management to inform decision-making processes around budgeting, forecasting, and strategic planning initiatives.
- Reduced errors in financial transactions by implementing robust reconciliation procedures and regular audits.
Senior Administrative Coordinator
Ridley Block Operations
01.2023 - 08.2024
- Collaborated in timely processing of billing and accounts receivables.
- Monitored and directed incoming mail and prepared outgoing mail.
- Prepared detailed documents and reports in adherence administrative processes.
- Worked closely with others to accomplish timely invoicing and accounts receivables.
- Maintained office calendars to track important dates and deadlines.
- Greeted visitors with professionalism and enthusiasm to provide support and direct guests to appropriate department.
- Answered phone calls and responded to inquiries from customers, vendors and other external contacts.
- Assisted management with special projects to complete all tasks by deadlines.
- Managed and maintained electronic and paper-based filing systems to keep essential documents and information easily accessible and organized.
- Monitored and ordered office supplies to keep office stocked with resources necessary to function smoothly.
- Maintained databases and contact lists to keep important contact information accurate and up to date.
- Coordinated and scheduled meetings and appointments to keep organization running smoothly.
- Developed and implemented organizational systems to streamline daily operations.
- Implemented project management techniques to overcome obstacles and increase team productivity.
- Built highly-efficient administrative team through ongoing coaching and professional development opportunities.
- Monitored front areas so that questions could be promptly addressed.
- Managed supervisor itinerary and appointments and streamlined scheduling procedures.
- Delegated tasks to administrative support staff to organize and improve office efficiency.
- Provided backup to front desk to step in to assist with various tasks whenever employee was absent or at lunch.
- Resolved issues through active listening and open-ended questioning, escalating major problems to manager.
- Organized meetings for executives and coordinated availability of conference rooms for participants.
- Improved office operations by automating client correspondence, record tracking and data communications.
- Optimized organizational systems for payment collections, AP/AR, deposits, and recordkeeping.
- Oversaw appointment scheduling and itinerary coordination for both clients and personnel.
- Organized spaces, materials and catering support for internal and client-focused meetings.
- Created presentations and other materials to support organizational activities.
- Facilitated smooth day-to-day operations by anticipating needs, proactively addressing potential issues, and efficiently resolving problems as they arose.
- Maintained a well-organized filing system to ensure easy access to important records and documents.
- Proactively identified opportunities for improving administrative processes, implementing changes that led to increased efficiency and effectiveness.
- Provided exceptional administrative support to executive staff members through meticulous organization skills and attention to detail.
- Streamlined office operations by implementing efficient administrative processes and procedures.
- Improved customer satisfaction through prompt and professional handling of inquiries and concerns.
- Improved data accuracy, overseeing transition to new database system and training staff on its use.
- Negotiated with vendors for office supplies, securing cost savings while maintaining quality.
- Reduced email response time, prioritizing urgent communications and delegating tasks effectively.
- Organized and maintained digital and physical filing systems, improving document retrieval times.
- Improved employee onboarding process, resulting in shorter adjustment period for new hires.
- Assisted in the recruitment process by screening resumes, scheduling interviews, and facilitating onboarding activities for new hires.
- Managed calendars, scheduled appointments, and coordinated travel arrangements for senior staff members.
- Drafted and wrote correspondence and documentation for office.
- Served as a reliable point of contact between cross-functional teams streamlining communications to allow for swift resolutions on pressing matters.
- Maximized executive efficiency by providing comprehensive support, including calendar management, travel planning, and document preparation.
- Streamlined office operations by implementing efficient administrative systems and processes.
Chiropractic Assistant
Grey Chiropractic
10.2022 - 12.2022
- Sanitized, restocked, and organized exam rooms and medical equipment.
- Performed electric muscle stimulation, massage, and mechanical traction.
- Promoted office efficiency, coordinating charts, completing insurance forms, and helping patients with diverse needs.
- Gathered forms and copied insurance cards to collect patient information for billing and insurance filing.
- Directed patients to exam rooms, fielded questions, and prepared for physician examinations.
- Greeted incoming visitors warmly and directed patients to appropriate areas to keep office running smoothly.
- Learned and followed laws and HIPAA guidelines to keep office compliant with industry regulations.
- Educated patients by providing treatment option information and advice on self-care and injury prevention.
- Answered phones to respond to customer questions, provide information and schedule appointments.
- Input patient data into computer system using Microsoft Office while checking information for accuracy.
- Performed administrative tasks by maintaining inventory, ordering supplies and scheduling staff meetings.
- Answered telephone calls to offer office information, answer questions, and direct calls to staff.
- Implemented care and efficiency improvements to support and enhance office operations.
- Explained procedures to patients to reduce anxieties and increase patient cooperation.
- Liaised with patients and addressed inquiries, appointment requests and billing questions.
- Collaborated with medical and administrative personnel to maintain patient-focused, engaging and compassionate environment.
- Prepared examination rooms with necessary equipment, promoting efficient appointment flow while prioritizing sanitation protocols.
- Developed strong rapport with patients leading to high levels of trust and satisfaction, fostering long-term relationships.
- Educated patients on chiropractic care benefits, resulting in increased referrals and new client acquisition.
Administrative Assistant
Ridley Block Operations
10.2021 - 05.2022
- Scheduled office meetings and client appointments for staff teams.
- Received and sorted incoming mail and packages to record, dispatch, or distribute to correct recipient.
- Developed and updated spreadsheets and databases to track, analyze, and report on performance and sales data.
- Sorted and distributed office mail and recorded incoming shipments for corporate records.
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Executed record filing system to improve document organization and management.
- Restocked supplies and placed purchase orders to maintain adequate stock levels.
- Assisted development and implementation of new administrative procedures.
- Coordinated and scheduled meetings and conference calls to optimize scheduling of senior staff.
- Created and maintained databases to track and record customer data.
- Processed customer orders accurately and within agreed timeframes to meet service standards.
- Developed strategies to streamline and improve office procedures.
- Drafted correspondence and other documents for CEO and department heads in company's voice.
- Interacted with vendors, contractors and professional services personnel to receive orders, direct activities, and communicate instructions.
- Managed paper and electronic filing systems by routing various documents, taking messages and managing incoming and outgoing mail.
- Established administrative work procedures to track staff's daily tasks.
- Managed filing system, entered data and completed other clerical tasks.
- Performed research to collect and record industry data.
- Built and maintained excellent customer relationships through timely response to inquiries and going above and beyond to accommodate unusual requests.
- Identified and recommended changes to existing processes to improve accuracy, efficiency, and quality service.
- Volunteered to help with special projects of varying degrees of complexity.
- Completed forms, reports, logs, and records to quickly handle all documentation for human resources.
- Assisted coworkers and staff members with special tasks on daily basis.
- Created and maintained detailed administrative processes and procedures to drive efficiency and accuracy.
- Continually sought methods for improving daily operations, communications with clients, recordkeeping, and data entry for increased efficiency.
- Surpassed team goals by partnering with colleagues to implement best practices and protocols.
- Managed phone and email correspondence and handled incoming and outgoing mail and faxes.
- Liaised between clients and vendors and maintained effective lines of communication.
- Recorded new hires, transfers, terminations, changes in job classifications and merit increases to main human resources files.
- Opened and properly distributed incoming mail to promote quicker response to client inquiries.
- Delivered excellent customer service through prompt responses to client inquiries, addressing concerns effectively, and building strong relationships.
- Maintained confidentiality of sensitive information by adhering to strict privacy policies and implementing secure filing systems.
Executive Administrative Assistant
Hibbard Real Estate
04.2016 - 10.2021
- Scheduled office meetings and client appointments for staff teams.
- Received and sorted incoming mail and packages to record, dispatch, or distribute to correct recipient.
- Sorted and distributed office mail and recorded incoming shipments for corporate records.
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Executed record filing system to improve document organization and management.
- Restocked supplies and placed purchase orders to maintain adequate stock levels.
- Assisted development and implementation of new administrative procedures.
- Negotiated contracts with vendors and suppliers for office supplies, equipment and services.
- Coordinated and scheduled meetings and conference calls to optimize scheduling of senior staff.
- Created and maintained databases to track and record customer data.
- Processed customer orders accurately and within agreed timeframes to meet service standards.
- Developed strategies to streamline and improve office procedures.
- Drafted correspondence and other documents for CEO and department heads in company's voice.
- Facilitated timely delivery of special projects to meet organizational and departmental objectives.
- Interacted with vendors, contractors and professional services personnel to receive orders, direct activities, and communicate instructions.
- Managed paper and electronic filing systems by routing various documents, taking messages and managing incoming and outgoing mail.
- Established administrative work procedures to track staff's daily tasks.
- Managed filing system, entered data and completed other clerical tasks.
- Performed research to collect and record industry data.
- Built and maintained excellent customer relationships through timely response to inquiries and going above and beyond to accommodate unusual requests.
- Identified and recommended changes to existing processes to improve accuracy, efficiency, and quality service.
- Volunteered to help with special projects of varying degrees of complexity.
- Completed forms, reports, logs, and records to quickly handle all documentation for human resources.
- Assisted coworkers and staff members with special tasks on daily basis.
- Increased office participation in special events by creating newsletter with detailed calendars and other office updates.
- Created and maintained detailed administrative processes and procedures to drive efficiency and accuracy.
- Continually sought methods for improving daily operations, communications with clients, recordkeeping, and data entry for increased efficiency.
- Supported company leaders by managing budgets, scheduling appointments and organizing itinerary.
- Surpassed team goals by partnering with colleagues to implement best practices and protocols.
- Managed phone and email correspondence and handled incoming and outgoing mail and faxes.
- Transcribed and organized information to assist in preparing speeches and presentations.
- Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders.
- Liaised between clients and vendors and maintained effective lines of communication.
- Recorded new hires, transfers, terminations, changes in job classifications and merit increases to main human resources files.
- Opened and properly distributed incoming mail to promote quicker response to client inquiries.
- Maintained confidentiality when handling sensitive information, protecting company interests and employee privacy.
- Handled administrative tasks such as expense report processing or invoice reconciliation efficiently; allowing executives to focus on high-priority responsibilities without distraction.
- Managed inventory levels for office supplies, reducing waste while guaranteeing availability when needed.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Handled scheduling for executive's calendar and prepared meeting agenda and materials.
- Reviewed incoming communications for urgency or importance; prioritized correspondence accordingly for executive review or action.
- Seamlessly interacted with colleagues to plan and complete special projects.
- Gathered documents, data, and formulated analytics to prepare issues for discussion and reports for review.
- Produced accurate office files, updated spreadsheets, and crafted presentations to support executives and boost team productivity.
Substitute Teacher, K-12
Buffalo Isd/Oakwood Isd
08.2000 - 05.2016
- Followed classroom plans left by class teacher to continue student education and reinforce core concepts.
- Maintained day-to-day classroom management and discipline to promote learning initiatives.
- Took over class for regular classroom teacher, managing assignments, student needs, and recordkeeping.
- Kept accurate and current attendance records and assignment sheets to maintain file compliance.
- Upheld classroom routines to support student environments and maintain consistent schedules.
- Repeatedly requested as substitute teacher by teachers based on excellent past referrals and trusted performance.
- Kept students on-task with proactive behavior modification and positive reinforcement strategies.
- Supervised lunchroom and recess activities.
- Provided instruction for students in core subject areas.
- Assigned, explained and graded homework.
- Developed and implemented engaging lesson plans to accommodate varied student learning styles.
- Organized and cleaned teaching areas after daily use to maintain high standards for returning teachers or other substitutes.
- Enforced school and class rules to maintain order in classroom.
- Monitored student behavior and administered discipline as needed.
- Followed lesson plans designed by absent teachers.
- Utilized variety of instructional strategies to meet individual student needs.
- Assisted students in mastering subject material and preparing for tests.
Travel Consultant
Self-employeed
06.2012 - 05.2014
- Organized trips for individual, family and business travelers.
- Informed clients of travel policies and utilized preferred vendors to maximize company profits
- Worked closely with clients to understand unique needs and meet specific travel desires.
- Advised clients on visa, passport and security requirements relating to destinations and confirmed flight details for each reservation.
- Collected, handled and documented payments for travel services and associated feels.
- Kept abreast of all airline rules, regulatory requirements and industry standards when scheduling travel arrangements.
- Handled sensitive information with professionalism and discretion.
- Exceeded customer service satisfaction standards by understanding and anticipating clients' expectations.
- Completed accurate reservations for business travelers at point of sale.
- Provided customers with best deals and well-researched travel options, successfully negotiating rates while improving customer satisfaction ratings.
- Maintained operational proficiency in coordinating both international and domestic travel accommodations for customers, arranging for airfare as well as hotel and rental car reservations.
- Provided exemplary customer service to new and existing clients, which helped build lasting relationships and secure new travel assignments.
- Arranged travel accommodations for groups, couples, executives, and special needs clients.
- Supervised payments via credit and debit cards and handled sensitive information with professionalism and discreteness.
- Developed promotional materials for travel packages to market hot destinations.
- Communicated benefits and information regarding international travel insurance with clients and obtained best rates.
- Organized memorable and exquisite travel itineraries and vacations for high-level clients, celebrities, politicians, and business executives.
- Followed up with customers to increase customer service with travel plans.
- Researched and kept abreast of new travel destinations, attractions, hotels and restaurants to increase services offered.
Education
High School Diploma -
New Caney High School
New Caney, TX06.1990
Skills
- Travel arrangements coordination
- Proficient in Microsoft Office & Google Suite
- Time Management
- Team Collaboration
- Attention to Detail
- Project management experience
- Relationship building and management
- Exceptional customer service
- Effective written and verbal communication
- Billing support
- Professional and mature
- Multitasking
- Inventory control management
- Scheduling and calendar management
Languages
English
Native or Bilingual
Timeline
Back Office Manager
Bralys Ace Hardware
08.2024 - Current
Senior Administrative Coordinator
Ridley Block Operations
01.2023 - 08.2024
Chiropractic Assistant
Grey Chiropractic
10.2022 - 12.2022
Administrative Assistant
Ridley Block Operations
10.2021 - 05.2022
Executive Administrative Assistant
Hibbard Real Estate
04.2016 - 10.2021
Travel Consultant
Self-employeed
06.2012 - 05.2014
Substitute Teacher, K-12
Buffalo Isd/Oakwood Isd
08.2000 - 05.2016
High School Diploma -
New Caney High School
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