Sandra Ruiz
Whittier,CA
Summary
Personable New Account Coordinator with proven success in developing and maintaining sales/client relationships. 23 years in Administrative Compliance skills in identifying customer needs and implementing strategies to drive company growth. Strong organizational and communication abilities.
Overview
22
22
years of professional experience
Work History
NEW ACCOUNT COORDINATOR
Cintas -Rental Division 0693
Whittier, CA
11.2022 - 09.2023
- Conduct audits of new accounts to ensure accuracy and adherence to company policy requirements, mitigating potential risks and maintaining high standards of client service.
- Collaborate with sales team to identify discrepancies in the initial stage set up of new account contracts.
- Reduced errors in account setups by implementing rigorous quality control measures throughout the onboarding process.
- Proactively identified potential roadblocks during account onboarding, working closely with sales representatives and management to address these issues efficiently and effectively.
- Contribute to the success of company-wide initiatives aimed at enhancing overall customer experience through targeted process improvements within the New Accounts department.
- Organized and managed customer onboarding process for new accounts, ensuring smooth transition.
- Maintained up-to-date knowledge of industry trends and regulations to ensure best practices were consistently implemented across all new accounts processes.
- Enhanced team productivity by organizing and prioritizing tasks for optimal workflow efficiency.
- SAP proficiency: Manage account information and sales activities in Salesforce CRM system.
ACCOUNTS RECEIVABLE REPRESENTATIVE
Cintas -Rental Division 0693
Whittier, CA
11.2022 - 09.2023
- Proficiently utilize SAP/CRM software to accurately track and manage accounts receivable to identify outstanding debt.
- Matched purchase orders with invoices and recorded necessary information.
- Handled day-to-day accounting processes to drive financial accuracy.
- Maintained strong customer relationships through clear communication and timely resolution of disputes to ensure prompt payment and resolve any billing discrepancies.
- Complying with requirements when legal action is unavoidable.
- Reduced outstanding receivables by diligently following up on overdue payments.
- Managed payment plans for customers experiencing financial difficulties, maintaining good customer relations while minimizing losses.
- Alerting supervisors of customers unwilling or unable to pay outstanding amounts
ACCOUNTS RECEIVABLE REPRESENTATIVE
Cintas -Rental Division 0693
Whittier, CA
11.2022 - 09.2023
- Proficiently utilize accounting software to accurately track and manage accounts receivable to identify outstanding debt
- Communication with clients to ensure prompt payment and resolve any billing discrepancies
- Detail Review of invoices and reconciling accounts to maintain accurate financial records
- Researched and analyzed past due accounts to effectively collect outstanding balances
- Complying with requirements when legal action is unavoidable
- Alerting supervisors of customers unwilling or unable to pay outstanding amounts
- Negotiate payoff deadlines or payment plans
- Locating and contacting debtors regarding payment status.
ADMINISTRATIVE COMPLIANCE SPECIALIST
Mutual Trading Co., Inc
El Monte, CA
10.2018 - 11.2022
- Report directly to the CFO and have high visibility with Senior Leadership and liaise between employees and upper-lever management and effectively resolve any issues.
- Conducted internal audits to ensure compliance with company policies and procedures.
- Managed and maintained accurate records of regulatory documentation for business, import export, liquor licenses for offices in the United States, Japan, and Peru for organizational compliance.
- Establish working relationships with regulatory agencies.
- Adhere to deadlines in optimizing regulatory and operational performance.
- Collaborated with cross-functional teams to address and resolve compliance and compensation issues efficiently.
- Support senior leadership during executive decision-making processes by documenting equipment transfers and sales details.
- Assist Accounting Managers with sustainable, scalable administrative operations and project management support.
- Work with Warehouse, Human Resources, Sales, and I.T. Departments to help coordinate interdepartmental interactions to streamline and enhance company efficiency and policy compliance.
- Arranged travel and hotel accommodations for international business meeting visitors and for sales representatives traveling out of state & or internationally.
- Develop administrative processes to achieve organizational objectives and improve office efficiency.
- Oversee and cover Receptionist when out on leave.
- Ensured company policies compliance through audits, training, and documentation.
- Assisted in the preparation of regular reports for senior management, detailing compliance activities and progress towards established goals.
- Served as a point of contact for employees seeking guidance on compliance matters, instilling confidence in the organization's commitment to regulatory adherence.
- Developed strategies for addressing identified gaps in regulatory knowledge within the organization, enhancing overall compliance awareness.
- Assisted with training sessions to educate management personnel on compliance and regulatory standards through Teams Meetings and Power Point presentations.
- Worked closely with legal counsel to address any instances of non-compliance or potential violations promptly.
- Collaborated with external consultants to conduct independent reviews of company practices, bolstering confidence in our compliance efforts from both internal stakeholders and regulators alike.
GENERAL OFFICE TECHNICIAN
Department of Rehabilitation
Inglewood, CA
06.2018 - 10.2018
- Correspondence and phone contact for follow-up information with consumers, vendors, and service providers to implement the activities identified in the individual plan for employment
- Scheduled, arranged appointments, and provided clerical support to counselors, team managers, and job placement coordinators
- Consulted with team members regarding specific, complex, and difficult consumer inquiries and concerns
- Completed consumer service requests for counselors/team members to ensure that services were correctly authorized using appropriate accounting codes, project codes, rates, and other information consistent with departmental, state, and federal regulations
- Conducted a portion of a group/applicant orientation to provide information to applicants and consumers regarding DOR
- Responded to inquiries from consumer-related and external stakeholders to expedite timely provision of information and services
- Utilize Microsoft Office suite and Google Suite for daily office tasks
- Data entry, maintaining office files, and answering phone calls professionally
- Prepared invoice dispute notifications to vendors
- Reviewed incoming invoices to ensure proper completion and accounting codes for payment processing.
OPERATIONS SPECIALIST / BILLING COORDINATOR
Republic Services
Sun Valley, CA
02.2017 - 06.2018
- Responsible for maintaining confidential employee files and ensure commercial drivers are following DOT Driver's License and medical exams, along with uploading proper medical files in computer system in a timely manner
- Ensured all accident files, safety and worker compensation records and driver certification files are maintained according to federal, state and company policy
- Coordinated with the operations management team in accident investigation and follow up with insurance companies and claimants
- Weekly and monthly reporting of driver productivity hours
- Reviewed DMV Pull Notice Annual Review with employees to ensure eligibility is current to drive a commercial vehicle
- Completed and maintain a variety of report as directed by the Operations and District Managers
- Use of software tools to manage a variety of tasks, such as procurement, time and attendance, safety incidents, and contract labor
- Conducted monthly financial analysis to identify cost-saving opportunities
- Collaborated with cross-functional teams to streamline operations and improve efficiency
- Managed billing process for 200+ clients, ensuring timely and accurate invoicing
- Coordinated billing processes for multiple clients, ensuring accuracy and timely submissions
- Managed vendor relationships, negotiating contracts and resolving payment discrepancies
- Implemented new software system to streamline operational processes and improve efficiency
- Trained and supervised team members on billing procedures and best practices
- Processed credit card payment from customers over the phone
- Performed basic and routine research to resolve differences or unidentified/misapplied payments
- Posted cash receipts to customer accounts based on information from lockbox reports and local cash receipt listings
- Followed up with customers and other division staff/management to resolve identified discrepancies
- Reviewed invoices for completeness and accuracy.
OPERATIONS SPECIALIST
Waste Management
Corona, CA
05.2001 - 12.2016
- Assisted with data collection and reporting required for incentive pay programs and city reporting, diversion reporting, and billing
- Completed and maintain a variety of reports such as monthly productivity and financial reports as directed by the District Manager
- Point of contact for employees regarding any HR related material and or questions when HR representative is not present on site
- Administrative support to the District Manager, Operations Supervisor, and Fleet Manager
- Assisted with truck parts inventory, purchasing, and truck repair order processing
- Maintained DMV truck registration and vehicle operation
- Managed daily truck dispatch operations, ensuring on-time delivery and customer satisfaction
- Oversaw inventory control and warehouse organization, leading to improved efficiency and reduced errors
- Implemented process improvements to streamline operations and cut costs
- Conducted training sessions for new staff members on company procedures and safety protocols
- Lead trainer for less experienced personnel within the division or other divisions
- Updated and maintain city business licenses and files
- Coordinated with management in accident investigation reporting and follow-up communication with insurance company and claimants
- Ensured all accident files, safety and worker compensation records and driver certification files are maintained according to federal and state requirements and company policy
- Reviewed DMV Pull Notices and Annual Review of Motor Vehicle Records and monitoring of random drug testing and assuring all tests completed within deadlines
- Responsible for maintaining confidential employee files and ensure employee updates on DOT and Driver's Licenses are uploaded for compliance in a timely manner.
Education
Associate of Arts - Communication
Citrus College
Glendora, CAAssociate of Arts - Communication
Citrus College
Glendora, CAOSHA 511 - OSHA Compliance
UCSD
San Diego, CA01.2012
High School Diploma -
Mountain View High School
El Monte, CA06.1998
Skills
- Microsoft Office Suite Applications
- Microsoft Teams
- Data entry proficiency
- Compliance understanding
- CRM software knowledge
- Cross-Functional Teamwork
- Contract Administration
- Microsoft Outlook
- OneNote
- SharePoint
- Excel
- Word
- Time Management
- Organization
- Event, project coordination
- Bilingual; English and Spanish
- Credit, Supply Chain Management
- Negotiation
- Human Resources, Quality control
- Administrative support
- Compliance oversight
- Accounts Payable
- Legal compliance
- Attention to Detail
- Training and Development
- Verbal and written communication
- Fleet, asset management
- Schedule and calendar management
- Communication
- Adaptable to Changing Demands
- Employee Training
- Client Relationship Building
- Goal-oriented mindset
- Sales Support
References
- Epfinio Cabral III, Office Technician Cal/Promise Department of Rehabilitation, Riverside, CA, (626) 488-4797, EPPIEC3@gmail.com
- Toshimasa Kayama, Division III Sales Manager for Mutual Trading Co., Inc, El Monte, CA, (213) 718-8534, kayama@lamtc.com
- Richard Lavrinc III, Environmental Protection Specialist for Waste Management Inc., Fresno, CA, (832) 382-2227
Languages
English
Native or Bilingual
Spanish
Native or Bilingual
German
Elementary
Timeline
NEW ACCOUNT COORDINATOR
Cintas -Rental Division 0693
11.2022 - 09.2023
ACCOUNTS RECEIVABLE REPRESENTATIVE
Cintas -Rental Division 0693
11.2022 - 09.2023
ACCOUNTS RECEIVABLE REPRESENTATIVE
Cintas -Rental Division 0693
11.2022 - 09.2023
ADMINISTRATIVE COMPLIANCE SPECIALIST
Mutual Trading Co., Inc
10.2018 - 11.2022
GENERAL OFFICE TECHNICIAN
Department of Rehabilitation
06.2018 - 10.2018
OPERATIONS SPECIALIST / BILLING COORDINATOR
Republic Services
02.2017 - 06.2018
OPERATIONS SPECIALIST
Waste Management
05.2001 - 12.2016
Associate of Arts - Communication
Citrus College
Associate of Arts - Communication
Citrus College
OSHA 511 - OSHA Compliance
UCSD
High School Diploma -
Mountain View High School