Maricela Quintana
Addison,TX
Summary
Experienced Office Management and Administration Professional experienced optimizing productivity, efficiency and service quality across various environments. Highly dependable, ethical and reliable support specialist and leader that blends advanced organizational, technical and business acumen. Works effectively with cross-functional teams in ensuring operational and service excellence.
Overview
11
11
years of professional experience
Work History
Office Manager
Paymentus
Dallas, TX
02.2024 - Current
- 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.
- Maintained accurate financial records by reconciling accounts payable/receivable transactions regularly to ensure balanced budgets.
- Oversaw office inventory activities by ordering and requisitions and stocking and shipment receiving.
- Conducted regular inventory assessments of office supplies, ordering necessary items proactively to prevent stock shortages.
- Coordinated office events and meetings, ensuring timely execution and optimal scheduling for all participants.
- Streamlined office operations by implementing efficient filing systems and organizational strategies.
- Assisted in the recruitment process, conducting interviews and onboarding new employees to promote a seamless integration into the team dynamic.
- Served as a liaison between upper management and staff members, facilitating open channels of communication to address concerns or issues promptly.
- Managed vendor relationships, negotiating contracts for cost savings while maintaining high-quality services.
- Supported department heads in accomplishing their goals through diligent administrative assistance such as report generation and data entry.
- Oversaw facility maintenance requests, coordinating with building management to address repairs or improvements efficiently.
- Developed comprehensive policy manuals outlining procedures and guidelines, contributing to a well-organized workplace culture.
- Reduced costs with meticulous budget monitoring and expense tracking for essential supplies and equipment.
- Contributed to workplace safety by ensuring compliance with established emergency protocols and conducting regular equipment inspections.
- Facilitated positive work environment, addressing employee concerns promptly and fostering culture of mutual respect.
- Managed scheduling and coordination of all office meetings to ensure smooth operations and minimal conflicts.
- Coordinated with IT department to upgrade office technology, enhancing overall efficiency and data security.
Office Manager / Executive Assistant to the CFO
The Apparel Group, LTD.
Lewisville, TX
06.2021 - 02.2024
- 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.
- Maintained accurate financial records by reconciling accounts payable/receivable transactions regularly to ensure balanced budgets.
- Oversaw office inventory activities by ordering and requisitions and stocking and shipment receiving.
- Spearheaded community outreach initiatives, improving company's local reputation and engagement.
- Resolved office disputes swiftly and equitably, maintaining harmonious workplace.
- Handled sensitive employee and client information with utmost confidentiality, maintaining trust and integrity.
- Established team priorities, maintained schedules and monitored performance.
- Used industry expertise, customer service skills and analytical nature to resolve customer concerns and promote loyalty.
- Assisted in organizing and overseeing assignments to drive operational excellence.
- Recruited, interviewed and hired employees and implemented mentoring program to promote positive feedback and engagement.
- Anticipated needs proactively by providing extensive logistical support such as catering arrangements or coordinating audiovisual equipment setup during crucial meetings.
- Assisted in the preparation of board meeting materials, securing accurate documentation for key stakeholders.
- Prepared agendas and minutes for senior-level meetings that prioritized discussion topics effectively addressing critical business issues.
- Maintained confidentiality by handling sensitive information with discretion and professionalism at all times.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Facilitated training and onboarding for incoming office staff.
Inside Sales Representative/Import/Export Coordinator
ASK Chemicals
08.2020 - 05.2021
- Increased sales revenue by building strong relationships with clients and providing insightful product recommendations
- Reduced customer churn rate by anticipating needs proactively, offering value-added services or discounts as appropriate
- Developed comprehensive training materials for new hires, enabling faster onboarding times without sacrificing quality education on products or processes
- Assisted management in setting realistic yet challenging goals for individual representatives based on historical data analysis and market trends
- Conducted weekly review meetings with fellow Inside Sales Representatives to share insights and collaborate on strategies for improvement
- Monitored competitor activities closely, adjusting approaches accordingly to maintain a competitive edge in the market
- Maintained up-to-date knowledge of available products to best serve customers and maximize sales potential
- Used CRM/SAP software to maintain detailed contact logs and account records
- Streamlined import/export processes by implementing efficient documentation and filing systems
- Enhanced customs compliance by conducting regular internal audits and monitoring changes in regulations
- Managed international trade operations, ensuring timely shipment and delivery of products to global customers
- Negotiated favorable terms with freight forwarders and carriers, reducing transportation costs
- Optimized inventory management for imported goods, minimizing stock-outs and overstock situations
- Coordinated multi-modal shipments for seamless delivery to worldwide destinations, enhancing customer satisfaction
- Prepared comprehensive reports on import/export activities for senior management review, highlighting successes and areas for improvement
- Implemented risk mitigation strategies to protect company interests during international transactions
- Applied working knowledge of International Trade Compliance in reviews of internal processes, procedures and policies governing import and export rules and regulations
- Managed import and export of hazardous materials in compliance with applicable laws and regulations
- Assisted with problem resolution and dispute management relating to import and export activities
- Prepared shipping documentation, maintaining compliance with US Customs and international regulations
- Coordinated with internal teams to enable timely ordering, shipping and receipt of goods
Inside Sales Representative/Customer Service
Panel Rey
01.2014 - 06.2017
- Enhanced customer satisfaction by promptly addressing concerns and providing accurate information
- Resolved customer complaints with empathy, resulting in increased loyalty and repeat business
- Assisted customers in navigating company website and placing online orders, improving overall user experience
- Maintained detailed records of customer interactions, ensuring proper follow-up and resolution of issues
- Exceeded performance metrics consistently, earning recognition as a top performer within the team
- Developed strong product knowledge to provide informed recommendations based on individual customer needs
- Participated in cross-functional initiatives aimed at enhancing overall business operations and customer satisfaction levels
- Provided coaching and mentoring to new hires, contributing to their successful integration into the team
- Handled escalated calls efficiently, finding satisfactory resolutions for both customers and the company alike
- Contributed to sales growth by upselling products and services based on individual customer requirements
- Improved communication between departments by facilitating interdepartmental meetings focused on problem-solving strategies for common issues affecting customers' experiences
- Conducted regular quality assurance checks on interactions with customers to ensure agents were meeting established guidelines and standards for service excellence
- Developed rapport with customers through active listening skills, leading to higher retention rates and positive feedback from clients
- Maintained customer satisfaction with forward-thinking strategies focused on addressing customer needs and resolving concerns
- Enhanced customer satisfaction through attentive service, addressing concerns promptly, and offering tailored solutions
- Increased sales revenue by building strong relationships with clients and providing insightful product recommendations
- Streamlined sales process efficiency by maintaining accurate records of client interactions in CRM systems, ensuring seamless follow-up
- Collaborated with marketing team to develop targeted promotional campaigns that drove increased engagement from prospective customers
- Expanded market reach by researching potential clients and initiating contact via phone or email to generate interest in company offerings
- Spearheaded new product launch efforts, educating team members on features and benefits to optimize overall sales performance
- Developed comprehensive training materials for new hires, enabling faster onboarding times without sacrificing quality education on products or processes
- Facilitated improved communication between the sales team and other departments to ensure a cohesive approach to business growth strategies
- Quoted prices, credit terms and other bid specifications
- Monitored industry news and trends to stay up-to-date on competitive landscape
- Built diverse and consistent sales portfolio
- Generated advertising brochure for vendor use
- Mentored junior team members, providing valuable guidance on best practices for successful inside sales tactics
- Enhanced office efficiency by streamlining administrative processes and implementing organizational systems
- Supported executive staff through scheduling meetings, coordinating travel arrangements, and preparing crucial documents
- Boosted team productivity by managing communication channels and ensuring timely responses to inquiries
- Ensured accurate record-keeping with diligent data entry and database management for vital company information
- Facilitated collaboration within the team by organizing regular meetings, maintaining meeting minutes, and tracking project progress
- Managed expense reports for executive staff members, ensuring accurate documentation of spending for budgeting purposes
- Maintained confidentiality of sensitive information by adhering to strict privacy policies and implementing secure filing systems
- Improved document organization with thorough file maintenance, archiving outdated records as necessary for efficient retrieval when needed
- Collaborated on special projects as assigned by leadership, contributing research findings or coordinating event logistics as needed for success
- Promoted a positive work environment through effective communication skills and fostering professional relationships among colleagues
- Coordinated office supply inventory management, proactively ordering necessary items before depletion to avoid workflow disruptions
- Streamlined invoice processing procedures to ensure timely payment of vendors while minimizing errors in financial records
- Assisted with human resources tasks such as updating employee files or submitting time-off requests per company policy guidelines
- Organized office events such as holiday parties or team-building activities, promoting a positive company culture and boosting employee morale
- Maintained up-to-date knowledge of industry best practices and office software updates to maximize efficiency in administrative tasks
Education
MA - international relations and FOREIGN POLICY
UNIVERSITY OF POLITICAL SCIENCES AND INTERNATIONAL RELATIONS
01.2016
BA - international trade AND CUSTOMS
UNIVERSITY OF POLITICAL SCIENCES AND INTERNATIONAL RELATIONS
01.2013
Skills
- Detail-oriented
- Supply Chain Management
- Logistics
- Administrative assistant
- Organizational Skills
- Human resources management
- Data entry
- Accounts Receivable
- SAP Materials Management
- SAP NetWeaver Business Warehouse
- Account Management
- Customer Relationship Management
- Planning / Event Planning
- Communication
- Ability to Work Under Pressure
- Decision Making
- Time Management / Efficiency
- Self-motivation
- Conflict Resolution
- Leadership / Responsible
- Adaptability
- Teamwork
- Creativity
- Proficient in Microsoft Office including Excel and PowerPoint
- Able to manage and implement Social Media campaigns
- Excellent written and verbal communication skills
- Excellent editing skills
- Able to translate complex text into easily readable material
- Analytical
- Adaptable (work in changing environment)
- Quick Learner
- Able to Build Relationships
- Loyal and Discreet (maintain confidentiality)
- Flexible
- Office Management
- Excellent multi-tasking ability
- Billing
- Scheduling and calendar management
- Committed Work Ethic
References
Available Upon Request
Participations
- International Trade Introduction, 2010
- Symposium 'First International Relations Congress 2010', 2010
Languages
Spanish
Native or Bilingual
Timeline
Office Manager
Paymentus
02.2024 - Current
Office Manager / Executive Assistant to the CFO
The Apparel Group, LTD.
06.2021 - 02.2024
Inside Sales Representative/Import/Export Coordinator
ASK Chemicals
08.2020 - 05.2021
Inside Sales Representative/Customer Service
Panel Rey
01.2014 - 06.2017
MA - international relations and FOREIGN POLICY
UNIVERSITY OF POLITICAL SCIENCES AND INTERNATIONAL RELATIONS
BA - international trade AND CUSTOMS
UNIVERSITY OF POLITICAL SCIENCES AND INTERNATIONAL RELATIONS