FRANCESCA ALEMAN
San Jose,CA
Summary
Highly effective Office Manager/Administrator professional with 20 years of experience. Offering an array of skills in managing office personnel, accounts payable and account receivable tasks. Proven ability to multitask, keep organized, work efficiently, and meet deadlines, while providing exceptional customer service skills.
Overview
13
13
years of professional experience
Work History
Office Manager
Groundworks
Sunnyvale, CA
10.2024 - Current
- Oversee all administrative personnel
- Review and process expense reports.
- Oversee Production calendar to insure that projects have permits
- Process change orders, client payments and correction batches
- Work with company talent acquisitions team to fill administrative roles
- Month end closing procedures such as credit card receipts, closing projects & Crew Share reports
- Approve & report Biweekly payroll reports
- Book travel for installers, managers & sales
- Hold regular meetings with other departments to discuss progress, share updates and address potential issues
Office Manager
C&A Painting
San Jose, CA
08.2021 - 2024
- Oversee day to day office operations
- Oversee billing department & assist on complex billing requirements.
- Established and maintained Human Resource company files.
- Conduct performance reviews, employee performance conversations, training & other personnel management.
- Developed processes and procedures for accounting & administrative departments
- Manage office communications & workflow
- Assisted company president & V.P with special projects & operations
- Monitor company credit card & fuel card usage
- Identified business challenges and find solutions
- Prepare financial reports
- Hired and managed payroll clerk and accounting administrative assistant
- Set up new vendor accounts & establish vendor relationships.
- Responsible for pre-screening new hire candidates & assisted with the onboarding of new hires.
- Worked closely with insurance broker for company policy renewals
Office Manager/Administrator
COBE Construction, Inc.
Campbell, CA
07.2013 - 12.2019
- Generated A/R Aging summaries monthly to track exhausted net term client payments.
- Facilities management includes building & property maintenance and contractor work coordination
- Established and maintained Human Resource company files.
- Reviewed, calculated and processed all subcontractor billings to ensure payable process is followed correctly.
- Manage office communications & workflow
- Assisted company president & V.P with special projects
- Managed and oversaw all internal employee receipt entries made using their company issued credit card, including monthly credit card statement reconciliation.
- Resolved contract or subcontractor payment discrepancies and documentation.
- Tracked, managed, and maintained lien releases and subcontractor insurance.
- Prepared payroll reports for processing associated with employee timecard entries.
- Issued and monitored subcontractor contracts, purchase orders, and change orders.
- Collected required documentation from subcontractors, such as receipts and lien waivers prior to release of funding
- Maintained up to date business licenses
- Prequalified new subcontractors
- Responsible for pre-screening new hire candidates & assisted with the onboarding of new hires
- Assisted with support of office equipment/supplies and maintaining accurate inventory
- Oversee company event coordination, creating event flyers and gathering event pictures for marketing/end of the year Christmas party
Education
High School Diploma -
Central Independence High School
San Jose, CASkills
- QuickBooks Desktop
- QuickBooks Online
- Microsoft Word
- Google Drive
- Outlook
- Egnyte
- New Hire Screening
- New Hire Onboarding
- Forward Thinker
- Team Player
- Organized
- Deadline Oriented
- Time Management
- Problem Solver
- AIA Billing
- SAP Concur
- Engencia Travel
- Business Central
- DSilo AP System
- Workday HR System
Other Experiences
- Office Manager, Aberle Concrete & Excavating, Fremont, CA
- Administrative Assistant, Linear Technology, Milpitas, CA
Personal Information
Title: Office Manager/Administrator
Timeline
Office Manager
Groundworks
10.2024 - Current
Office Manager
C&A Painting
08.2021 - 2024
Office Manager/Administrator
COBE Construction, Inc.
07.2013 - 12.2019
High School Diploma -
Central Independence High School