Kelli Darling
San Diego,CA
Summary
Seasoned Executive Assistant and Operations Coordinator with over 10 years of experience applying exceptional planning and problem-solving abilities toward day-to-day activities. Results-driven and resilient in improving processes and increasing productivity. Bringing excellent communication skills, talent for spotting areas in need of improvement and implementing changes with a strategic approach.
Overview
11
11
years of professional experience
Work History
Operations Manager and Purchaser
Flip Holdings
San Diego, CA
01.2021 - 01.2023
- Maintained consistent email communication with stores and suppliers to confirm and track orders and verify price revisions on purchase orders
- Negotiated with suppliers, vendors, and other representatives
- Tracked inventory shipments and prepared spreadsheets detailing item information
- Solved diverse supply chain problems involving numerous sources, logistics and scheduling factors
- Collect data from vendors, run spreadsheets of inventory through programs to filter and analyze best product for purchase
- Daily communications with sellers and buyers
- Trouble shooting when issues arise
- Emails and documentation of product, sales, and contacts
Operations Coordinator and CEO Executive Assistant
McCarthy Holthus
San Diego, CA
03.2014 - 10.2021
- Checking emails over multiple inboxes through out the day
- Set up all travel arrangements including hotel, flights, car services and distributing schedules for company heads and attorneys
- Worked with HR to schedule interviews and collect new employee info
- Weekly audits of security camera systems for each office location internationally and verified cameras were working real time
- Created and disabled usernames/passwords, and processed password resets in over 30 systems (Tempo, Vendorscape, LPS, Yardi, IDS, Court Drive, etc)
- Answer phones, do scanning, faxing, mailing, and other clerical work
- Work closely with the Business Relations department and assisting the Chief Executive Admin of the company as his assistant
- Set appointments, take notes during meetings to document them within the company system
- Special projects, creation, set up, and maintenance of all employee cell phones, iPads, and laptops
- Update the company website, and all letterheads
- Bi Annual collection of Bar Card information and good standings for each attorney in the firm nationwide and then upload onto company site
- Update and set up BCP Pandemic testing, surveys and updates
- CLE applications, preparations and execution
- Monthly reports on credit card spending, create website biographies for staff and name plates with biographies for all employees
- Coordinate company moves both local and internationally, set up all electricity, cabling/data, all office furniture, and coordinated cubicle installations
- Meet with vendors, hired contractors, and gather all bids for submissions and approval
- Applied performance data to evaluate and improve operations, target current business conditions and forecast needs
- Scheduled meetings for senior management team and booked conference rooms
- Reconciled monthly operating budgets and shared information with senior management team
- Set, enforced and optimized internal policies to maintain responsiveness to demands
- Assessed supplier quality to maintain tight cost controls and maximize business operational performance
- Created Civil Hearing calendars including selecting court rooms, reserving times/dates on the county court house websites, distributing physical, electronic, and verbal calendars to all clients, attorneys, and judges involved
- Mediated contracts with outside providers to bolster customer service and reduce costs
Triage - Phone Operator
Quality Loan Service - McCarthy Holthus
San Diego, CA
11.2012 - 03.2014
- Answered phones, memorized various company departments and managers to direct caller to correct department based on situation and updated their files with noted for every call taken
- Trained new hires, worked a multiple locations covering different positions until filled
- Created documents/binders for training purposes
- Worked with managers to update phone matrix and employee changes
- Maintained fax inbox and directed to correct departments
- Worked various computer systems to update foreclosure and BK record
- Opened mail, entered files, received loan payoffs to reinstate customers, special projects for different departments
- Maintained accurate directory of all personnel and phone extensions
- Directed incoming calls to internal personnel and departments, routing to best-qualified department
- Operated switchboard and routed incoming calls to appropriate departments
Purchaser
NCE Computer Group
El Cajon, CA
01.2012 - 08.2012
- Answered phones, received emails from logistics requesting parts and giving a shipping location, I then worked with vendors, on E-Bay and through various companies to find the best pricing and ordered the item
- Ordered inventory for the company and was in charge of PO Reports, Open order reports, Cost sheets and screening the market value of parts on a weekly basis
- Used Great Plains software daily and interacted with all departments of the company including sales, depot, material control and IT
- Created new vendor relationships and sent out data destruction emails, supplier questionnaires and maintained an Out of Hours file as well as an Approved Supplier List
- Faxes, copying and filing
- Negotiated policies and contracts with vendors to achieve optimal pricing and consistent availability
- Maintained consistent email communication with stores and suppliers to confirm and track orders and verify price revisions on purchase orders
- Adjusted procedures as needed to maximize department effectiveness
- Performed monthly reconciliation of open purchasing orders
- Tracked inventory shipments and prepared spreadsheets detailing item information
- Maintained complete documentation and records of all purchasing activities
Receptionist
Kings Glass and Screen
San Diego, CA
08.2011 - 12.2011
- Answered phone promptly and directed incoming calls to correct offices
- Aggregated and prepared documentation and reports for office meetings, distribution and filing
- Greeted incoming visitors and customers professionally and provided friendly, knowledgeable assistance
- Checked-in visitors, distributed visitor badges and managed logbooks to comply with security initiatives
- Scheduled and confirmed appointments and meetings for senior management team and updated client records
- Answered phones, ran open quotes and opened order reports, call backs and set up schedules for installations
- Sent out faxes, mailers and invoices to customers
- Receptionist for a Glass company that worked with both commercial and residential customers
- Pulled bid plans for commercials jobs and worked the phones, taking messages, connecting customers to the correct departments and screening calls for the owners
- Filing, organizing and circulating files from office to storage
Education
Psychology -
Argosy University
San Bernardino, CA01.2011
Skills
- Project development and management
- Manage information systems
- Scheduling and travel arrangements
- Administrative
- Operations management
- Assistant
- Logistics expertise
- Business administration
Timeline
Operations Manager and Purchaser
Flip Holdings
01.2021 - 01.2023
Operations Coordinator and CEO Executive Assistant
McCarthy Holthus
03.2014 - 10.2021
Triage - Phone Operator
Quality Loan Service - McCarthy Holthus
11.2012 - 03.2014
Purchaser
NCE Computer Group
01.2012 - 08.2012
Receptionist
Kings Glass and Screen
08.2011 - 12.2011
Psychology -
Argosy University