Paola Fuertes

Office Administrator Responsibilities:

•Managing and organizing office operations and procedures.

•Answering and directing phone calls, emails, and other correspondence.

•Scheduling appointments, meetings, and travel arrangements for executives or team members.

•Assisting in preparation of reports, presentations, and other documents.

•Providing general administrative support to team members and managers.

Human Resources Management:

•Assisting with recruitment efforts, including posting job openings, and scheduling interviews.

•Conducting new employee orientations and onboarding processes.

•Maintaining employee records and ensuring compliance with HR policies and regulations.

•Assisting with performance management processes, including conducting evaluations and providing feedback.

•Coordinating training and development initiatives for employees.

Financial Management:

•Managing accounts payable and accounts receivable processes.

•Processing invoices, expense reports, and payments.

•Assisting with payroll processing for 30-40 employees and ensuring accurate and timely payments.

Cross-Functional:

•Collaborating with team members across departments to support various projects and initiatives.

•Assisting with special projects as assigned by management.

•Maintaining confidentiality and handling sensitive information with discretion.

•Maintain accurate project documentation, including contracts, change orders, correspondence, and meeting minutes.

Project Planning and Scheduling:

•Collaborate with project managers to develop project plans, timelines, and schedules.

•Create and maintain project documentation, including schedules, budgets, and resource allocation for over 20-30 projects.

•Develop and maintain project calendars, Gantt charts, and other tracking tools.

Communication and Coordination:

•Serve as central point of contact for team members, clients, vendors, and management.

Resource Management:

•Coordinate with internal departments or external vendors to ensure availability of resources.

•Monitor resource utilization and adjust schedules as needed to optimize efficiency.

Office Administrator Responsibilities:

•Overseeing and managing daily office operations.

•Supervising staff and delegating tasks as needed.

•Managing office budgets and expenses.

•Coordinating office maintenance, repairs, and renovations.

Human Resources Management:

•Assisting with recruitment efforts, including posting job openings, and scheduling interviews.

•Conducting new employee orientations and onboarding processes.

•Maintaining employee records and ensuring compliance with HR policies and regulations.

•Assisting with performance management processes, including conducting evaluations and providing feedback.

•Coordinating training and development initiatives for employees.

Financial Management:

•Managing accounts payable and accounts receivable processes.

•Processing invoices, expense reports, and payments.

•Reconciling bank statements and monitoring cash flow.

•Assisting with payroll processing for 20-30 employees and ensuring accurate and timely payments.

•Providing support during audits and preparing financial reports.

Project and Contract Management:

•Develop and implement project plans, including defining project scope, objectives, deliverables, and timelines.

•Allocate resources, including personnel, equipment, and materials, to ensure project requirements are met efficiently.

•Ensure projects comply with all relevant health, safety, and environmental regulations and standards.

•Maintain accurate project documentation, including contracts, change orders, correspondence, and meeting minutes.

•Research/submit permit requirements for construction projects in various jurisdictions, for example Loudoun, Fairfax, and Prince William County.

•Coordinate with utility companies to identify and mark underground utilities in project areas.

Customer Service:

•Greet customers in a friendly and approachable manner.

•Assist customers in locating products and providing information about features, prices, and benefits.

•Answer customer inquiries and address any concerns or complaints promptly and professionally.

Order Processing:

•Process customer orders accurately and efficiently using point-of-sale (POS) systems or order forms.

•Handle cash, credit card transactions, and other forms of payment securely.

•Verify product availability and provide estimated delivery or pickup times to customers.

Sales Support

•Assist with inventory management tasks, including receiving shipments, unpacking merchandise, and stocking shelves.

•Collaborate with team members to achieve sales targets and meet performance goals.

Opening and Closing Procedures:

•Responsible for opening and/or closing the store according to established procedures.

•Ensure all security measures are in place, including locking/unlocking doors, arming/disarming security systems, and securing cash registers.

Cash handling and register Management:

•Process sales transactions accurately using point-of-sale (POS) systems.

•Handle cash, credit card transactions, and other forms of payment securely.

•Count cash drawers at the beginning and end of shifts and reconcile discrepancies.

Customer Service:

•Greet customers warmly and provide assistance with product selection, sizing, and fitting.

•Answer customer inquiries and address any concerns or complaints in a professional manner.

•Ensure a positive shopping experience for customers by providing exceptional service and personalized attention.

Inventory Management:

•Assist with receiving shipments, unpacking merchandise, and stocking shelves.

•Conduct regular inventory counts to maintain accurate stock levels.

•Monitor product availability and coordinate replenishment as needed.