MELISSA D'Amore-Ruiz

• Assist Financial Planner with daily tasks
• Onboarding of all new financial clients
• Compose, edit, and finalize all applications for financial platforms
• Process all Required Minimum Distributions (RMD's) and Electronic Funds Transfer (EFT’s)
• Record all daily conversations for compliance
• Provide administrative support for office personnel and clientele
• Screen all incoming phone calls daily, taking messages and respond to all office emails
• Bookkeeping for business 12 clients which includes bank statement reconciliation, profit & loss statements and balance sheets
• Payroll, sales tax reporting and payment processing for 16 clients to include state and federal liabilities
• Facilitate and coordinate filing process for monthly, quarterly and yearly taxation submissions
• Invoice all clients and process payments
• Answer all client tax questions and help clarify new tax laws
• Assist in preparing tax returns and financial statements for over 800 clients
• Implemented online schedule to help coordinate appointments and time off for office personnel
• Perform routine clerical tasks such as mailing, copying, faxing, filing, and scanning and all appointments
• Set up and maintain in office chat (teams)
• Scheduled office meetings and client appointments for staff teams.
• Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.

Administrative Assistant

• Provide administrative support for two separate engineering offices and 12 personnel
• Screen all incoming phone calls daily, taking messages, and routing calls when necessary
• Assisted with on-boarding of new employees
• Perform routine clerical tasks such as mailing, copying, faxing, filing, and scanning, as well as greeting all visitors
• Assembled materials for new project quotes
• Updated project and proposal lists

PROJECT COORDINATION:

• Created database for over 20 years of records, improved access to over 1500 customer accounts and projects
• Researched all property information for new and potential projects using Federal Emergency Management Agency site, Assessor's County Parcel Maps, Geographic Information System, and utility sites
• Coordinated all projects and compiled all required documentation for jurisdiction submittal
• Calculate sewer and water requirements based on engineer plans
• Reviewed and proofed all redlined plans and corrections required for re-submittal
• Contacted customers for required authorizations and payments for submittals
• Prepared letters and project boards for town meetings required by zoning departments for new or rezone projects
• Assembled, delivered and retrieved all plans and reports for projects
• Proofread and edited legal documentation
• Collected all required information for jurisdiction's RFQ (request for quotation) applications
• AutoCAD editing for plan coversheets and American Land and Title Association Surveys
• Liaison between jurisdictions, engineers and customers for more streamlined approach to projects., Assisted the Relocation program manager by assembling over 500 information packets for classes attended by military members and their families
• Researched and assembled informational packets for military community which provided information facilitating their search for jobs and housing as well as assisting with their adjustment to area
• Input mandatory Pre-Separation data into AFFIRST; assembled required paperwork for mass briefings and answered questions
• Operated a variety of office automation equipment to include multi-line system, facsimile, copier, and scanner
• Conducted inventories and ordered supplies
• Proofread and edited documents, manuals, and training information; ensured correct formatting, grammar, and publication requirements were met
• Manned central desk; answered multi-line phone system for center, took appointments, and directed customers to proper classes and/or offices
• Received and routed messages to appropriate staff members
• Used AFFIRST program to update information of newly arrived customers as well as to track classes and appointments occurring in center
• Provided front-line customer service; greeted internal/external customers, scheduled appointments, and made follow-up phone calls
• Handled confidential data and records; ensured integrity of document and sustained compliance with Privacy Act/confidentiality standards
• Effectively resolved customer concerns at lowest managerial level
• Prioritized daily work operations; effectively managed time/resources
• Maintained loan locker; accounted for all items available for incoming and outgoing personnel
• Inventoried and purchased items needed for Loan Locker program; eliminated unsafe products and broken products
• Contacted personnel with overdue items and coordinated with First Sergeants on cases where members refused to return items.

ADMINISTRATIVE SUPPORT:

• Assisted the Relocation program manager by assembling over 500 information packets for classes

attended by military members and their families. Researched and assembled informational packets for

military community which provided information facilitating their search for jobs and housing as well as

assisting with their adjustment to the area.

• Input mandatory Pre-Separation data into AFFIRST; assembled required paperwork for mass briefings

and answered questions.

• Operated a variety of office automation equipment to include multi-line system, facsimile, copier, and scanner.

• Conducted inventories and ordered supplies.

• Proofread and edited documents, manuals, and training information; ensured correct formatting,

grammar, and publication requirements were met.

• Manned the central desk; answered multi-line phone system for the center, took appointments, and

directed customers to the proper classes and/or offices. Received and routed messages to appropriate

staff members.

• Used AFFIRST program to update the information of newly arrived customers as well as to track classes

and appointments occurring in the center.

• Provided front-line customer service; greeted internal/external customers, scheduled appointments,

and made follow-up phone calls.

• Handled confidential data and records; ensured integrity of document and sustained compliance with

the Privacy Act/confidentiality standards.

• Effectively resolved customer concerns at lowest managerial level.

• Prioritized daily work operations; effectively managed time/resources. Maintained loan locker;

accounted for all items available for incoming and outgoing personnel. Inventoried and purchased items

needed for the Loan Locker program; eliminated unsafe products and broken products.

• Contacted personnel with overdue items and coordinated with First Sergeants on cases where members refused to return items.

• Directed operations for 400,000 ft of warehouse space and over 30 lines of industrial wire for Thea & Schoen, a premier Manufacturer's Rep in the NY/NJ Metro area with a multitude of services including bundling, same day service and trucking capabilities
• All billing for trucking and wire divisions
• Verified accounts payable for check processing
• Reconciled past due accounts
• First stop in interviewing process
• Workmen's Compensation claim filing and mediation
• All state and local inspections, including Fire department and OSHA inspections: No violations for Fire department in 11 years
• DOT regulations including control of drug and alcohol testing
• Obtained motor vehicle records for all drivers per insurance requirements
• Established Canadian Standard Association certification
• Handled all Canadian Standard and Underwriter Laboratories inspections
• Worked with vendors to ship expedited orders per customer's needs
• Worked with outside and internal carriers to ensure requested delivery times
• Reviewed yearly contracts for outside vendors and contractors: kept certificates of insurance records up to date
• Reviewed new contracts for in-house trucking division
• Obtained Certificate of Compliance for new warehouse locations based on local building code requirements
• Obtained competitive pricing and order supplies for all departments
• Managed all cell phone ordering and troubleshooting
• Updated billing contracts and equipment
• Assistant to General Manager