Elora Otero
Miami,FL
Summary
Administrative professional with extensive experience at Kaufman Rossin, specializing in calendar management, event coordination, and invoicing. Demonstrated success in streamlining operations and improving efficiency through meticulous attention to detail and strong communication skills. Proficient in Microsoft Office Suite and adept in vendor management, providing exceptional support to C-suite executives.
Overview
9
9
years of professional experience
Work History
Administrative Assistant
Kaufman Rossin & Co
Miami, FL
04.2024 - Current
- Manage calendars, schedule appointments, and coordinate meetings for C-suite level executives.
- Maintained accurate records in accounting software and databases, ensuring all information is up-to-date and organized.
- Oversee daily office operations, including managing supplies, equipment, and office maintenance.
- Prepare and send client communications, manage electronic signature request(engagement letters, NDA’s etc) reminders, and follow-up notices.
- Organize and maintain physical and digital files, ensuring compliance with confidentiality and regulatory standards.
- Work closely with CPAs and other staff to support various projects and administrative tasks as needed.
- Assist with organizing invoice payments to consultants/ contractors.
- Manage and submit monthly department expense reports.
- Maintaining organized records of receipts for travel accommodations, professional dues, event venue rentals,
- Renew employee recertification, monthly dues, and conference registration – FIBA, AFCE, ACAMS.
- Create invoices for client billing.
- Assisted with contractor onboarding by providing training calls for time entry, invoice, and timesheet compliance.
- Coordinated event logistics including venue selection and vendor management.
- Arranged department travel logistitics (transportation, logging, meals etc).
Assistant Property Manager
Sudler Property Management
Chicago, IL
03.2022 - 09.2023
- Monitored building maintenance and repairs and coordinated with contractors to ensure the completion of tasks.
- Prepared monthly financial reports for review by the property manager.
- Provided administrative support for the property manager including filing, typing correspondence, answering phone calls, and scheduling meetings.
- Maintained accurate records of all transactions involving tenants' accounts including payments and late fees.
- Remained aware of construction and maintenance projects and notified appropriate individuals of project updates, delays, and schedule changes.
- Maintained thorough, accurate, and compliant records for internal and regulatory audits.
- Conducted regular inspections of properties to identify any needed repairs or improvements.
- Organized and managed a complex calendar of appointments, meetings, and arrangements for the management team.
- Prepared reports, presentations, agendas, minutes, and other documents as needed by the executive staff.
- Provided administrative support in preparing contracts, invoices, purchase orders, and other documentation required for daily business activities.
- Managed daily invoices, reports, and proposals.
- Managed and tracked expenses to meet company budget requirements.
- Managed payroll and time and attendance systems.
- Processed invoices and payments according to company policies and procedures.
- Reconciled vendor statements and investigated and resolved discrepancies.
Residential Front Desk
Trump International Hotel and Tower Chicago
Chicago, IL
10.2016 - 03.2022
- Performed administrative tasks such as filing documents, ordering supplies, and maintaining logs.
- Assisted guests by giving directions to local attractions or businesses upon request.
- Organized front desk operations including scheduling appointments and managing calendars.
- Answered questions related to the organization's policies and procedures.
- Scheduled conference rooms for meetings according to availability.
- Responded to customer feedback or complaints promptly.
- Greeted visitors warmly upon arrival at the office premises.
- Screened phone calls for executives to instantly identify priority clients and filter out spam calls.
- Scheduled and arranged travel and hotel reservations for meetings, conferences, and seminars.
- Scheduled appointments for executives with external parties such as vendors or suppliers.
- Oversaw inventory control processes always ensuring availability of supplies.
- Performed data entry tasks into various software programs including MS Excel spreadsheets.
Education
Bachelor of Science - Psychology
University of Illinois at Chicago
Chicago, IL05.2019
Skills
- Microsoft Office Suite
- Microsoft 365
- Canva
- Building Link
- Front Steps
- Rise
- Opera
- AVID invoicing
- Paylocity Payroll System
- HotSOS
- Calendar Management
- Invoice Processing
- Office Administration
- Appointment Scheduling
- Payroll processing
- Salesforce
- Sharepoint
- SAP Concur
- DocuSign/ PandaDoc
- Expense reporting
- Event coordination
- Vendor management
- Record keeping
Timeline
Administrative Assistant
Kaufman Rossin & Co
04.2024 - Current
Assistant Property Manager
Sudler Property Management
03.2022 - 09.2023
Residential Front Desk
Trump International Hotel and Tower Chicago
10.2016 - 03.2022
Bachelor of Science - Psychology
University of Illinois at Chicago