Summary
Overview
Work History
Education
Skills
Certification
Accomplishments
Software
Interests
Timeline
Generic
Heather Souza

Heather Souza

Menifee,CA

Summary

Dynamic Administrative Officer with a proven track record at Osana's Pet Salon, enhancing office productivity and streamlining processes. Skilled in records management and payroll, I excel in fostering team collaboration and implementing efficient systems. My meticulous attention to detail and strong communication skills have consistently driven successful project outcomes.

Knowledgeable Administrative Officer with comprehensive background in executive administrative support. Demonstrated success in managing complex schedules, coordinating high-level meetings, and streamlining office operations. Proven ability to leverage organizational and communication skills to enhance executive productivity and efficiency. Experienced with financial analysis, budget management, and compliance oversight. Utilizes expertise to streamline accounting operations and improve financial accuracy. Track record of promoting collaborative efforts and delivering reliable results. Professional accounting leader with focus on financial accuracy, regulatory compliance, and team collaboration. Skilled in budgeting, financial reporting, and process optimization. Reliable team player adaptable to evolving business needs and committed to achieving organizational goals. Strong analytical abilities and strategic mindset enhance decision-making and performance.

Overview

30
30
years of professional experience
1
1
Certification

Work History

Administrative Officer

Osana's Pet Salon
01.2023 - Current
  • Maintained accurate records, ensuring timely processing of invoices, payments, and financial reports.
  • Managed files and records for clients and adhered to safety procedures to prevent breaches and data misuse.
  • Updated reports, managed accounts, and generated reports for company database.
  • Enhanced overall office productivity through effective staff management and coordination of daily tasks.
  • Created, prepared, and delivered reports to various departments.
  • Improved communication within the organization through regular updates on policies, procedures, and key events.
  • Contributed to successful projects by providing essential administrative support and resource management.
  • Managed sensitive data securely by establishing strict access controls and implementing proper storage protocols.
  • Streamlined office processes by implementing efficient administrative systems and procedures.
  • Facilitated cross-functional collaboration by acting as a liaison between departments for task coordination and information sharing.
  • Performed wide-ranging administrative, financial and service-related functions.
  • Followed detailed directions from management to complete daily paperwork and computer data entry.
  • Planned and coordinated logistics and materials for board meetings, committee meetings, and staff events.
  • Proofread and edited documents for accuracy and grammar.
  • Trained and supervised employees on office policies and procedures.
  • Directed automation of office procedures such as correspondence management, recordkeeping and online communications.
  • Drafted common document templates to reduce time spent creating documents from scratch.
  • Served as corporate liaison for finance, IT, and marketing departments.
  • Increased profitability and productivity by minimizing downtime and streamlining quality control procedures.
  • Ensured compliance with industry regulations by maintaining up-to-date knowledge of requirements and monitoring adherence to guidelines.
  • Assisted in achieving company objectives through active participation in strategic planning sessions and goal setting initiatives.
  • Managed data and correspondence to secure information across complex landscapes of organizational departments.
  • Volunteered to help with special projects of varying degrees of complexity.
  • Streamlined office operations by effectively monitoring and addressing client correspondence and data communications.

Accounting Manager

Suisan
11.2024 - 01.2025
  • Managed journal entries, collection efforts, reconciliations, and payroll processing.
  • Managed banking reconciliations and monthly balance sheet statements.
  • Managed relationships with external vendors, ensuring timely payments and accurate recording of expenses.
  • Completed bi-weekly payroll for company employees.
  • Generated monthly and quarterly financial statements for executive review.
  • Reduced discrepancies in financial data with thorough account reconciliations and adjustments.
  • Managed successful audits by collaborating effectively with internal and external auditors.
  • Enhanced financial accuracy by implementing streamlined accounting processes and procedures.
  • Developed and implemented various procedures to improve accounting process.
  • Created and maintained financial databases for data entry, tracking and reporting.
  • Achieved timely financial reporting through diligent preparation and analysis of monthly, quarterly, and annual reports.
  • Reduced outstanding accounts receivable through more effective communication strategies with clients.
  • Streamlined monthly closing process, significantly reducing time required for financial reporting preparation.
  • Oversaw payroll processing, ensuring accuracy and timely distribution of employee payments.
  • Checked payroll, vendor payments, commissions and other accounting disbursements for accuracy and compliance.
  • Utilized financial software to prepare consolidated financial statements.
  • Performed banking, business administration and financial tasks to guarantee five-star service for clients.
  • Reviewed historical records, current operational data and forecasting information to identify and capitalize on system enhancement opportunities.
  • Conducted financial due diligence on potential investments and acquisitions.
  • Ensured compliance with tax regulations by preparing accurate federal, state, and local tax filings on time.
  • Led a team of accounting professionals in achieving department goals while fostering a positive work environment.
  • Coordinated efforts between the accounting team and other departments to ensure accuracy in interdepartmental transactions recording and proper cost allocation.
  • Monitored budget allocation and expenditures to enforce compliance with company policies.
  • Contributed to successful external audits, preparing all necessary documentation and facilitating auditor inquiries.
  • Led migration to new financial system, ensuring seamless transition with minimal downtime.
  • Established and checked coding procedures, monitored reports and updated internal files.
  • Supported financial director with special projects and additional job duties.
  • Established internal audit procedures to validate and improve accuracy of financial reporting.
  • Created and managed financial models to evaluate corporate investments and acquisitions.
  • Handled created Operating Manuals, emails, and did PowerPoint projects for management.

Chief Financial Officer

Lavish 808 Bulliez
01.2019 - 01.2024
  • Developed strategic financial plans to support company growth and achieve long-term objectives.
  • Analyzed operational issues and implemented corrective action to maximize profits.
  • Directed budget development, budgetary controls and recordkeeping to make informed financial decisions.
  • Directed budget development, creation of budgetary controls and recordkeeping systems and investment management.
  • Managed risk effectively through comprehensive insurance coverage review and implementation of robust internal controls.
  • Implemented tax planning strategies that minimized liabilities while ensuring full compliance with local, state, and federal laws.
  • Oversaw accounts payable and receivable to track income and expenditures, drive statutory compliance and provide quantitative financial information.
  • Completed in-depth analyses of risks to control company profile, enhance systems, and track legal concerns.
  • Collaborated with legal, accounting and other professional teams to review and maintain compliance with regulations.
  • Maintained P&L and shouldered corporate fiscal responsibility.
  • Managed financial, operational and human resources to optimize business performance.
  • Formulated and executed strategic initiatives to improve product offerings.
  • Initiated strategy to drive company growth and increase market share and profitability.
  • Created succession plans to provide continuity of operations during leadership transitions.
  • Oversaw divisional marketing, advertising and new product development.
  • Oversaw business-wide changes to modernize procedures and organization.
  • Spearheaded due diligence efforts for potential partnerships or joint ventures, securing mutually beneficial arrangements that supported company growth objectives.
  • Provided insightful financial analysis for mergers and acquisitions, resulting in successful transactions that added value to the organization''s portfolio.
  • Advised Board of Directors on strategic financial matters, providing insightful recommendations backed by thorough analysis.
  • Managed complex capital projects from inception through execution, ensuring timely completion within budget constraints and delivering expected returns on investment.
  • Represented organization at industry conferences and events.
  • Led recruitment and development of strategic alliances to maximize utilization of existing talent and capabilities.
  • Directed technological improvements, reducing waste and business bottlenecks.
  • Developed innovative sales and marketing strategies to facilitate business expansion.
  • Founded performance- and merit-based evaluation system to assess staff performance.
  • Managed approximately 30 incoming calls, emails and faxes per day from customers.

General Manager

Chopper Gallery
02.2021 - 03.2022
  • Managed approximately 30 incoming calls, emails and faxes per day from customers.
  • Managed budget implementations, employee reviews, training, schedules, and contract negotiations.
  • Managed a diverse team of professionals, fostering a positive work environment and high employee satisfaction.
  • Developed and implemented strategies to increase sales and profitability.
  • Cultivated strong relationships with clients, vendors, and partners to ensure long-term success and loyalty.
  • Monitored financial performance, set budgets and controlled expenses to provide financial stability and long-term organizational growth.
  • Managed budget implementations, employee evaluations, and contract details.
  • Increased overall company efficiency by streamlining operations and implementing innovative managerial strategies.
  • Established comprehensive employee training programs to develop skills, improve productivity, and maintain compliance with industry regulations.
  • Streamlined inventory management processes, minimizing waste and ensuring optimal stock levels for uninterrupted operations.
  • Negotiated with suppliers to secure better pricing, reducing operational costs while maintaining product quality.
  • Optimized supply chain logistics, ensuring timely delivery of products and significantly reducing transportation costs.
  • Maximized operational excellence mentoring personnel on management principles, industry practices, and company procedures.
  • Developed and executed comprehensive employee training program, elevating staff skills and improving service delivery.
  • Reduced operational risks while organizing data to forecast performance trends.
  • Identified and qualified customer needs and negotiated and closed profitable projects with high success rate.
  • Established positive and effective communication among unit staff and organization leadership, reducing miscommunications, and missed deadlines.
  • Tracked employee attendance and punctuality, addressing repeat problems quickly to prevent long-term habits.
  • Managed purchasing, sales, marketing and customer account operations efficiently.
  • Trained and guided team members to maintain high productivity and performance metrics.
  • Implemented innovative programs to increase employee loyalty and reduce turnover.
  • Managed approximately 30 incoming calls, emails and faxes per day from customers

Fininancial Specialist

USArmy
02.2002 - 03.2011
  • Followed all company policies and procedures to deliver quality work.
  • Improved customer satisfaction rates through proactive problem-solving and efficient complaint resolution.
  • Collaborated with cross-functional teams to achieve project goals on time and within budget.
  • Implemented new training programs for staff, leading to higher employee retention rates and better overall performance.
  • Championed the adoption of new software tools that streamlined workflows across multiple departments.
  • Restructured customer service process, ensuring quicker response times.
  • Collected, arranged, and input information into database system.
  • Gathered, organized and input information into digital database.
  • Generated reports detailing findings and recommendations.
  • Helped meet changing demands by recommending improvements to business systems or procedures.
  • Devised and implemented processes and procedures to streamline operations.
  • Supported creation of detailed, technical financial models to value potential acquisition targets.
  • Cultivated positive relationships with vendors to deliver timely and cost-effective supply of services and materials.
  • Frequently inspected production area to verify proper equipment operation.
  • Educated staff on organizational mission and goals to help employees achieve success.
  • Improved team collaboration by initiating regular strategy meetings.
  • Increased efficiency by automating routine tasks with software solutions.
  • Led quality assurance efforts, maintaining high standards for all products and services.
  • Implemented customer feedback system to inform product development.
  • Managed approximately 30 incoming calls, emails and faxes per day from customers.

Corrections Officer

US Marines Corps
08.1995 - 01.1998
  • Enhanced facility safety by conducting thorough security checks and monitoring inmate activities.
  • Supervised inmates during all activities and transfers to monitor compliance and implement corrective actions.
  • Reduced inmate altercations by maintaining consistent enforcement of rules and regulations.
  • Supported successful emergency response efforts by participating in regular drills and training exercises.
  • Prevented contraband introduction through diligent cell searches and visitor screenings.
  • Conducted pat downs and strip searches of inmates and visitors to prevent contraband from entering facility.
  • Maintained safety and security of staff and public by applying defensive techniques and physical restraints.
  • Effectively interacted with staff, offenders, visitors, and public to maintain security within facility.
  • Reduced escape attempts, crimes, and other hazardous activity through close observation and situational awareness.
  • Developed a reputation for professionalism and integrity, serving as a role model for fellow officers in the performance of daily duties and adherence to ethical standards.
  • Led inmate work crews completing maintenance, construction, farming and operations activities.
  • Safeguarded public safety by ensuring strict adherence to established policies governing the transportation of inmates between facilities or court proceedings.
  • Demonstrated strong leadership abilities while serving as shift supervisor, coordinating officer assignments, resolving conflicts among staff members, and providing feedback on performance evaluations.
  • Observed and supervised inmates throughout visits, meal time, recreation, phone calls, and showers.
  • Prepared, processed and maintained forms, reports, logs, records, and activity journals.
  • Escorted inmates to and from cells, court, hospitals, and medical appointments.
  • Tracked inmates through head counts, visitor logs, and scheduled activities.
  • Completed intake paperwork, fingerprints, and searches.
  • Booked new inmates into facility and processed inmates for release.
  • Provided assistance and guidance to inmates regarding daily activities.
  • Made rounds at specified intervals and conducted head counts and roll calls.
  • Transported inmates to and from court hearings, medical appointments and other locations.
  • Established positive working relationships and maintained boundaries with resident offenders.
  • Interviewed inmates to obtain information and evidence.
  • Assisted in intake and release of inmates.
  • Administered drug tests to inmates.
  • Responded to inquiries from inmates and other members of public.
  • Received and inspected mail, property, and funds from visitors on behalf of designated inmates.
  • Oversaw and maintained custody of 1500 inmates in maximum security.
  • Responded to emergency situations and de-escalated hostile confrontations.
  • Enforced rules and regulations to maintain order among inmates.
  • Built solid relationships with staff and residents to keep institution safe and secure.
  • Investigated and responded to incidents of inmate misconduct.
  • Sanctioned regulatory compliance while managing visual inspections, work crew accountability, illegal substance checks and cell assessments.
  • Routinely counted inmates and in response to potential security breaches.
  • Streamlined inmate processing procedures for improved efficiency during intake, transfer, and release periods.
  • Ensured accurate record-keeping by diligently documenting incidents, medical issues, and daily activities.

Education

MBA - Business Administration And Management

University of Phoenix
Tempe, AZ
01-2016

Bachelor of Science - Business Management

California College of San Diego
San Marcos, CA
05-2014

Associate of Science - Business

Colorado Technical University
Colorado Springs, CO
05-2011

Skills

  • Office management
  • Scheduling and calendar management
  • Records management
  • Documentation and control
  • Payroll and budgeting
  • Human resources support
  • Personnel management
  • Database administration
  • Document control
  • Contract negotiations
  • Credit and collections
  • Database management
  • Presentation design
  • Budget adherence
  • Policy and procedure modification
  • Account reconciliation
  • Proposal writing
  • Workflow planning
  • Administrative support
  • Office administration
  • Customer service
  • Microsoft Excel
  • Time management
  • Data entry
  • Computer skills
  • Customer and client relations
  • Computer proficiency
  • Verbal communication
  • Microsoft Word
  • Supervising staff
  • Critical thinking
  • Filing
  • Invoice processing
  • Excel spreadsheets
  • Documentation and recordkeeping
  • Client relations
  • Recordkeeping
  • Deadline oriented
  • Filing and data archiving
  • Database entry
  • Professional communication
  • Microsoft PowerPoint
  • Data organization
  • Complex Problem-solving
  • File organization
  • Documentation and reporting
  • Appointment scheduling
  • Data management
  • Clerical support
  • Dedicated team player
  • Document management
  • Meticulous attention to detail
  • Staff management
  • Program files maintenance
  • Records administration
  • Bookkeeping
  • Microsoft Office Suite
  • Spreadsheets
  • Record preparation
  • Prioritization
  • Workflow optimization
  • Project management
  • Microsoft outlook
  • Multi-line telephone systems
  • Scheduling
  • Business correspondence
  • Professional and mature
  • Employee timesheet processing
  • Conflict mediation
  • Payroll processing
  • Financial reporting
  • Documentation
  • GAAP
  • Project accounting
  • Budget development
  • Capital analysis
  • Cash flow management
  • Budget management
  • Auditing procedures
  • Grant accounting
  • Intercompany transactions
  • GL entry verification
  • GAAP knowledge
  • Reporting
  • Accounts payable management
  • Year-end closing
  • Prioritizing and planning
  • Staff recruitment and hiring

Certification

  • CM - Certified Manager Certification
  • CAP - Certified Administrative Professional

Accomplishments

  • Policy Development - Developed and implemented employee manual outlining all proper business procedures and office policies.
  • Data Entry - Reviewed and updated client correspondence files and scheduling database.
  • Human Resources - Recorded and filed employee benefit, salary and annual evaluation information.
  • Billing - Cooperated with Medicare, Medicaid and private insurance providers to establish relationships and resolve billing issues.
  • Technology Proficient - Developed a strong knowledge of hardware and software while keeping abreast of new applications that increased efficiency and productivity for management and clients.
  • Held first-point-of-contact for all internal and external communications with executive-level officers.
  • Updated and maintained company database to reflect current and accurate client records for more than 150 accounts.

Software

Quickbooks

Microsoft Word

Excel

Outlook

Tax software

Interests

Animal rescue

College Softball

Timeline

Accounting Manager

Suisan
11.2024 - 01.2025

Administrative Officer

Osana's Pet Salon
01.2023 - Current

General Manager

Chopper Gallery
02.2021 - 03.2022

Chief Financial Officer

Lavish 808 Bulliez
01.2019 - 01.2024

Fininancial Specialist

USArmy
02.2002 - 03.2011

Corrections Officer

US Marines Corps
08.1995 - 01.1998

MBA - Business Administration And Management

University of Phoenix

Bachelor of Science - Business Management

California College of San Diego

Associate of Science - Business

Colorado Technical University

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