HAILEE FLATOW
Buxton,ME
Summary
Resourceful Operations Administrator known for high productivity and efficient task completion. Possess specialized skills in project management, process optimization, and data analysis. Excel in time management, problem solving, and communication, leveraging these soft skills to meet organizational goals and improve operational efficiency.
Overview
8
8
years of professional experience
Work History
Operations Administrator & Tax Administrator
Spinnaker Trust
Portland, ME
12.2024 - Current
- Streamlined daily money movement for 800+ clients through processing incoming and outgoing domestic wires, international wires, ACH, and checks.
- Managed client bill pay operations and tracked transactional accounts in QuickBooks, enhancing financial oversight.
- Facilitated internal asset transfers across diverse client account structures, ensuring seamless portfolio realignment and custody management.
- Executed regular private equity pricing updates to ensure accurate asset valuations.
- Coordinated timely tax return processing through grantor letters and K-1s, ensuring compliance and accuracy.
- Delivered quarterly federal and state tax balances, extensions, and estimated payments for all clients (1040 and 1041).
Client Account Administrator
Spinnaker Trust
Portland, ME
01.2023 - 12.2024
- Facilitated daily money movement for 800+ clients including incoming/outgoing domestic wires, international wires, ACH and checks.
- Prepared and distributed all IRA and trust documents required for each client in order to stay compliant.
- Prepared and maintained RMD spreadsheets for IRA accounts to ensure proper distribution.
- Prepared and distributed quarterly federal and state tax balances, extensions, and estimated payments for all clients to ensure compliance and timely reporting.
- Cultivated and maintained relationships with clients and their families to address daily, monthly, and annual transaction needs effectively.
- Coordinated with outside accountants and attorneys by providing essential tax documents, date of death valuations, beneficiary designation information, account balances, POA details, and gift information.
Real Estate Support Associate
Spinnaker Trust
Portland, ME
03.2022 - 01.2023
- Managed client's real estate portfolio of commercial, residential, and industrial properties, ensuring efficient operations and enhancing financial performance.
- Coordinated with cross functional teams, including relationship managers, private equity, administration, legal, and operations, to facilitate execution of real estate investment deals.
- Implemented a comprehensive property insurance tracking system to monitor and maintain accurate records of insurance coverage for the properties in our client's real estate portfolios.
- Documented key discussion points, action items, and decisions during real estate investment committee meetings to support informed decision making.
Business Office Marketing Manager
Roberts Design and Construction
Hingham, MA
05.2019 - 01.2022
- Created and optimized website content, including text, images, videos, and interactive features, to improve search engine visibility and boost user engagement.
- Conducted daily client check-ins to align project goals, timelines, and deliverables, managing expectations and resolving challenges proactively.
- Proficiently managed all aspects of the company's financial transactions using QuickBooks, ensuring accurate recording, tracking, and reporting of accounts payable and receivable.
- Managed administrative functions, including scheduling, record keeping, correspondence, and office supplies, to support seamless daily operations.
- Managed end-to-end payroll process for a team of 10+ employees on a weekly basis, ensuring accurate and timely payment of wages.
Leasing Agent
John Flatley Company
Canton, MA
10.2018 - 05.2019
- Managed daily leasing activities, including property tours and inquiry responses, to streamline the application and leasing process.
- Prepared and drafted legally compliant leases for residential properties, ensuring adherence to local regulations and industry best practices.
- Audited resident applications for compliance with leasing criteria, rental policies, and legal requirements to mitigate risk.
- Analyzed market data, including property sales records, rental rates, and demographic information, to evaluate market demand and property value trends.
Personal Assistant to the President
John Flatley Company
Canton, MA
05.2018 - 10.2018
- Managed complex calendars, scheduled appointments, meetings, and travel arrangements for the president, optimizing time management and prioritizing conflicting priorities to enhance executive efficiency.
- Assisted the president in managing special projects, including planning events and coordinating employee recognition initiatives to foster team engagement.
- Created and designed marketing content for daily use, including graphics, banners, and social media posts, to support the company's promotional efforts.
Education
Bachelor of Arts (B.A.) -
Stonehill College
Easton, MASkills
- Wire processing
- Cash movement
- Account reconciliation
- Compliance reporting
- Financial administration
- Tax processing
- QuickBooks accounting
- Process improvement
- Vendor coordination
- Account recordkeeping
- Schedule management
- Invoice processing
Timeline
Operations Administrator & Tax Administrator
Spinnaker Trust
12.2024 - Current
Client Account Administrator
Spinnaker Trust
01.2023 - 12.2024
Real Estate Support Associate
Spinnaker Trust
03.2022 - 01.2023
Business Office Marketing Manager
Roberts Design and Construction
05.2019 - 01.2022
Leasing Agent
John Flatley Company
10.2018 - 05.2019
Personal Assistant to the President
John Flatley Company
05.2018 - 10.2018
Bachelor of Arts (B.A.) -
Stonehill College