Summary
Overview
Work History
Education
Skills
Timeline
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Sara G. Marquez

Los Angeles,CA

Summary

Proven track record in administrative roles, adept at navigating high-pressure environments with sound judgment and efficiency. Fast learner with a strong interest in learning, demonstrating flexibility while maintaining professionalism and a resilient attitude in challenging situations.

Overview

14
14
years of professional experience

Work History

Office Manager/Office Coordinator

IMEG Corp
Los Angeles, CA
02.2019 - Current
  • Manage reception area to ensure effective telephone and mail communications are in order both internally and externally to maintain professional image
  • Work closely with Client Executive on generating proposals for new fees for prospective clients, existing clients including ongoing projects
  • Update monthly WIP report for Project Managers and Client Executive
  • Complete monthly expense reports via Concur and keep track of credit card usage for office events including events that Client Executive attends
  • Accounting duties include processing vendor bills by approving and sending to accounts payable team
  • Weekly collection calls and emails to accounts with outstanding balances
  • End of year budget planning for business development and marketing events for Client Executive and staff to attend
  • Renew annual memberships and sponsorships before expiration dates
  • Coordinate with other team leaders attendance and sponsorship collaboration
  • Assist office staff of 15 with editing of letters, memos, reports, presentations; miscellaneous administrative work including preparation of shipping as becomes necessary
  • Update Salesforce database with sales leads and all awarded projects to be assigned to staff
  • Manage CE calendar for meetings and site visits for potential projects
  • Manage overall office calendar and schedule, including PTO, meetings, events and conferences
  • Coordinate lunch and learn meetings for staff
  • Organize events such as employee birthdays, summer picnics, Holiday year-end events, and team building
  • Organize yearly community involvement events utilizing yearly budget and staying within guidelines for these events
  • Maintain inventory of office supplies
  • Assist with negotiations of purchase of office supplies and furniture for entire staff in accordance with company purchasing policies and budgetary restrictions
  • General filing, both physical and electronic
  • Consolidate filing systems and ensure that these systems are up to date, both physical and electronic
  • Receiving and distributing communications including collection of mail
  • Perform work related errands when needed
  • Human Resource Support as needed with new hire first day paperwork and first day set up
  • Help with IT troubleshooting as needed.
  • Developed and maintained successful relationships with vendors, suppliers and contractors
  • Coordinated special projects and managed schedules

Office Manager

Nishkian Chamberlain Inc
Culver City, CA
01.2016 - 02.2019
  • Managed reception area to ensure effective telephone and mail communications are in order both internally and externally to maintain professional image
  • Supervised maintenance and alteration of office areas and equipment
  • Negotiated purchase of office supplies and furniture, office equipment, etc., for entire staff in accordance with company purchasing policies and budgetary restrictions
  • Consolidated weekly filing systems and ensured that these systems were up to date, both physical and electronic
  • Assisted office staff of 15 with editing of letters, memos, reports, presentations; miscellaneous administrative work including preparation of shipping as becomes necessary
  • Marketing & Business Development with Marketing Director and Principal under their direction assisted in sending information to potential clients
  • Updated Salesforce database with sales leads and all awarded projects to be assigned to staff
  • Managed office calendar for Principal and scheduled meetings.
  • Managed office calendar for staff of 15 for office events and conferences
  • Coordinated in-office lunch meetings
  • Managed and coordinated events such as career milestones, employee birthdays, summer picnics, end of year luncheon, and team building events
  • Accounting Duties: Processed accounts payable (AP), accounts receivable (AR), invoicing and payroll under direction of main accounting department in San Francisco.
  • Human Resource Support and Management included: Coordinated first day employee onboarding, insurance signups (health and life insurance), HSA signups, 401k signups. Coordinated computer set-up with IT department for new hires.
  • Managed employee vacation days, sick days and personal time off
  • Managed daily print logs for each project to include in client billing at end of month.

Office Manager

Peerless Materials Company
Vernon, CA
01.2010 - 12.2015
  • Managed two employees in customer service, providing mentorship and conducting annual performance reviews
  • Implemented documentation processes to track daily merchandise pickups, improving efficiency and ensuring completion
  • Calculated and prepared California and Arizona monthly taxes, filing and paying California taxes online
  • Prepared journal entries as necessary
  • Handled petty cash receipts as well as cash drawer from customers cash receipts
  • Received and processed daily customer check payments, enter phone/faxed orders, and process credit card payments
  • Participate in hiring efforts for office personnel
  • I trained six new hires on all current office procedures
  • Assisted with finalizing monthly warehouse production reports to calculate quarterly bonuses for production line employees
  • Ordered office supplies, scheduled maintenance for office equipment, reviewed invoices for accuracy before mailing out or emailing, and ensured training documentation was kept up to date
  • Scheduled flights for President of the company and applying mileage reward points when available
  • Maintained company calendar used by office staff, managers and sales reps
  • Assisted in answering phones to alleviate customer service team when short staffed
  • Conduct Accounts Receivable collection calls, managed Accounts Payable, and verified credit history on Credit.Net for new customers requesting payment terms
  • Reviewed new customer documents and set up in Quickbooks; process credit applications, confirmed delivery dates when drivers can be in the area, verified resale certificates and resale numbers with the State Board of Equalization
  • Assisted with year-end tasks and 1099 reporting
  • Answered phones and assisted in handling customer complaints and returns
  • Communicate closely with foreman on any rush orders and delays
  • Filed and managed insurance and workers comp claims, ensuring compliance with HR policies.
  • Updated reports, managed accounts, and generated reports for company database
  • Evaluated employee records and productivity and submitted evaluation reports

Education

Bachelor of Science - Business Finance

California State University - Los Angeles
Los Angeles, CA
06.2024

Associate of Arts - Business Administration

Los Angeles City College
Los Angeles, CA
06.2007

Skills

  • Administrative Oversight
  • Office Management
  • Clerical Operations
  • Training and Development
  • Financial Reporting
  • Travel Coordination
  • Confidential Documentation Handling
  • Technical Proficiency:
  • Quickbooks, Microsoft 365, Microsoft Teams, Outlook, Vantagepoint, Salesforce, Concur

Timeline

Office Manager/Office Coordinator

IMEG Corp
02.2019 - Current

Office Manager

Nishkian Chamberlain Inc
01.2016 - 02.2019

Office Manager

Peerless Materials Company
01.2010 - 12.2015

Bachelor of Science - Business Finance

California State University - Los Angeles

Associate of Arts - Business Administration

Los Angeles City College

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Sara G. Marquez