Karen Boctor

• Managed daily office operations, scheduling and dispatching technicians.
• Employee time keeping, accounts payable monthly reconciliation, audit reporting, on boarding new hires, customer invoicing, processed customer credits, tracked all inventory at the shop and in the technician vans.
• Maintained all updates for customer profiles in Service Titan, the main data base.
• Prepared and tracked all installation/replacement documentation for proper record keeping. Registered all warranties for all replacement units.
• Processed, maintained and tracked all required permits on installations.
• Maintained all office supply inventory and replenished when needed. Organized and set up the office.
• Handled sensitive information with discretion, maintaining confidentiality of company documents and personnel records.
• Provided exceptional customer service when addressing client inquiries or concerns via phone calls or email correspondence.

• Greeted customers and determined rental equipment needs, provided rates and rental terms.
• Processed rental agreements, managed customer rentals, process invoices and credit memos and maintained accurate records for other team members.
• Equipment inspection performed before rental goes out and upon return for any damage, documented inventory and scheduled maintenance.
• Worked closely with warehouse and outside carriers for loading and unloading of equipment.
• Company provided OSHA courses for forklift safety to stay compliant.
• Provide high-quality customer service and forklift safety/operational knowledge to customers.

• Coordinate, track and maintain required fleet documentation
• Maintain Fleet Mate program, enter daily repair orders
• Assist in developing and implementing of programs, procedures and practices related to the changing demands of the fleet
• Maintain accurate records of vehicle and company asset list(s)
• Responsible for compliance with government rules and regulations, maintain files in support of this compliance as needed
• Equipment tracking for usage, repair and rental agreements
• Process IFTA and all tax reporting, state reporting and permitting
• Process IRP registration renewals and truck inspections
• Maintain calendar scheduling/appointment for Director of Operations
• Continuous support of company, safety policies and procedures
• Maintain equipment tracking spreadsheets
• Daily organization of invoices and receipts
• Maintain Precise GPS Fleet program, view all assets while in use, run material usage and raw material usage reports in order to report gross margins on salt usage per event to controller
• (Formally Winter Services, Inc.)

• Handle all salt sales, maintain and document all salt/liquid sales, process orders, generate pick-up/delivery documentation
• Maintain all incoming/outgoing salt/liquid orders for management to analyze all material used
• Work closely with controller regarding billing all orders
• Track all salt/liquid by maintaining multiple tracking sheets

• Working very closely with the President/Owner of the company, set up & remind of all appointments
• Writing & answering emails, letter, memos, compiling data for reports, transcribing dictation, editing, proofreading and other information preparation duties.
• Records Management – Set up & manage emails & paper filings for the president’s needs
• Data Analysis – Using a combination of computer & critical thinking skills to identify any of the business-related needs
• Research – On potential & targeted clients from different online or data sources, communicating with potential clients via email & follow-up to targeted companies
• Travels – Available to accompany the president on sales calls, trade shows, domestic travels, with possible foreign travels later. Perform the same executive assistant’s responsibilities in and out of the office.

• Handle phone, live chat and web leads, follow up on all leads, assist other consultant’s clients in their absence
• Knowledge of Sabre, Flight Express, Calypso and Client in order to book vacation packages
• Analyze and load promotions and contracts, work closely with Product Team, trouble shooting issues, meeting deadlines and work in a large team environment
• Resolve issues/complaints for client’s prior or after traveling, answer phones, work with the field TL’s and consultants to resolve issues/complaints, meeting a 30-day deadline to resolve all issues/complaints, log and maintain all opened cases, work with suppliers and vendors to resolve issues/complaints

• Assistant to CEO and COO maintain detailed and deadline oriented calendar and customer profiles. Updated information and compliance files and maintain legal files (patents, trademarks) and contractual administration
• Interact with international and domestic carriers on insurance claims
• Administrator for retail customer websites and communicated with customers, vendors and sales representatives
• Coordinator for trade shows and handle specific/detailed travel arrangements, accounts receivable research and follow-up

• Obtained fee schedules for multiple insurance companies, followed up on denied claims, answered phones and spoke with patients face to face
• Troubleshoot any electronic claims which have been rejected and any surgeries which were coded incorrectly, flagged any errors performed on submitted claims and maintained logs for practice administrator
• Called insurance companies to clean up on claims which were coded or submitted incorrectly, reviewed operative reports and completed special project from the practice administrator
• Obtained suffix from insurance companies for specialists and addressed issues which needed immediate attention

• Assistant to President and Director of Operations answered phones, maintained accounts payable, accounts receivable and payroll
• Scheduled all jobs with a number of different crews for janitorial, restoration and landscaping companies
• Handle all correspondence with customers, prepared quotes, billing and collections
• Maintained health, liability, workers comp and auto insurance policies

• Assistant to V.P. of Sales & Marketing and supported the sales team, liaison between all customers and PPGI (quality/manufacturing departments) and coordinated all trade shows
• Handled all phone inquiries, maintained and updated inventory of office supplies and handled shipping and assisted other departments when needed
• Generated quotes using ERP system, maintained quote log, followed up on quotes weekly
• Reviewed all purchase orders and contracts in detail to ensure compliance with quality assurance procedures and generated sales orders for production
• Processed milestone payments for larger contracts and obtained all export licenses using D-Trade for international orders of controlled commodities
• Prepared and reconciled month end in sales reports
• Maintained booking/forecast report and reported quarterly figures
• Scheduled and met with manufacturing team weekly to update customer backlog
• Worked very closely with our sister company in regard to ERP system, all correspondence and troubleshooting

• Maintained entries of employee labor tickets by utilizing ERP system for cost analysis purposes. Proactive in troubleshooting new software, (ERP System) transferring, using and maintaining all data as well as training end users in company
• Working closely with V.P. of Manufacturing and CFO, specialty projects including month end inquiries, delivery dates on all open orders, reports for on time deliveries, attending production control and sales managers meeting to obtain change status information on deliveries and production
• Maintained all inventory and raw material, maintained all original documentation in regard to processes within the company, responsible for changes on all original documentation, proofreading and distribution to all satellite books in all departments for ISO Certification
• Responsible for all shipments, domestic and international, handled online shipping, customs clearance, working with government contracts, assisting customers in tracking shipments.
• Responsible for billing out all shipments to customers

Fully Insured - Member Since 2017

Lifetime member since 2011