MARY RIVERA
St. Cloud,FL
Summary
Operations & Administrative Specialist with 3+ years of experience supporting high-volume field operations, coordinating logistics, managing schedules, processing expenses, and creating structure in fast-moving environments. Known for handling urgent operational demands, managing 100+ staff across multiple job sites, and processing 200+ daily expense audits with accuracy, speed, and zero hand-holding. Strong communicator who keeps teams aligned, vendors accountable, and operations running without chaos. Skilled in Monday.com, Concur, DRAT, Excel, and cross-department coordination.
Overview
13
13
years of professional experience
Work History
Field Operations Administrator
Deployed Resources
07.2024 - 11.2025
- Managed scheduling for 100+ technicians, creating, adjusting, and optimizing staffing across multiple job sites.
- Coordinated all travel logistics — flights, hotels, rental vehicles — ensuring on-time deployment and full compliance.
- Served as the primary liaison between field teams, office leadership, hotels, and airlines to ensure seamless coordination and problem resolution.
- Processed and audited 200+ expense transactions daily, maintaining accuracy even during peak hurricane-season surges.
- Designed custom Excel tracking tools to improve cost monitoring, tax credit processing, and reporting clarity.
- Ensured all staff documentation (licenses, certifications, passports, clearances) was compliant and current before deployment.
- Led rapid deployment efforts, coordinating travel and staffing within 24 hours of assignment.
- Tracked attendance, expenses, and operational data using Monday.com, DRAT, Concur, and Excel.
- Handled urgent last-minute scheduling changes by analyzing priorities and availability to reduce downtime.
- Supported inventory tracking and vendor communications to ensure readiness for field events.
Expense Analyst
Deployed Resources
09.2022 - 07.2024
- Oversaw company-wide expense processing, reconciliation, and compliance monitoring.
- Reviewed and processed high-volume corporate card transactions and reimbursements with strict accuracy and policy compliance.
- Audited folios, receipts, and vendor charges to prevent overbilling and policy violations.
- Worked with Financial Analysts to reconcile accounts, track spending, and generate reports for leadership.
- Provided guidance to employees to reduce submission errors and improve compliance.
- Improved expense workflow efficiency and data accuracy through process refinement.
Logistics Coordinator
Brookstone Emergency Svcs
12.2019 - 12.2021
- Coordinated shipments and logistics for mission-critical projects, ensuring timely delivery of goods and equipment.
- Reviewed daily work orders each morning and assigned them to teams based on staffing levels, skills, and availability.
- Managed inventory and ensured adequate supply levels to support operational demands.
- Developed and maintained strong vendor relationships, negotiating contracts and pricing to reduce costs.
- Implemented supply chain improvements to minimize delays and enhance delivery speed.
- Resolved logistics-related issues quickly to maintain uninterrupted operations.
Inventory Coordinator
Deployed Resources
07.2019 - 12.2019
- Managed and tracked 500+ tools and inventory items using ToolHound, ensuring real-time visibility of check-outs, transfers, and returns.
- Conducted weekly Excel-based inventory audits to maintain accuracy and prevent shortages.
- Coordinated deliveries and shipments with vendors and receiving teams to meet project timelines.
- Assisted in scheduling work orders for field technicians, ensuring they had the correct tools and equipment on time.
- Maintained compliance with OSHA safety procedures and ensured all tools met safety requirements before deployment.
- Monitored ToolHound reports to verify documentation and immediately investigated any untracked or potentially hazardous items.
- Oversaw high-volume inventory turnover during emergency management season and mobilization/demobilization periods.
Operations Coordinator
Water Pro
08.2018 - 07.2019
- Created and processed invoices and daily sales deposits for over 200 active customers.
- Managed payment processing through credit cards and multiple payment platforms.
- Maintained detailed delivery logs to ensure on-time customer service.
- Assisted in resolving customer inquiries, complaints, or disputes to maintain satisfaction.
Aviation Maintenance Administrator
US Navy
07.2012 - 07.2018
- Scheduled and tracked 50+ weekly aircraft inspections and maintenance work orders.
- Managed and organized engine logbooks, technical publications, and compliance documentation.
- Compiled reliability trend data to assist in operational planning.
- Executed administrative tasks including reporting, filing, and correspondence.
- Maintained operational readiness by ensuring all maintenance documentation met regulatory standards.
Education
Associate of Applied Science - Psychology
Inter American University
Arecibo05.2016
Skills
- Operations Coordination
- Administrative Support
- High-Volume Scheduling
- Expense Processing & Auditing
- Vendor & Client Communication
- Travel Coordination (air, hotel, rental)
- Documentation Management
- Problem-Solving Under Pressure
- Rapid Deployment Logistics
- Data Tracking & Reporting
- Mondaycom, Concur, DRAT & Office Suite
- Bilingual: English & Spanish
LANGUAGES
Spanish
English
Timeline
Field Operations Administrator
Deployed Resources
07.2024 - 11.2025
Expense Analyst
Deployed Resources
09.2022 - 07.2024
Logistics Coordinator
Brookstone Emergency Svcs
12.2019 - 12.2021
Inventory Coordinator
Deployed Resources
07.2019 - 12.2019
Operations Coordinator
Water Pro
08.2018 - 07.2019
Aviation Maintenance Administrator
US Navy
07.2012 - 07.2018
Associate of Applied Science - Psychology
Inter American University