MARLA A. HOPMAN
Chaska,MN
Summary
Meticulous and systematic Administrative Assistant skilled in organizing, planning and managing daily clerical needs. Bringing solid expertise in coordinating documents, reports and records, handling correspondence and managing deliveries. Skilled in oral and written communication, team leadership and relationship-building.
Overview
3
3
years of post-secondary education
20
20
years of professional experience
Work History
Administrative Assistant/Accounts Receivable Coordinator
KEB America
Shakopee, MN
09.2023 - Current
- Processed invoices for payment using accounting software applications.
- Processed incoming payments and updated financial records in the system.
- Managed customer inquiries regarding billing and payment issues.
- Reviewed account statements for discrepancies and resolved issues promptly.
- Coordinated with internal teams to ensure timely invoicing and collections.
- Assisted in reconciling accounts and preparing financial documentation for audits.
- Communicated with customers to establish payment plans when necessary.
- Supported team members by sharing best practices for efficient accounts receivable processes.
- Assisted in resolving customer billing disputes, credit issues, and discrepancies.
- Maintained detailed records of all collections activities including contact attempts and payment arrangements made with customers.
- Conducted periodic reviews of delinquent accounts and initiated appropriate action based on company policies.
- Worked collaboratively with other departments such as Sales and Customer Service to resolve outstanding issues quickly.
- Negotiated payment plans and arrangements.
- Arranged travel logistics for employees including transportation and accommodations. arrangements including flights, accommodations, and itineraries.
- Created travel arrangements and distributed travel details to appropriate personnel.
- Handled incoming calls and emails, directing inquiries to appropriate personnel.
- Organized and maintained physical and electronic filing systems, ensuring accuracy and confidentiality of sensitive records.
- Monitored office supplies inventory and placed orders to maintain optimal stock levels.
- Ensured efficient operation of office equipment such as printers, copiers and fax machines.
- Coordinated mailings by sorting and preparing packages for efficient shipping via courier or postal service.
- Managed customer inquiries by routing them to the correct department. to appropriate department personnel.
- Updated contact lists regularly when changes occur in employee status or contact information.
- Assisted with the planning of special events by arranging catering services, securing venues and ordering promotional materials.
- Facilitated communication between different departments within the organization.
- Maintained detailed records of all collections activities including contact attempts and payment arrangements with customers.
- Entered data into spreadsheets using Microsoft Excel or other similar programs.
- Worked collaboratively with other departments such as Sales and Customer Service to resolve outstanding issues quickly.
- Negotiated payment plans and arrangements.
Executive Assistant
Lifecore Biomedical
Chaska, MN
06.2020 - 12.2022
- Managed executive calendars and scheduled appointments effectively.
- Coordinated travel arrangements for executives and staff to ensure seamless schedules.
- Scheduled and arranged travel and hotel reservations for meetings, conferences and seminars.
- Prepared meeting agendas and recorded minutes to facilitate efficient follow-up and decision-making.
- Prepared reports, presentations, agendas, minutes, and other documents as needed by the executive staff.
- Monitored incoming emails and responded accordingly in a timely manner.
- Maintained confidential files and organized important documents.
- Organized conferences and seminars for executives, enhancing networking opportunities and knowledge sharing.
- Resolved urgent administrative matters to support executives. with administrative discretion. top-level, high-priority issues with professional administrative discretion.
Administrative Assistant
Lifecore Biomedical
Chaska, MN
11.2019 - 06.2020
- Coordinated and scheduled meetings, including room reservations, catering, and technical setup, for seamless execution.
- Oversaw staff correspondence, record tracking, and data communications, enhancing efficiency of office operations.
- Organized files, developed spreadsheets, faxed reports and scanned documents, maintaining front desk and reception area in neat and organized fashion.
- Coordinated interdepartmental communications to enhance collaboration.
- Maintained and revised employee contact lists to ensure accuracy.
- Organized and managed outgoing mailings, ensuring timely delivery through efficient sorting and preparation of packages for shipping.
- Answered questions from customers regarding products and services offered by the company.
- Supported onboarding processes for new hires through documentation preparation.
Administrative Assistant
Minnesota Roadways Co.
Shakopee, MN
03.2014 - 03.2019
- Managed incoming phone calls, Delivered exceptional customer service, taking & assigning bid requests, Oversaw accounts receivable processes, ensuring timely processing and accuracy, Handled accounts payable transactions, Supported human resources functions by assisting with employee onboarding and documentation. including completing all ACA reporting, Managed office inventory and ordering, organizing all aspects of travel for company, assisting salesmen with proposals, Ensured compliance with certificate of insurance requirements, Maintained compliance with W-9 tax form regulations, Processed lien waiver documentation, Performed various support duties.
- Assisted in preparing documents, reports, and presentations for departmental meetings.
- Managed daily office operations and maintained organized filing systems.
- Managed incoming phone calls, Delivered exceptional customer service, taking & assigning bid requests, Oversaw accounts receivable processes, ensuring timely processing and accuracy, Handled accounts payable transactions, Human resources assistant including completing all ACA reporting, Managed office inventory and ordering, organizing all aspects of travel for company, assisting salesmen with proposals, Ensured compliance with certificate of insurance requirements, Maintained compliance with W-9 tax form regulations, Processed lien waiver documentation, Handled various support duties as required.
Hotel Clerk
Mystic Lake Casino Hotel
Prior Lake, MN
01.2007 - 01.2013
- Checked in and out guests at 586-room hotel, managed reservations, answered phones, operated the register, and resolved guest issues to enhance overall satisfaction.
- Checked in and out guests at a 586-room hotel, made reservations, answered phones, operated a register, and solved problems.
- Handled guest reservations using hotel management software. using hotel management software efficiently.
- Assisted guests with inquiries, offering local information and personalized recommendations to enhance their stay.
- Answering phones, filing, appointment setting, typing 40 wpm, 10 key by touch, public relations, sales, payroll, managing a small staff, accounts payable/receivable and human resources. Experienced in Microsoft Office and multiple proprietary software applications.
Education
Diploma -
Burnsville Senior High School
Burnsville, MN 09.1988 - 06.1991
Skills
- Travel coordination
- Microsoft Excel
- Accounts receivable
- Data entry
- Document management
- Customer service
- Time management
- Event planning
- Office administration
- Effective communication
- Problem resolution
- Team collaboration
- Attention to detail
- Confidentiality maintenance
- Document preparation
- Internal communications
- Computer proficiency
- Training and coaching
- Typing proficiency
- Event coordination
- Professional communication
- Performance improvement
- Multitasking and prioritization
- Microsoft Office Suite
- Meeting planning
- Multi-line telephone system operation
- Policy and procedure modification
- Clerical support
- Videoconference preparation
- Invoice processing
- Verbal communication
- AR/AP
- Vendor management
Timeline
Administrative Assistant/Accounts Receivable Coordinator
KEB America
09.2023 - Current
Executive Assistant
Lifecore Biomedical
06.2020 - 12.2022
Administrative Assistant
Lifecore Biomedical
11.2019 - 06.2020
Administrative Assistant
Minnesota Roadways Co.
03.2014 - 03.2019
Hotel Clerk
Mystic Lake Casino Hotel
01.2007 - 01.2013
Diploma -
Burnsville Senior High School
09.1988 - 06.1991