Natalie Freitas
Livermore,CA
Summary
Experienced office professional with a background in billing, logistics, and management. Strong customer service skills and a knack for diffusing unhappy clients. Seeking to leverage my interpersonal skills to bring a solid billing focused perspective to the applied position at your company.
Overview
12
12
years of professional experience
Work History
OFFICE & BILLING MANAGER
DELCON HEATING & AIR CONDITIONING
Livermore, CA
09.2019 - Current
- Customer Service- Answer/route phone calls, updated phone prompt system
- Billing (AR & AP)- Invoicing customers (T&M, Progress, Retention Billings), record payments, collections, enter vendor bills for payment according to purchase orders, issue checks, account reconciliation, budgets
- Overhaul company documents to revamp, create new marketing material
- Create and implement master spreadsheets for job tracking, company passwords, account logins, instruction manuals for tasks, etc
- Work directly with CPA for year-end taxes
- Handle yearly audits from insurances, union, etc
- Filing, sort/process mail
- Handle Certificates of Insurance for Vendors and Customers
- Manage company record's
- Mentored junior staff members, providing guidance on best practices in billing management and fostering professional development
- Established strong relationships with clients, building trust through transparency in billing procedures and prompt resolution of issues.
- Managed the accounts receivable process, ensuring prompt payments from clients and minimizing outstanding balances.
- Implemented a thorough documentation process to maintain accurate records and facilitate audits by external parties.
OFFICE & BILLING MGR
REG'L PATHOLOGY & AUTOPSY SVCS, INC.
11.2016 - 02.2019
- Customer Service- Phone calls with families/clients explaining our services, diffusing difficult clients
- Case review and scheduling
- Billing- Invoicing, record/deposit checks, collections, enter and pay contractor invoices/employee reimbursements, enter vendor bills for payment
- Financial- Manage company bank accounts, reconciliation, issue checks, manage employee expense tracking using Tallie and make sure they are in compliance with company policies
- Operations- Bi-monthly executive meetings, oversee day-to-day operations, supervisor, enforce disciplinary action as needed, re-strategized daily operations and case delegation, revamped marketing materials, evaluate and reduce expenditure, interviewing and hiring.
OPERATIONS PLANNER
UNITED STATES PIPE AND FOUNDRY
11.2014 - 03.2016
- Daily use of SAP and Freight Manager System (FMS)
- Shipping- Run daily open order release report and create shipments accordingly
- Oversee that each created shipment has the correct packaging quantity and are within weight capacity
- Create paperwork for customer pick-ups (will-calls), process RMA's and set up returns
- Transportation- Assign carriers, schedule pick-ups, manager truck log, oversee that all loads are picked up and delivered on time
- Inventory- Run weekly report to find any discrepancies and work with the foreman to fix, constantly checking bin locations and stock at other locations
- Operations Planning- Assist in creating/revising/reviewing weekly casting schedules, generate casting/packaging orders in SAP for manufacturing to follow, provide lead-time to inside sales
- Accounts Payable- Add cost in SAP for all freight shipments (FTL and LTL), run report for any missing cost
- Customer Service- Phones, sales support.
EXECUTIVE ASSISTANT & LOGISTICS MGR
MYNTAHL CORPORATION
01.2012 - 10.2014
- QuickBooks- Bookkeeping/data entry/ reconciliations
- Accounts Receivable- Enter sales orders, invoicing, apply payments, collections, deposits
- Accounts Payable- Enter purchase orders and process bills
- Month-end cash account reconciliation
- Process and oversee shipments for all open orders, and generate packing slips
- Inventory- Physical count, process RMA's, make adjustments
- Process improvement and quality control (QC)
- Customer Service- Phones, sales support
- Executive Assistant- Order office supplies, book flights, apply for company credit cards
- Building Manager and Coordinator- Maintenance, quotes for repairs, T.I., projects, tenant contract review/revision
- Manage and market new product lines (with some use of Adobe Photoshop).
Education
ASSOCIATE - Business Administration And Management
FOOTHILL COLLEGE
06.2024
Skills
- Proficiency in QuickBooks, SAP and American Contractors
- Basic Photoshop skills
- Leadership skills
- Mechanically inclined
- Fast learner
- Highly detail oriented
- Ability to multi-task
- Excellent organizational skills
- Strive in efficiency
- Great time management skills
- Payment tracking
- Accounts Receivable
- Accounts Payable
- Cash Flow analysis
- Invoice Processing
- Expense Reporting
- HIPAA knowledge
- Collections experience
- Training and mentoring
- Insurance Verification
- Accounts receivable management
- Workflow Planning
- Process Improvements
- Program Improvements
- Collections understanding
- Operations Monitoring
- Personnel Oversight
- Collections Management
- Payment posting
- Willing to Learn
- Procedure optimization
- Customer Service
- Attention to Detail
- Critical Thinking
- Decision-Making
- Planning and coordination
- Relationship building and management
- Customer relationship development
Accomplishments
- Lowered company's cost with various vendors
- Re-strategized shipping methods to cut cost by up to 30% annually
- Earned praise from management for taking initiative to streamline office operations
- Implemented new processes (case delegation and call tracking system, expense tracking, controlled supply ordering.)
- Revamped marketing materials (brochures, letters, business cards)
References
LYNNSEY CUMMINGS, Office Assistant, Delcon Heating and Air Conditioning, Inc., (209) 879-3071
Timeline
OFFICE & BILLING MANAGER
DELCON HEATING & AIR CONDITIONING
09.2019 - Current
OFFICE & BILLING MGR
REG'L PATHOLOGY & AUTOPSY SVCS, INC.
11.2016 - 02.2019
OPERATIONS PLANNER
UNITED STATES PIPE AND FOUNDRY
11.2014 - 03.2016
EXECUTIVE ASSISTANT & LOGISTICS MGR
MYNTAHL CORPORATION
01.2012 - 10.2014
ASSOCIATE - Business Administration And Management
FOOTHILL COLLEGE