Kala Swinehart

• Managed accurate and timely processing of over Number invoices per month.
• Reduced payment discrepancies with thorough invoice review, analysis, and reconciliation efforts.
• Reviewed monthly expense reports for accuracy, identifying opportunities for cost savings and efficiencies.
• Closely monitored accounts to post timely payments and resolve billing discrepancies.
• Collaborated closely with procurement on purchase orders to streamline approval processes while ensuring adherence to established budget guidelines.
• Streamlined invoice processing for improved efficiency and reduced processing time.
• Positively interacted with all partners, employees and customers using exemplary communication and interpersonal talents.
• Improved vendor relationships through timely payments and clear communication of company policies.
• Developed reports for senior management to outline expenditures, vendor spend and forecasting.
• Partnered with finance team to complete month-end accruals and account reconciliations.
• Implemented internal controls to mitigate risk of fraud, ensuring financial integrity within the organization.
• Collaborated with other departments to resolve billing issues promptly and maintain accurate financial records.
• Managed vendor contracts effectively, reviewing terms periodically to ensure alignment with company objectives.
• Fostered a positive work environment by promoting open communication, collaboration, and professional growth opportunities for team members.
• Monitored department performance metrics regularly, identifying inefficiencies or bottlenecks in order to continuously improve overall productivity levels.
• Supported audit processes with well-organized documentation of accounts payable transactions, minimizing errors or discrepancies found during audits.
• Built strong relationships with vendors to enhance cost offerings and accomplish favored customer status.
• Observed strict confidentiality regulations to maintain data security.
• Input all relevant transactions and supervised properly within accounting system.
• Evaluated existing software solutions to identify areas for improvement, leading to the selection of a more efficient accounts payable system that streamlined operations further.
• Optimized cash flow management by negotiating favorable payment terms with vendors.
• Enhanced financial accuracy by implementing effective accounts payable processes and controls.
• Implemented continuous improvement program to identify and rectify process inefficiencies.
• Optimized cash flow management by strategically scheduling payments.
• Developed and maintained strong working relationships with suppliers, ensuring timely resolution of disputes.
• Spearheaded project to improve vendor onboarding process, enhancing vendor satisfaction.
• Enhanced vendor relationships by negotiating payment terms that benefited both parties.
• Ensured compliance with internal and external audit requirements through meticulous record keeping.
• Strengthened financial controls, ensuring adherence to budget constraints.
• Oversaw reconciliation of accounts payable ledgers, guaranteeing financial accuracy.
• Conducted regular training sessions for staff on new regulatory requirements and accounting practices.
• Reached out to vendors and customers to verify information and follow up on client issues.
• Processed invoices and journal entries with efficiency and accuracy, resulting in decreased discrepancies.
• Checked payroll, vendor payments, commissions and other accounting disbursements for accuracy and compliance.
• Developed strategic plans for day-to-day financial operations.
• Prepared cash flow projections, cost analysis and monthly, quarterly and annual reports.
• Performed banking, business administration and financial tasks to guarantee five-star service for clients.

• Supported month-end closing procedures by reconciling accounts receivable ledgers and preparing aging reports for management review.
• Improved invoice accuracy by thoroughly reviewing billing data before issuing final statements.
• Expedited payment collection with timely submission of invoices and proactive communication with clients.
• Strengthened relationships with key clients by providing exceptional service in addressing inquiries regarding account balances or payment issues.
• Partnered with cross-functional departments to resolve discrepancies in customer accounts, promoting a cohesive work environment.
• Reduced outstanding debts through consistent follow-up on overdue invoices and negotiating payment plans.
• Increased efficiency by automating routine tasks, such as generating reports and sending reminders for overdue payments.
• Assisted in the implementation of a new accounting software system, improving overall functionality and user experience.
• Streamlined accounts receivable processes by implementing efficient tracking and reporting systems.
• Conducted regular audits of customer accounts to ensure accuracy, identifying potential errors or inconsistencies for correction.
• Reduced manual data entry errors by implementing a robust system for importing transaction information from external sources.
• Facilitated timely account updates by promptly processing adjustments for credits, discounts, and writeoffs.
• Supported financial planning efforts by providing accurate accounts receivable data for budgeting and forecasting purposes.
• Contributed to the development of credit policies that minimized risk while supporting business growth objectives.
• Provided training to new employees on company-specific accounts receivable processes, fostering team cohesion and knowledge sharing.

• Coordinated correspondence between attorneys and clients for active cases and other matters.
• Managed high volume of phone calls and coordinated well-organized appointment schedules.
• Helped draft, edit and transmit legal documentation such as motions and letters.
• Inventoried and managed office supplies to keep team efficient and on-task.
• Routed contracts, agreements and invoices through proper signature process.
• Mailed and arranged for delivery of legal correspondence to clients, witnesses and court officials.
• Managed office scheduling and kept accurate notes on deadlines, motions and other dates.
• Handled telephone calls, meeting plans and conference organization requirements.
• Maintained knowledge on case status by reviewing relevant records and reporting back to clients.
• Participated in client interviews, observed questioning process and documented information.
• Filed pleadings and paperwork with court clerk to meet strict deadlines.
• Drafted legal complaints, summonses and interrogatories.
• Conducted research and analyzed documents to prepare findings and formulate alternatives.
• Filed clients' legal documents in relevant courts for processing.
• Liaised between attorney and outside counsel, exchanging information.

As the Escrow Officer:

• Worked with customers, realty professionals and lender representatives to complete smooth and efficient process.
• Reviewed documents for accuracy and verified funds.
• Prepared closing documents with care to eliminate errors or delays in processes.
• Reviewed contracts, commitments and orders to prepare for closing and assembled documents to prepare files and facilitate smooth final transactions.
• Complied with purchase contract terms and conditions, prepared accurate settlement statements and complied with state and federal laws governing escrow transactions.
• Oversaw complete real estate closing process and adhered to all related process guidelines, company standards and title requirements.
• Ordered title reports for issuing title insurance, identified and resolved title defects and satisfied existing liens and encumbrances against property or principals.
• Mastered escrow process, title process, financial transactions, company policies and procedures and regulatory requirements.
• Acted as liaison between parties within home buying and selling ecosystem and communicated and kept parties fully apprised of closing status.
• Consulted with title department to resolve tax liens, boundary disputes and encroachments.
• Promoted first-time-right and on-time mentality to eliminate errors and rework, resulting in satisfied customers with no surprises.
• Reviewed loan agreements to verify completeness and accuracy according to applicable policies.
• Organized and maintained filing and document management systems by coordinating, archiving and purging files.
• Handled management of communication to executives by taking and making telephone calls, reviewing and prioritizing mail and composing and typing correspondence.
• Directed customer communication to appropriate department personnel.
• Keyed in customer contacts and delivery dates to update details in company databases.
• Managed physical and digital files, monitored spreadsheets and updated reports to coordinate project materials.
• Received and routed incoming calls and correspondence to promote timely communication.
• Delivered exceptional customer service through direct communication with clients and team members.
• Responded to client and vendor inquiries via email and telephone, providing updated and accurate information.
• Assisted with payroll preparation and entered data into cumulative payroll document.
• Organized training, client meetings, team meetings and events.
• Scheduled and coordinated meetings, appointments and travel arrangements for managers or supervisors.
• Wrote email messages, memos and business letters for management and proofread documentation to provide error-free correspondence.
• Managed electronic calendars using Outlook and scheduled meetings, appointments and conference calls.
• Prepared correspondence, reports and other documents in final formats with correct punctuation, capitalization, grammar and spelling.
• Generated office correspondence and reports.
• Provided top quality control, eliminating downtime to maximize revenue.
• Monitored schedules and calendar obligations for executives.
• Oversaw heavy load of administrative tasks while verifying accuracy and prompt completion of paperwork.

As the Office Administrator:

• Handled requests-for-information, delegating tasks to appropriate employee to optimize customer service.
• Reviewed documents and obtained additional information to complete accurate paperwork and avoid delays.
• Answered multi-line phone
• Managed staff's calenders, regarding client appointments onsite as well as offsite.
• Received all incoming tax documents, personal financial statements and documents, along with business documents.
• Reviewed completed sales tax, and payroll for our clients to make sure the documents were correct.
• Scanned and filled all documents that were received by the client.
• Ordered and Re Ordered office supplies.
• Processed financial documents, including contracts, expense reports and invoices.
• Sorted and distributed business correspondence to correct department or staff member, reducing dropped communications and enabling faster responses to key requests.
• Prepared packages for shipment by generating invoices and setting up courier deliveries.
• Streamlined back office services for clients to promote proper functionality and positive user experience.

As the Office Administrator:

• Coordinated schedules, administrative functions, quality assurance and process improvements to bolster operational output.
• Developed long-term budgets covering office supplies and equipment maintenance to meet organizational demand.
• Processed financial documents, including contracts, expense reports and invoices.
• Maintained detailed administrative and procedural processes to improve accuracy and efficiency.
• Supported office needs including taking messages, scanning documents and routing business correspondence.
• Communicated with customers regarding Tax Returns were processed to maintain satisfaction.
• Updated databases with current data and contact information, verified changes in information and maintained 100% accuracy.
• Collaborated with the firms owner to coordinate travel plans, special events and any other tasks as requested.
• Sorted and distributed business correspondence to correct department or staff member, reducing dropped communications and enabling faster responses to key requests.
• Interacted professionally with customers and inside personnel, answering questions and responding to phone and email inquiries.
• Coordinated travel arrangements, including booking hotel rooms, car rentals and airfare for staff traveling to domestic and international locations.
• Maintained company accounting records by entering accounts payable, accounts receivable, invoices and expense reimbursements.
• Managed all business inquiries and responded in a timely maner to maintain client and potential client satisificated.
• Organized and maintained filing and document management systems by coordinating, archiving and purging files.
• Conducted and initialized background checks for new hires and onboarding employees.
• Managed office duties, ordered materials, organized workspaces, answered emails and made phone calls.

As the Customer Service Representative:

• Asked probing questions to determine service needs and accurately input information into electronic systems.
• Informed customers about billing procedures, processed payments and provided payment option setup assistance.
• Fielded customer complaints and queries, fast-tracking them for problem resolution.
• Cultivated impactful relationships with customers and drove business development by delivering product knowledge.
• Consulted with customers to determine best methods to resolve service and billing issues.
• Answered 150+ inbound calls per day and directed to designated individuals or departments.
• Educated customers on special pricing opportunities and company offerings.