Judith Villatoro
Humble
Summary
Enthusiastic Administrative Assistant with expertise in anticipating professional needs and proactively identifying and resolving problems. Bringing proven to promote organization and availability through effective schedule development. Excellent customer service and conflict management skills. Experienced administrative professional prepared for this role with strong background in office management, scheduling, and communication. Skilled in handling multiple tasks efficiently, ensuring smooth operations, and supporting executive teams. Team collaboration and adaptability to changing needs drive consistent achievement of organizational goals. Known for reliability and fostering positive work environment.
Overview
7
7
years of professional experience
Work History
Administrative Assistant
RCI Roofing
04.2024 - Current
- Assisted internal staff with clerical and administrative needs to maximize efficiency and team productivity.
- Greeted incoming visitors and customers professionally and provided friendly, knowledgeable assistance.
- Managed invoices, payments and deposits, maintaining accurate expenditure records.
- Managed accounts receivable and payable, ensuring timely processing of invoices and payments.
- Maintained accurate records of all correspondence, proposals, contracts, invoices using specialized software systems.
- Assisted in budget management by tracking expenses, processing invoices, and maintaining financial records.
- Processed invoices and contacted appropriate parties for timely payment receipt.
- Organized workshops focused on essential software applications such as Excel, QuickBooks, and financial modeling tools to enhance students'' technical skills.
Administrative Assistant
Allegiance Staffing
04.2022 - 02.2024
- Delivered excellent customer service through prompt responses to client inquiries, addressing concerns effectively, and building strong relationships.
- Monitored employee attendance and performance to verify punctuality and absences, addressing issues in accordance with company policies and procedures.
- Streamlined recruitment processes, reducing time-to-hire through effective coordination with department managers.
- Managed applicant tracking system (ATS) database by entering, updating and maintaining candidate contact details, resumes, and supporting documentation.
- Conducted comprehensive interviews, assessing candidate skills and cultural fit for successful placements.
- Developed strong relationships with clients, leading to repeat business and long-term partnerships.
Receptionist
Jr construction
12.2020 - 03.2022
- Answered phones and greeted visitors
- Scheduled appointments and maintained calendars
- Scheduled and coordinated staff and other meetings
- Increased cost savings with diligent expense tracking and prompt identification of discrepancies or overcharges on invoices
- Maintained a well-organized reception area with updated materials, contributing to a welcoming environment for visitors
- Improved cash flow management by accurately documenting incoming payments from clients and outgoing payments to vendors or subcontractors
- Handled incoming and outgoing package deliveries, working with vendors to complete special requests and track missing packages
Staffing coordinator
Mj Morgan
10.2018 - 11.2019
- Completed clerical tasks such as filing, copying, and distributing mail
- Enhanced team productivity by providing administrative support and coordinating schedules for multiple departments
- Collaborated with other clerical staff on special projects, improving overall office performance
- Reviewed resumes and applications to identify potential candidates who met the required qualifications and skills
- Conducted initial phone screens to assess candidates' suitability for specific positions
- Coordinated and scheduled interviews, ensuring all necessary arrangements were in place
- Participated in face-to-face interviews, asking relevant questions and evaluating candidates' qualifications, experience
- Conducted regular follow-ups with placed candidates, ensuring their satisfaction and addressing any potential concerns or areas for development
- Managed applicant tracking system (ATS) database by entering, updating, and maintaining candidate contact details, resumes, and supporting documentation
- Created qualification guidelines and requirements for individual positions, including systematic rating process to identify and measure appropriate candidates against established criteria
Administrative Assistant
DMV kitchen and bath
08.2017 - 05.2019
- Developed and facilitated all new-hire orientations
- Advertised job opportunities through attending events and posting open positions in social media platforms, job boards, and media outlets
- Conducted reference checks and screening of potential candidates to support onboarding process
- Supported HR functions such as benefits administration and employee relations, enhancing overall organizational efficiency
- Oversaw accurate accounts payable and receivable actions by distributing invoices, updating accounts, and issuing payments
- Handled communications between staff and customers, including producing error-free correspondence and routing all mail
- Supported meetings by organizing spaces, preparing documentation, and completing meeting notes
- Maintained confidentiality of sensitive information by adhering to strict privacy policies and implementing secure filing systems
Education
High school diploma -
Skills
- Data Entry
- Administrative Support
- Microsoft Outlook
- Database Administration
- New hire orientations
- Interviewing Clients
- Outbound Calling
- Clerical Support
- New Hire Training
- Candidate Searching
- Scheduling and calendar management
- QuickBooks proficiency
- Invoices and billing
Languages
Spanish
Timeline
Administrative Assistant
RCI Roofing
04.2024 - Current
Administrative Assistant
Allegiance Staffing
04.2022 - 02.2024
Receptionist
Jr construction
12.2020 - 03.2022
Staffing coordinator
Mj Morgan
10.2018 - 11.2019
Administrative Assistant
DMV kitchen and bath
08.2017 - 05.2019