Hailey Garcia
Baytown,TX
Summary
Professional administrative support specialist with comprehensive experience in managing office operations, coordinating schedules, and facilitating communication. Adept at streamlining processes, ensuring efficient workflows, and maintaining high standards of accuracy and confidentiality. Strong team player, adaptable to changing needs, and focused on achieving results through effective collaboration. Skilled in Microsoft Office Suite, database management, and customer service, with proactive approach to problem-solving and project management.
Overview
14
14
years of professional experience
Work History
Administrative Coordinator
Incentax LLC
Remote
03.2023 - 02.2025
- Answered phone calls and responded to inquiries from customers, vendors and other external contacts.
- 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.
- Managed and maintained electronic and paper-based filing systems to keep essential documents and information easily accessible and organized.
- Managed calendars, scheduled appointments, and coordinated travel arrangements for senior staff members.
- Improved customer satisfaction through prompt and professional handling of inquiries and concerns.
- Managed complex schedules for senior management to optimize their time and productivity.
- Oversaw budget tracking and expense reporting, ensuring projects stayed within financial constraints.
- Performed financial administration for over 300 company accounts.
Life Insurance Agent
L.L.O.Y.D. Agencies
Remote
02.2022 - 02.2024
- Built strong relationships with clients through consistent communication and excellent customer service.
- Crafted clear, informative reports to explain life insurance policy features and benefits.
- Developed comprehensive financial plans for clients, ensuring proper coverage and security for their families.
- Streamlined the application process for clients, resulting in faster policy approvals and improved customer satisfaction.
- Attended continuing education courses and workshops to gain additional insurance industry knowledge.
Administration
Burner Combustion Systems, LLC
Crosby, United States
02.2021 - 02.2022
- Reduced operational costs through effective vendor negotiation and budget management.
- Oversaw event planning efforts for corporate functions, ensuring successful execution of all aspects from location selection to attendee engagement.
- Handled sensitive information with discretion adhering strictly to confidentiality policies protecting company interests.
- Collaborated with various departments on special projects requiring administrative expertise resulting in successful completion within deadlines.
- Provided support during annual budget planning sessions contributing valuable insights based on historical data analysis.
- Managed high-level executive calendars, ensuring timely attendance to crucial meetings and events.
- Prepared budgets with forecasts and projections.
- Assigned tasks and directed team of office clerks.
- Oversaw human resources functions including recruitment, onboarding, benefits administration, and employee relations.
Administration
Genesis Energy, L.P.
Houston, Area
06.2018 - 07.2020
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Delivered excellent customer service through prompt responses to client inquiries, addressing concerns effectively, and building strong relationships.
- Improved document organization with thorough file maintenance, archiving outdated records as necessary for efficient retrieval when needed.
- Coordinated office supply inventory management, proactively ordering necessary items before depletion to avoid workflow disruptions.
- Supported executive staff through scheduling meetings, coordinating travel arrangements, and preparing crucial documents.
- Assisted with human resources tasks such as updating employee files or submitting time-off requests per company policy guidelines.
- Maintained inventory of office supplies and placed orders.
Human Resources Specialist
Garcia Industries
Pearland, TX
08.2014 - 05.2018
- Maintained personnel records and statistical data to establish accuracy and compliance with applicable regulations.
- Managed benefits administration for company-wide staff, ensuring timely processing and accurate recordkeeping.
- Conducted routine HR audits to ensure data accuracy in personnel files, payroll records, and benefit enrollments.
- Administered employee leave requests in accordance with FMLA guidelines, maintaining compliance with regulations while providing necessary accommodations for staff members.
- Facilitated smooth onboarding processes for new hires, leading to faster integration into the workplace culture.
- Monitored employee attendance and performance, addressing issues in accordance with company policies and procedures.
- Coordinated employee training programs to boost skills development and improve overall performance.
- Developed and maintained up-to-date database of employee records, ensuring compliance with legal requirements.
Office Assistant
Garcia Industries
05.2011 - 08.2014
- Facilitated smooth operations by efficiently handling incoming mail, phone calls, and visitor inquiries.
- Expedited document processing with accurate data entry and timely filing.
- Prepared and edited documents to produce precise, accurate and professional communication.
- Assisted in financial tasks such as invoicing, expense tracking, and budget preparation to ensure accuracy.
- Coordinated meeting schedules and logistics, leading to smoother operations and better time management.
- Improved office supply inventory management, reducing unnecessary expenditures by regularly auditing and ordering supplies.
- Input data into spreadsheets and databases.
Education
Associate - Business Administration
Lee College
Baytown, TX01.2011
Skills
- Vendor/customer account management
- Created quotes/purchase orders
- Managed and maintained inventory
- Ran weekly budget and expense reports
- Managed all incoming/outgoing mail and packages
- Attention to detail
- Assisted purchasing department
- Microsoft teams administration
- Strong problem solver
- AR/AP specialist
- Created quotes and estimates
- Corresponded with customers
- Pre-employment screening, Training development
- Procurement and Facilities Management
- Customer Service/Client Relationship
- Executive Support
- Record Keeping and Document Management
- Excellent Oral and Written Communication
- Time Management Skills
Roles And Responsibilities
- Directed all incoming phone calls and emails
- Scheduled all meetings and maintained multiple calendars
- Accounts payable
- Accounts receivable
- Vendor/customer account management
- Created quotes/purchase orders
- Managed and maintained inventory
- Ran weekly budget and expense reports
- Managed all incoming/outgoing mail and packages
- Main point of contact for all customers
- Sorted and directed all incoming calls/emails
- Greeted and directed all customers, vendors, guests
- Ordered and managed all office stock and inventory
- Set meetings, booked board rooms, managed multiple schedules and calendars
- Created weekly/monthly budget reports for VP of operations
- Attended all weekly meetings to keep notes, update VP on expense budgets, assist in setting new monthly goals
- Managed all incoming/outgoing mail
- Assisted purchasing department with creating POs
- Assisted HR with creating and maintaining new hire and termination files
- 2019 began reporting directly to the VP of operations
- Managed social media accounts
- Sorted all incoming and outgoing mail
- Shipped and received all incoming and outgoing packages
- Maintained all office inventory
- Scheduled all meetings, managed personal and professional calendar
- Created quotes and estimates
- Kept all time cards and dispersed payroll
- Corresponded with all customers on CEO's behalf
- Created monthly expense spreadsheets
- Balanced books via Quickbooks
Timeline
Administrative Coordinator
Incentax LLC
03.2023 - 02.2025
Life Insurance Agent
L.L.O.Y.D. Agencies
02.2022 - 02.2024
Administration
Burner Combustion Systems, LLC
02.2021 - 02.2022
Administration
Genesis Energy, L.P.
06.2018 - 07.2020
Human Resources Specialist
Garcia Industries
08.2014 - 05.2018
Office Assistant
Garcia Industries
05.2011 - 08.2014
Associate - Business Administration
Lee College