Julio Maldonado Martinez

Administrative Office Manager

U.S. Marine Corps

Camp Pendleton, CA

07.2023 - Current

Provided administrative support to staff members, including scheduling meetings and events.
Answered customer inquiries promptly via phone or email.
Prepared agendas and took minutes during meetings.
Maintained up-to-date records of office expenditures and processed reimbursement forms.
Served as a liaison between departments within the organization.
Processed invoices for payment in a timely manner.
Provided guidance to junior staff on administrative tasks when required.
Trained new employees on company policies and procedures.
Managed travel arrangements for employees attending conferences or business trips.
Ordered office supplies and equipment when necessary.
Maintained accurate employee records in accordance with applicable laws.
Ensured compliance with all legal requirements related to the office's functions.
Organized the filing system and managed daily operations of the office.
Handled incoming calls, emails, and other correspondence from clients and vendors.
Monitored inventory levels of office supplies, ensuring adequate stock at all times.
Coordinated special events such as conferences, seminars, receptions.
Established procedures for record keeping, data entry, and information management.
Analyzed financial statements to identify discrepancies or areas of improvement.
Orchestrated and hosted events to celebrate holidays, conduct meetings and promote cross-departmental socializing to boost morale, cooperation and performance.
Established office space design and collaborated with contractors to execute construction.
Organized business-wide internal meetings, board meetings, conference calls, and weekly staff meetings.
Coordinated with business leaders to create standard operating procedures for network access and database maintenance.
Conducted staff performance evaluations to monitor progress and individual skills.
Coordinated and carried out office interior updates by moving furniture, file cabinets and temporarily relocating employees.
Created and enforced company rules and procedures while preparing for growth.
Directed and oversaw office personnel activities.
Developed electronic file system to minimize spending on paper and toner supplies.
Collaborated with executives to organize and oversee office renovations.
Developed administrative team to support corporate growth and objectives.
Administered and updated database to manage payroll, employee benefits, and staff time.
Collaborated with team leaders to determine and oversee operating budget.
Monitored office inventory to maintain supply levels.
Managed and controlled office supply inventory to secure timely ordering or requisition of depleted or low-level stock.
Handled confidential information with discretion and integrity.
Coordinated scheduling and logistics for meetings, appointments, and special events.
Performed human resources functions by conducting new hire orientation and administering benefits.
Maintained comprehensive records of business transactions and office activities for audit purposes.
Supervised office staff, including hiring, training, evaluation, and development of team members.
Monitored accounts receivable, advising of delinquencies or other account irregularities.
Delivered administrative support by conducting research, preparing reports and handling information requests.
Managed daily operations within the business office, ensuring efficient workflow and productivity.
Provided administrative support to senior management as needed.
Attended and participated in continuing educational programs to optimize job performance.
Ensured compliance with legal and regulatory requirements affecting the business office.
Oversaw departments and staffing coverage to facilitate day-to-day operations of business office.
Utilized office management software and systems for streamlined operations and data management.
Facilitated communication and coordination between department heads, staff, and external partners.
Evaluated office processes to report opportunities for improvement to leadership.
Assisted in strategic planning and execution to support overall business objectives.
Implemented and monitored office policies and procedures to improve operational efficiency.
Assisted in processing travel and expenses by gathering receipts, coding charges and submitting worksheets.
Reviewed invoices for accuracy to identify cost savings.
Enhanced office environment to ensure a safe, clean, and productive workplace for all employees.
Developed and maintained relationships with clients, addressing concerns and ensuring satisfaction.
Prepared and presented reports on office performance, challenges, and strategies for improvement.
Identified and investigated fraudulent transactions by reviewing credit card applications and transaction histories.
Responded promptly to inquiries from customers regarding suspicious charges on their accounts.
Created detailed reports outlining findings from investigations into possible credit card fraud incidents.
Monitored customer accounts for any suspicious activity or unauthorized use of cards.
Evaluated current processes and procedures used in detecting credit card frauds and suggested improvements based on industry best practices.
Participated in training sessions conducted by various industry experts on topics related to the detection of fraudulent activities.
Provided guidance to customers on how to protect themselves from fraudulent activities associated with their cards.
Documented fraud cases and reported them to the appropriate law enforcement agencies.
Assessed existing systems for weaknesses that could be exploited by criminals seeking access to sensitive information or funds.
Maintained up-to-date knowledge of applicable laws governing financial services industry standards related to credit card fraud prevention.
Verified all incoming calls related to suspected fraudulent activities before taking action.
Analyzed customer data to detect suspicious activity, such as multiple accounts opened in a short period of time or large purchases made with little or no money down.
Developed risk management strategies to reduce the potential for future fraud losses.
Communicated with customers and company personnel, utilizing active listening, and interpersonal skills.
Maintained files, records, databases and prepared routine management reports.
Reviewed, verified, and identified customer transactions to detect and prevent financial crimes activities.
Drafted subpoenas and analyzed financial and accounting records.
Performed general accounting handling functions such as closing accounts and placing accounts on hold.
Took corrective legal actions against illegal activities by reporting activities to regulatory authorities.
Conducted reviews of flagged transactions and reports that showed potential suspicious activity.
Participated in group discussions with team members to develop new ways to combat fraud.
Documented investigative findings in reports.
Utilized effective interpersonal and active listening skills during interviews with witnesses regarding fraud cases.
Provided support to management staff in regards to data entry processes.
Collaborated with other departments to resolve issues regarding incorrect data entries.
Assisted colleagues with resolving any issues related to data entry operations.
Checked source documents against entered data to ensure accuracy.
Reviewed existing information for accuracy and made necessary corrections.
Operated various office equipment such as scanners, printers. when required.
Updated existing records with new or revised information as needed.
Performed data entry from paper documents, emails, and other sources into computer systems.
Maintained updated knowledge of industry trends related to data entry operations.
Prepared summaries of daily work completed for review by supervisors.
Maintained confidentiality of sensitive information entered into the system.
Verified accuracy and completeness of data entry into the database system.
Followed up on pending tasks until completion.
Organized files according to established procedures for easy retrieval later on.
Identified discrepancies between source documents and entered data.
Created spreadsheets to track data entries.
Utilized specialized software applications related to the job role.
Scanned documents into appropriate databases for storage purposes.
Ensured compliance with all relevant rules and regulations governing data entry activities.
Input client information into spreadsheets and company database to provide leaders with quick access to essential client data.
Identified and corrected data entry errors to prevent duplication across systems.
Exceeded quality goals to support team productivity.
Proofread and edited documents to correct errors.
Collected and organized information for entry, prioritizing entries to increase efficiency.
Scanned and stored files and records electronically to reduce paper files and secure data.
Reviewed and updated account information in company computer system.
Responded to daily inquiries and requests within mandated timeframe to meet deadlines.
Contacted customers via phone or email to address data inquiries.
Transferred data from hard copies to digital databases, organizing information in new formats.
Reviewed, corrected or deleted data, verifying customer and account information.
Maintained database by entering new and updated customer and account information.
Identified, corrected, and reported data entry errors.
Answered incoming phone calls and directed callers to appropriate departments and personnel.
Entered data into spreadsheets, documents and databases with high accuracy rate.
Obtained scanned records and uploaded into company databases.
Secured essential information and data by running database backups.
Kept detailed notes during meetings and relayed information to co-workers through email.
Translated written documentation and notes into emails and other types of correspondence.
Maintained detailed logs of finished and in-progress data entry projects to identify areas of improvement and increase productivity.
Improved quality of data by producing coherent definitions and data-naming standards.
Trained new employees on how to use different computer applications related to entering data accurately.
Provided guidance to the data entry staff on how to enter data accurately and efficiently.
Resolved any discrepancies between source documents and entries made into the database system promptly.
Reviewed errors in data entries made by staff members, providing feedback as necessary.
Analyzed existing systems and recommended changes or improvements to ensure efficiency in the workflow.
Maintained records of all transactions processed by the data entry team.
Monitored daily operations of the department, ensuring that deadlines were met for all assigned projects.
Developed and implemented quality control processes for accuracy in data entry tasks.
Implemented policies and procedures regarding security measures when handling confidential information.
Responded quickly to customer inquiries relating to any issues they may have encountered with their online accounts.
Identified areas where additional training was needed for staff members who had difficulty completing tasks accurately.
Conducted regular audits of employee workstations to ensure compliance with company standards.
Managed a team of data entry personnel and monitored their performance.
Documented detailed instructions for using various software programs used in the data entry process.
Assisted with the development of new databases and ensured proper implementation of changes.
Ensured that all data was entered correctly, following established procedures and protocols.
Interviewed and trained incoming data entry employees, assuring successful transitioning of trainees.
Scheduled and conducted remote trainings and orientations to assist human resources staff.
Identified and corrected improper cases of data entry to prevent data redundancies and integrity failures.
Provided leadership, insight and mentoring to newly hired employees to supply knowledge of various company programs.
Delegated work to staff, setting priorities and goals.
Coordinated with other supervisors, combining group efforts to achieve goals.
Developed work schedules according to budgets and workloads, covering priority tasks.
Recruited, interviewed and selected employees to fill vacant roles.
Recommended solutions related to staffing issues and proposed procedural changes to managers.
Implemented departmental policies and standards in conjunction with management to streamline internal processes.
Discussed job performance problems with employees, identifying causes and issues to find solutions.
Participated in subordinates' tasks to facilitate productivity or help overcome difficulties.
Trained employees on best practices and protocols while managing teams to maintain optimal productivity.
Interpreted and explained work procedures and policies to brief staff.
Reviewed reports on employee attendance, productivity and effectiveness to evaluate performance.
Consulted with managers to resolve problems relating to employee performance, office equipment and work schedules.
Issued work schedules, duty assignments and deadlines for office or administrative staff.
Guided employees in handling difficult or complex problems.
Reviewed employees' work to check adherence to quality standards and proper procedures.
Resolved customer complaints or answered customers' questions.
Assisted customers in resolving any issues that arose during their travels.
Managed daily operations of the travel agency including staff management and budgeting.
Organized travel arrangements for clients, such as scheduling flights, booking hotels, and making car rental reservations.
Organized team activities to build camaraderie and foster pleasant workplace culture.
Recruited and trained new employees to meet job requirements.
Investigated any suspicious persons or vehicles on premises and contacted appropriate authorities if necessary.
Monitored physical access to the premises, ensuring that only authorized personnel were allowed entry.
Inspected buildings, grounds and access points regularly to detect any security risks or violations.
Assisted with employee terminations by escorting individuals off-site when necessary.
Maintained logs of visitors, contractors, deliveries and other activities related to site security.
Advised staff members on best practices for personal safety while on the job.
Managed inventory of keys, locks, badges and other security items; issued replacements as necessary.
Met safety protocols by providing 24-hour armed internal security for multiple events while monitoring security equipment and operational logbooks to control building access.
Monitored and authorized employee and guest access to guard against theft.
Supervised property entrances and exits and monitored employee safety.
Floated between security locations to check in with officers, assess security and make proactive adjustments based on changing conditions.
Analyzed data from security incidents to identify trends and areas for improvement.
Managed the issuance and revocation of security badges and access rights for employees.
Trained new security officers on safety protocols and company standards.
Patrolled sites on foot and by vehicle to provide visible deterrence to criminals.
Recorded required data for incident reports and files.
Worked closely with local law enforcement to coordinate security operations and investigations.
Investigated security breaches and took appropriate measures to minimize damage.
Facilitated communication between management and staff by conducting regular meetings to discuss concerns or suggestions.
Investigated employee relations matters through interviews with involved parties to ensure a fair resolution.
Handled sensitive employee and company information with highest level of confidentiality and discretion.
Ensured compliance with safety regulations and maintained a safe work environment for all personnel.
Monitored and improved efficiency of processes, team performance, and customer service.
Developed and implemented operational procedures to ensure quality standards are met.
Collaborated with management team on long-term strategic planning initiatives for the organization.
Resolved customer complaints in a timely manner while ensuring customer satisfaction remains at optimal levels.
Managed staffing needs through recruitment, selection, onboarding and training, disciplinary action as necessary.
Performed cost analysis for various projects to determine budget requirements.
Assessed employee development needs and provided feedback on their progress towards meeting goals.
Coordinated cross-functional teams to ensure timely delivery of products and services.
Supervised day-to-day workflow of employees in order to maximize productivity and maintain quality standards.
Analyzed data from daily reports to identify trends in production performance metrics.
Directed operations staff by providing guidance, training, and support in order to meet company objectives.
Conducted regular reviews of existing policies and procedures for continuous improvement opportunities.
Delivered positive customer experiences by implementing effective quality assurance practices.
Addressed customer concerns with suitable solutions.
Improved morale and management communication by creating employee recognition and rewards practices.
Measured and reviewed performance via KPIs and metrics.
Aided senior leadership during executive decision-making process by generating daily reports to recommend corrective actions and improvements.
Implemented policies and standard operating procedures and managed quality, customer service and logistics.
Identified areas of deficiency and performed root-cause analysis to solve problems.
Built strong operational teams to meet process and production demands.
Responded to information requests from superiors, providing specific documentation.
Oversaw financial management, budget management, accounting and payroll activities.
Directed day-to-day operations by spearheading implementation of short-term and long-term strategies to achieve business plan and profitability goals.
Produced SOPs to document workplace procedures and optimize productivity through standardization.
Guided employees on understanding and meeting changing customer needs and expectations.
Motivated and evaluated personnel for performance improvement and goal achievement.
Tracked and replenished inventory to maintain par levels.
Managed scheduling, training and inventory control.
Analyzed and controlled materials, supplies and equipment operational expenses.
Enforced federal, state, local and company rules for safety and operations.
Presented performance and productivity reports to supervisors.
Monitored inventory levels and placed new orders for merchandise to keep supply well-stocked.
Created effective business plans to focus strategic decisions on long-term objectives.
Used strong issue resolution and communication skills to cultivate and strengthen lasting client relationships.
Used excellent verbal skills to engage customers in conversation and effectively determine needs and requirements.
Structured HR consulting services to support clients during organizational developments and changes.

Summary

Overview

Work History

Administrative Office Manager

Education

Bachelor of Science - Business Administration

Skills

Accomplishments

Certification

Languages

Timeline

Administrative Office Manager

Bachelor of Science - Business Administration

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