Result driven with developed problem solving, excels at analyzing, prioritizing, and completing task while exhibiting professionalism and sound judgment along with excellent work ethic. Produces quality work under time restraints by prioritizing tasks, focusing, and effective communication. Bilingual; fully fluent in English and Spanish with outstanding written and verbal communication skills in both.
Hi, I’m
Diana Marta Calderón
Coral Gables,FL
Summary
Overview
16
years of professional experience
Work History
Fifteen Group Capital
Long -Term Temporary Assignment
02.2024 - 06.2024
Job overview
- Processed various projects expenses(invoices) coded and entered in QuickBooks/Yardi
- Prepared partial and final liens
- Matched final liens to open notice to owner
- Received final affidavits from subcontractors as close out documents on a finished project
- Reconciled bank accounts, vendor statements
- Prepared contracts and agreements for services provided to owners (new projects)
- General Ledger entries
- Office Management -coordinated repairs, updated business licenses, ensured everything ran smoothly in the office
- Processed new hire information, coordinated with IT to ensure log in were created for new hire, computers were ready for new hires to begin working
- Processed ACH payments for Utilities, mortgage payments, insurance payments for the properties
- Ordered supplies
- Paid office and staff expenses
- Prepared labor timesheets for 3rd Party subcontractors doing work for the projects
- American Express and Chase Viss monthly coding and reconciliation, paid online
- Processed payments to vendors, created liens as proof of payments
- Mailed Notices to Owners, to Management companies
- Reviewed/researched unpaid vendor accounts to issue most current payment.
Kast Construction
Project Administrator
11.2022 - 08.2023
Job overview
- Processing OCIP/CCOI certificate of insurance ensure all subcontractors carry proper insurance coverage as per OCIP Administrator
- Work with OCIP Administrator to ensure all subcontractors are covered, declarations and credits to owner are processed
- Processing pre-qualification documents for all subcontractors doing business at the project once obtained all qualifying information forward to the Project Manager for approval
- Coded, processed, ensured all invoices in Timberscan belong to our project, bills were accurate per contract forwarded to Project Managers, Superintendent for final approval
- Update directories in Procore, create purchase orders, agreements, contracts in Procore
- Prepared signage for the Project in Power Point
- Conducted Safety orientation
- Obtain all Safety Documents(plans), JHA, Tool talks, crane inspections, ensure all documents were current
- Created spreadsheets for the maintenance of supplies, equipment, radios etc
- Obtained current Insurance coverage for Project Equipment, sent serial numbers to Kast to update insurance coverage
- Maintain open lines of communication with subcontractors and office personnel
- Assist CRA Consultant with field employee documentation and Certified Payroll
- Notice to Owner processing by assuring all final liens match the notice to owner notices, show as paid in full
- Prepared Liens which were kept in the corporate offices and used by the Project Accountant
- Assured all partial liens and final liens were received by the subcontractors.
Mastec CommunicationsCoral Gables, Florida
Accounts Payable Coordinator
02.2020 - 11.2022
Job overview
- Processing invoices for 200+ vendors in Oracle and OWC
- Verified all invoices have Purchase Orders, itemized billings
- If invoices are incomplete reach out to the field to obtain POs, or return/reject invoices
- Update payment information on each invoice
- Investigate why payments have not been made (due to holds, incomplete work)
- Heavy interoffice communication and vendor interaction
- Maintain good relations with vendors and assist as much as possible troubleshooting payment issues
- Created credits when needed, followed up with vendors to receive overpayments, if any
- Manually enter invoices in Oracle
- Mail checks, work closely with other teams to ensure workflow is supported
- Process checks requests for field Processing
- Work closely with new vendors, providing support with Mastec’s invoicing submission processes/procedures
- Processing Employee company wide Expenses, cash expenses, PNC maintenance
- Keep log of credit card cancelations, credit increase, lost or stolen cards
- Review/Reconcile reports for the company card, release payments to PNC.
Kindred Healthcare, Inc.Miami, FL
Accounts Payable Coordinator/Patient Liaison
05.2018 - 11.2020
Job overview
- Reduced A/R balances over 90 days by 20%
- Served as main contact person for vendors and suppliers
- Resolved issues with invoice processing by reaching out to the appropriate department, file grievances, follow-through with any issues until resolved
- Compile/review accounts payable documents and prepare batches for processing
- Account and sub account coding of invoices to the exact account to avoid improper posting in the general ledger
- Reviewed accounts payable runs and ensure accuracy
- Communicate with vendors regarding credit memos and refunds
- Review SAP system to ensure invoices were posted and/paid
- Prepare daily census for the hospital (room charges, lab, telemetry, dialysis, ventilation)
- Call Corporate Accounting Department, when needed, to follow up on payments, review payment submissions and to prevent duplicate payments
- Matched supplier packing lists, credit memos with hospital debit memos
- Investigate discrepancies and resolved any issues
- Prepare Accruals for end of the month closing
- Assisted in end of month processes (assured all monthly invoices were processed)
- Process admission papers for incoming patients, update patient information
- Social media (post reviews and surveys of the hospital) order marketing materials, tour of facilities to prospective families of patients
- Patient Ambassador served as a liaison between patient, family members, and administration, assisted in resolving issues with patients.
KW Property Management
Accounts Payable Associate
09.2017 - 05.2018
Job overview
- Process invoices for 40 Properties
- Updating accounting information for all properties, making sure all utility payments, insurance premiums are paid monthly
- Placing utility accounts on ACH payments and on recurring basis
- Approving invoices weekly, making sure current balances are paid daily
- Updating the properties recurring payments spreadsheet weekly
- Communicate with Property Manager, District Manager and Assistant Property Managers Daily on issues, solving issues preventing payments being issued
- Making sure all invoices go through the approval process (i.e
- PM/BOD approves invoices daily, help properties during a BOD transition)
- Ensured all properties collect updated COI and business licenses
- Helping properties through the vendor onboarding procedures
- Making sure all processes follow the KWP protocols
- Check printing and mailing to vendors; Expense report processing; Making online payments; Indexing invoices for properties
- Scanning correspondence to properties.
Continental Real Estate Companies
Accounts Payable Coordinator
01.2016 - 09.2017
Job overview
- Received invoices ensure proper coding by reviewing vendor file and ensure proper authorization of payment
- Confirm vendor is in the Vendor Master Table data system file, updated tax identification and address
- Enter invoice into MRI payables module for clients and reviewed invoices in Nexus and MRI Software
- Create payment batches by property for all invoices entered
- Print check preview and attach to the invoice vendor batch to be reviewed by the property accountant
- Adjust as noted by property accountant on the preview check
- Re-printed preview checks to reflect requested changes and submit to property accountant for approval
- Print checks and attached to invoices
- Resolved inquiries submitted by vendors, property accountants and property managers
- Received payments from mail, property accountant or property manager and sort by property
- Make copies of deposit tickets and checks for the property accountants, plus additional copies requested by the property manager or owners
- Take deposits to the bank
- Run Deposits through remote deposit capture
- Email deposit receipts to Property Managers and Property Accountant
- Closed out vendor file for the calendar year and created new files for the upcoming year
- Box files, label storage boxes, and send to storage.
Baptist Hospital - eICU/Telehealth CenterMiami, FL
Department Administrative Assistant
10.2013 - 07.2015
Job overview
- Provide administrative assistance to the Transfer Department at Baptist Hospital
- Receive and process Urgent Care Center ambulance transfers to other hospital
- Processed patient charts and other administrative assistant duties
- Updated and created transfer forms, prepared outgoing documents, spreadsheets
- Ordered supplies and meals for meetings
- Scheduled meetings, staff meetings, prepared minutes of meetings, pending items follow-up
- Assisted nurses with training of new systems, made sure every nurse was current on any changes
- Helped nurses, EMTs obtain referrals.
Miami Children’s HospitalMiami, FL
Executive Assistant /Assistant to the Director of Plant Operations
12.2011 - 05.2013
Job overview
- Processed Plant Operation’s invoices, coded and sent to accounting to process payment
- Maintained and recorded all payments into a Budget spreadsheet
- Worked closely with the Financial Analyst preparing change orders for ongoing hospital projects
- Assisted the Safety Officer/Emergency Preparedness Department, maintained safety binders
- Prepared documentation for safety presentations
- Attended EOC//Construction Risk Assessment meetings, prepared minutes of the above meetings
- Prepared vendor and supplier requisitions
- Expense reports processing (Director, Safety Officers, Emergency Coordinator)
- Ordered Office Supplies
- Back up for various Departments, (Plant Operations, Architecture and Construction, Call Centers)
- Assisted the Construction Director, Facility Operations Assistant Director, (open permit research, elevator fee payments, and credit application for the MDWS Dept
- Etc.)
- Maintain the Plant Operation’s yearly Budget
- Worked with technicians and vendors, with daily tasks, distribute maintenance keys to vendors and contractors doing technical work in the hospital, ensuring proper protocol was followed
- Covered the Emergency Call Center (In house maintenance calls and EVS calls for hospital services)
- Calendar, travel and meeting scheduling for the Plant Director, Safety Officer, Emergency Management Coordinator
- Created work orders for Environment of Care
- Sent out daily invitation for Committee leaders and assured all attended the weekly safety walk through, or representative
- Recorded all EOC reports and filed in the hospital auditing binders
- Assisted Safety Officers doing fire drills, fire watches (hospital and outpatient centers)
- Monthly follow up of all work orders created during rounds, created reports of all completed actions/repairs assured orders were closed.
Jones Lang LaSalleMiami, FL
Facility Coordinator / Corporate Real Estate A/P Specialist
10.2008 - 03.2011
Job overview
- Our client: A&TT Corporate Real Estate Division
- Assisted Area Managers, 6 Property Managers, and 34 technicians
- Liaison for vendors, contractors, and tenants
- Tracked/Managed Corporate Real Estate’s budget
- Account Reconciliation
- Overpayment collection
- Processed more than 1000 weekly invoices for 400+ properties at 100% lower error rate
- Served as a liaison between internal and external personnel, headquarter tenants and employees, vendors
- Prepared accurate and timely monthly reports for Upper Management
- Assisted Area Managers with monthly budget meetings
- Maintain department budget
- Prepared minutes of meetings
- Obtained/processed information for the creation of vendor file
- Obtained/Processed Certificate of Insurances to update files and process new vendor proposals
- Reviewed A/R Reports from Vendors for payment accuracy and payment resubmissions (reviewed vendors A/R)
- Processed and renewed vendor identification batches
- New Employee on-boarding procedures (training, email creation, ordered laptops, cars, tools, phones, identification cards, building access cards, keys, HR paperwork)
- Ordered office equipment for new Managers coming onboard
- Trained Engineers/Managers on current changes to the accounting procedures
- Informed them of any internal accounting changes that may affect their day-to-day processes.
Education
Jones College
Associate in science from Paralegal Studies
University Overview
Miami Dade College
Office Management
University Overview
Miami Dade College
Social Work
University Overview
Universal AccountingOnline
Bookkeeping Cer
University Overview
Languagesandskills
Languagesandskills
Spanish, English, Microsoft Word, Excel, PowerPoint, Outlook, PC & MAC Operating Systems, Quicken, QuickBooks, UltraTax, Tracker, Smeadlink, CRT Data Entry, Mysis Financial Software, MediSoft Medical Software, Document Scanning, Kronos, ProManager, Phone Slips, F2000, Oracle, Meditech, Contrave, SAP Crystal Reports, Internet Use, E-temps, BMSE, Business Objects, Budget Software, Payment Status Links & Websites, Intranet, CRE, Project & Program, Management, Budgets, Reports, Benefits Programs, TMS, Lawson, VIZIO, Internet Research, SharePoint websites, Crystal Reports, Central Logic, Net Access, TOPS, FOB systems, Pyramid Payroll, RazorsEdge, RJAdvisors, Oracle, OWC/ Verifier systems, Concur, Sage, Aderant, SAP, Yardi, PayScan, LastPass, Medical & Legal Terminology, Administrative Assistant duties, Financial Reports, Tenant Care, Interim Controller Duties, Property & Facilities Management, Human Resources/Sales and Vendor liaison/Customer Relations, Financial Assistance support, bookkeeping, Accounting and Payroll experience, Kronos data entry/payroll and time entryTimeline
Long -Term Temporary Assignment
Fifteen Group Capital
02.2024 - 06.2024
Project Administrator
Kast Construction
11.2022 - 08.2023
Accounts Payable Coordinator
Mastec Communications
02.2020 - 11.2022
Accounts Payable Coordinator/Patient Liaison
Kindred Healthcare, Inc.
05.2018 - 11.2020
Accounts Payable Associate
KW Property Management
09.2017 - 05.2018
Accounts Payable Coordinator
Continental Real Estate Companies
01.2016 - 09.2017
Department Administrative Assistant
Baptist Hospital - eICU/Telehealth Center
10.2013 - 07.2015
Executive Assistant /Assistant to the Director of Plant Operations
Miami Children’s Hospital
12.2011 - 05.2013
Facility Coordinator / Corporate Real Estate A/P Specialist
Jones Lang LaSalle
10.2008 - 03.2011
Jones College
Associate in science from Paralegal Studies
Miami Dade College
Office Management
Miami Dade College
Social Work
Universal Accounting
Bookkeeping Cer