Katie Kallimanis
Costa Mesa
Summary
Diligent Administrative Assistant/Executive Assistant with proven track record in managing office operations and providing comprehensive administrative support. Demonstrated ability in streamlining office processes and aiding in project coordination. Known for effective communication and multitasking skills.
Overview
18
18
years of professional experience
Work History
Administrative Assistant
Marcum LLP
09.2022 - 11.2024
- Served as the Administrative Assistant to the National Lead Partner of the State and Local Tax (SALT) practice and New York City SALT team.
- Managed Partner's calendar, scheduled client meetings, submitted expense reporting, and scheduled Partner's travel and lodging accommodations.
- Created SALT team’s client Salesforce accounts, including the creation of new client codes and new engagement codes.
- Liaised between the Partner, Managing Directors, SALT team, and client to communicate project and engagement statuses, billing inquiries, and new client acceptance procedures.
- Collected, reviewed, packaged, and submitted documentation for all new Client Acceptances.
- Drafted engagement letters, progress billing invoices, retainer invoices, Power of Attorney forms, and gathered all outstanding A/R invoices on behalf of the Partner and SALT team members.
- Created, maintained, and updated client tracker for 70+ clients to monitor all client workflows, engagements, invoicing, follow-ups, and deadlines.
- Facilitated collaboration within SALT team by organizing regular meetings and tracking project progress to ensure all action items were completed and deadlines were met.
- Delivered excellent customer service through prompt responses to client inquiries, addressing concerns effectively, and building strong relationships.
- Ensured accurate record-keeping with diligent data entry and database management for vital company information.
- Developed filing system for historical documents, preserving important company records and improving access to information.
- Surpassed team goals by partnering with colleagues to implement best practices and protocols.
Administrative Assistant
Friedman, LLP
02.2022 - 08.2022
- Company Overview: acquired by Marcum LLP in September 2022.
- See above under 'Marcum LLP' for all duties which were carried over to Marcum LLP.
Administrative Assistant
BDO USA, LLP
03.2020 - 02.2022
- Drafted, reviewed, and finalized all client engagement letters including Service Agreements and Statements of Work, and imperative tax documents to federal and state taxing authorities on behalf of the Partners and Managing Directors.
- Generated and submitted all client invoices.
- Collected, reviewed, packaged, and submitted all required forms for new Client Acceptances.
- Created and submitted new requests for client project codes and contracts.
- Initiated closing of client project codes and contracts as needed.
- Created, routed, and completed client tax folders in GFR.
- Maintained confidentiality of sensitive information, adhering strictly to data protection regulations.
- Liaised between clients and vendors and maintained effective lines of communication.
Project Administrator (Contract)
American Honda Motor Company
01.2015 - 02.2019
- Responsible for the on-boarding and off-boarding of all global project team members for Honda’s Global Standardization Project (GSP), including the creation of new employee ID’s, individual and group distribution email accounts, provisioning of virtual machines, laptops, hardware, software, and all other network applications.
- Scheduled and facilitated meetings for Torrance, Ohio, and Japan team executives.
- Provided GSP Archiving Project Manager and NAIS Steering Committee with agendas, project presentations, meeting minutes, and immediate follow-up on all action items.
- Assisted GSP Archiving Project Manager with tracking and document preparation for project training, testing, risks, issues, and scope changes.
- Helped facilitate GSP Archiving training classes for 1500 end-users.
- Prepared weekly audit reports for GSP Security and Audit teams.
- Coordinated domestic travel and processed and submitted all required documentation for international travel visas for Executives and Project Leads.
- Assisted Executives and Project Managers with ad hoc projects and managed activities associated with the planning and preparation of GSP Asia/Oceana Go-Live launch, VM refresh, hardware deployment, and server maintenance.
- Provided training and orientation to team members.
- Coordinated efforts with Corporate Security to process and implement building security badges.
- Organized and coordinated luncheons, birthdays, and holiday parties for IT Department.
- ACHIEVEMENT: Helped create a New User’s Manual specifically designed for Honda GSP team members, detailing step-by-step processes, guidelines, and necessary requirements for the on-boarding and off-boarding of all Honda GSP resources.
Office Assistant
Tovatt Engineering
01.2014 - 12.2014
- Responsible for building client portfolios, submitting client applications, and reviewing all supporting documents to EPA (Environmental Protection Agency) and CARB (California Air Resources Board) for certification of on-highway and off highway motor and recreational vehicles and acted as liaison between EPA/CARB and clients.
- Worked with Company Owner and provided daily updates and tracking status of EPA and CARB application to ensure application stayed within proposed scope of completion.
- Interfaced with clients and coordinated meetings to discuss new concepts, designs, model additions, revisions, and all other portfolio modifications.
- Performed calculations pertaining to test data and review vehicle specs provided by clients.
Executive Assistant to CIO/Team Liaison
St. Joseph Health System
01.2010 - 09.2012
- Scheduled meetings and managed heavy calendar for St. Joseph Hospital of Orange (SJO) Information Systems CIO.
- Successfully managed Operations and Capital budgets and allocated resources to maximize productivity and profitability.
- Provided weekly agenda and recorded meeting minutes for Information Systems Planning Committee (ISPC).
- Served as the central line of communication/liaison between St. Joseph Hospital employees and IT Department to facilitate effective communication and ensure smooth daily operations.
- Ordered all hardware/software and licenses for IT Department and SJO employees and maintained inventory checklist.
- Processed all incoming Remedy (issue) tickets for hospital employees and provided follow-up and tracking information.
- Processed all Special Order Requests, Requisitions, and Return Merchandise Authorizations.
- Reviewed all maintenance contracts and warranties.
- Prepared billing for Telecom invoices for corporate accounts.
- Managed all hospital Telecom phone records and maintained spreadsheets for budgeting/auditing purposes.
- Coordinated all SJHS IT special events, birthdays, and luncheons, with participation levels above 250 attendees.
- ACHIEVEMENT: Assisted with the drafting for the Human Resources Shared Services Case Management SSO project main charter.
Department Manager
Walldesign
02.2007 - 12.2009
- Organized department meetings with company owner, superintendents, and department team members to ensure compliance of all field superintendents’ generated paperwork with corporate guidelines for billing.
- Provided reconciliation and analysis of all delinquent accounts and contacted companies directly to advise of 30/60/90/120-day delinquencies in order to collect payment.
- Daily maintenance of 200+ accounts and maintenance of new contract portfolios and builder purchase orders.
- Responsible for daily invoicing in Timberline Software.
- Increased customer satisfaction with proactive issue resolution strategies.
- Provided training and orientation for new department team members.
- Improved customer satisfaction rates through attentive service, prompt issue resolution, and continuous process improvements.
- Maintained a professional work environment by addressing conflicts proactively and fostering open communication among staff members.
- ACHIEVEMENT: Reduced outstanding Work Order invoices (120 days and older) approximating $1 million down to roughly $170,000 through thorough and extensive document research and by spearheading resolution meetings, bringing together company owner, superintendents, executives, Collections personnel, and builders to agree on final settlements.
Education
Bachelor of Arts -
University of California, Los Angeles
Los Angeles, CA01-2002
Skills
- MS Office Suite (Word, Excel, PowerPoint)
- Maconomy, SalesForce, SAP, PeopleSoft, DocuSign, Go File Systems, ServiceNow, SharePoint
- Administrative support
- Time management
- Records management
- Expense reporting
- Customer and client relations
- Scheduling and calendar management
- File organization
- Documentation and recordkeeping
- Strong problem solver
- Dedicated team player
- Relationship building
- Meticulous attention to detail
Interests
Traveling, bike-riding, distance walking, cooking, gardening, volunteering
Timeline
Administrative Assistant
Marcum LLP
09.2022 - 11.2024
Administrative Assistant
Friedman, LLP
02.2022 - 08.2022
Administrative Assistant
BDO USA, LLP
03.2020 - 02.2022
Project Administrator (Contract)
American Honda Motor Company
01.2015 - 02.2019
Office Assistant
Tovatt Engineering
01.2014 - 12.2014
Executive Assistant to CIO/Team Liaison
St. Joseph Health System
01.2010 - 09.2012
Department Manager
Walldesign
02.2007 - 12.2009
Bachelor of Arts -
University of California, Los Angeles
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