Jesica Pilate

• Managing parent/student accounts, entering tuition charges, and field trip fees into accounting system.
• Assisted in maintaining accurate records of attendance, allergies, Medical records, and individualized care plans for each child.
• Improved child safety by diligently monitoring the daycare environment and addressing potential hazards.
• Maintained a welcoming atmosphere in the front office by greeting visitors professionally and addressing their inquiries promptly.
• Coordinated teacher placements to ensure proper child to teacher ratio in classroom.
• Assisted in the planning and execution of special school events such as fundraisers, parent-teacher conferences, and field trips.
• Safeguarded student health records in accordance with legal requirements, ensuring confidentiality at all times.
• Demonstrated adaptability and flexibility in handling a wide range of administrative tasks as needed to support the overall needs of the school community.
• Provided essential support during emergencies or crisis situations within the school setting by following safety protocols effectively.
• Ensured smooth daily operations through consistent maintenance of office equipment, troubleshooting issues when necessary.

• Reviewed documents and accounts for discrepancies and resolved variances.
• Managed accounts payable processing, ensuring timely payments to vendors while maximizing cash flow management strategies.
• Prepared accounts for industry audits and supported audit process.
• Participated in internal and external audit processes to establish accurate financial records and comply with Generally Accepted Accounting Principles and regulatory requirements.
• Helped with preparation of year-end and statutory accounts to compare past reports and evaluate financial health of company.
• Prepared and processed journal entries to record in general ledger and maintain consistent documentation.
• Performed calculations in overtime, vacation, and sick hours to provide accurate data to payroll processing database.
• Uploaded time records into computer system and made adjustments to create accurate database for payroll processing functions.
• Completed biweekly payroll and maintained employee records.
• Maintained general ledger accuracy through regular account reconciliations, journal entry adjustments, and transaction reviews.
• Monitored accounts receivable, accounts payable and other account balances to track transactions, avoid discrepancies and maintain accuracy.

• Managed purchase order process from initiation to completion, including obtaining quotes, preparing documentation, tracking deliveries, and resolving discrepancies.
• Leveraged relationships with suppliers to expedite orders or resolve issues quickly when necessary to minimize disruptions in operations due to supply chain challenges.
• Collaborated with cross-functional teams to ensure timely delivery of materials for critical projects, preventing delays in production schedules.
• Initiated cost-saving initiatives by identifying alternative sources of supply or negotiating better pricing from existing suppliers without compromising on quality or lead times.
• Participated in new vendor selection process by conducting research on potential suppliers'' capabilities, creditworthiness, reliability, reputation in the industry for making informed decisions about future partnerships.
• Conducted thorough inspections of received products for quality assurance purposes, reporting any issues to management for resolution.
• Maintained accurate records of shipments, receipts and inventories for ease of tracking.
• Unloaded pallets and deliveries and organized products in warehouse.
• Supported project success by assisting with Hardware, Software updates, and wiring.
• Reduced production errors through close attention to detail and thorough quality control checks.

*Roles and Descriptions available upon request*

Executive Assistant

• Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
• Processed travel expenses and reimbursements for executive team and senior management group.
• Maintained confidentiality with sensitive documents, ensuring proper storage and distribution as needed.
• Streamlined executive communication by managing emails, phone calls, and scheduling appointments.
• Served as a liaison between departments to facilitate effective communication throughout the company.
• Organized and coordinated conferences and monthly meetings.
• Screened calls and emails and responded accordingly to support executive correspondence.
• Provided professional administrative support during board meetings, including agenda preparation and minute-taking duties.
• Supported executives in decision-making processes by conducting research and presenting findings in clear formats.
• Prepared and edited presentations on behalf of executives for both internal meetings and external conferences.
• Enhanced productivity by organizing travel arrangements and coordinating accommodations for executives.

Office Manager

• Handled sensitive information with discretion, maintaining confidentiality of company documents and personnel records.
• Maintained accurate financial records by reconciling accounts payable/receivable transactions regularly to ensure balanced budgets.
• Maintained computer and physical filing systems.
• Updated reports, managed accounts, and generated reports for company database.
• Developed and maintained successful relationships with vendors, suppliers and contractors.
• Oversaw office inventory activities by ordering and requisitions and stocking and shipment receiving.
• Conducted regular inventory assessments of office supplies, ordering necessary items proactively to prevent stock shortages.
• Enhanced team productivity by delegating tasks effectively and overseeing daily workflow.
• Managed office operations while scheduling appointments for department managers.
• Coordinated office events and meetings, ensuring timely execution and optimal scheduling for all participants.
• Streamlined office operations by implementing efficient filing systems and organizational strategies.
• Assisted in the recruitment process, conducting interviews and onboarding new employees to promote a seamless integration into the team dynamic.
• Reduced costs with meticulous budget monitoring and expense tracking for essential supplies and equipment.

Medical Staff Office

• Participated in internal audits to ensure adherence to established credentialing standards and practices within the organization.
• Maintained confidentiality of sensitive information while handling large volumes of physician applications and records.
• Assisted in the development of policies and procedures related to medical staff credentialing, enhancing organizational efficiency.
• Assisted in the training of new team members on credentialing processes and procedures, ensuring a smooth transition for incoming personnel.
• Successfully managed high volume of workload while maintaining attention to detail and accuracy in all tasks performed as Credentialing Coordinator.
• Conducted thorough primary source verifications, ensuring accuracy and validity of physician qualifications.
• Managed the reappointment process for medical staff members, ensuring continuity of care for patients.
• Provided exceptional customer service to physicians during the application process, addressing concerns promptly and professionally.
• Monitored expiration dates on licenses, certifications, and insurance policies, proactively preventing lapses in coverage or compliance issues.

Accounting Specialist

• Established effective communication channels with vendors and customers to resolve outstanding issues timely manner.
• Reported financial data and updated financial records in ledgers and journals.
• Set up and updated Excel spreadsheets to track financial data.
• Completed accurate bank reconciliations, identifying errors and rectifying any discrepancies promptly.
• Assisted in the preparation of monthly financial statements to provide insight into company performance.
• Applied mathematical abilities to calculate and check figures in accounting systems.
• Applied proper codes to invoices, files, and receipts to keep records organized and easily searchable.
• Reconciled account information and reported figures in general ledger by comparing to bank account statement each month.
• Ensured prompt payment of invoices, negotiating with vendors to secure favorable terms and discounts.
• Strengthened internal controls through diligent monitoring of account activities and timely resolution of discrepancies.
• Provided exceptional customer service to both internal departments and external clients while resolving billing inquiries efficiently.
• Optimized cash flow management, tracking incoming payments, and coordinating collections efforts when necessary.