Shari Timblin
Seattle,WA
Summary
Results-driven and highly organized Office Administrator with 12 years of experience in overseeing daily operations, improving team efficiency, and ensuring exceptional customer service. Skilled in staff management, training, and development, while consistently striving to meet and exceed organizational goals. Demonstrates strong leadership, communication, and problem-solving abilities, with a proven track record of driving productivity and enhancing business performance. Adept at analyzing performance data, implementing process improvements, and fostering a collaborative work environment to achieve optimal results. Committed to delivering high-quality service while maintaining a focus on operational excellence and business growth. Office professional prepared for this role with comprehensive experience in administrative functions, scheduling, and office management. Known for driving efficiency and streamlining processes to support organizational goals. Excels in team collaboration and adapts readily to changing needs, ensuring reliable and consistent performance. Proficient in communication and organizational skills, traits highly valued by employers.
Overview
13
13
years of professional experience
Work History
Executive Assistant - Temporary Position
Creative Media Development
09.2020 - 10.2025
- Arranged travel arrangements, prepared itineraries, and scheduled meetings off-site
- Actively managed Executives’ daily schedules and calendars
- Processed expense reports
- Interacted with company personnel at all organizational levels
Office Administrator
Day Wireless Systems
01.2023 - Current
- Accounts payable/receivable
- Expense reporting
- Invoicing
- Prevailing wage management
- Inventory receiving and audit
- Order Management
- Inventory Replenishment
- Supply Chain audit
- Customer service
- Shipping
- Project Coordination
- Increased customer satisfaction through professional handling of inquiries and prompt resolution of issues.
- Demonstrated exceptional multitasking abilities while juggling diverse responsibilities, including reception duties and ad-hoc administrative tasks.
Sales Coordinator - Temporary Position
Cascade Engine Center
11.2022 - 01.2023
- Manage and coordinate all input of Sales orders into Macola
- Keep red folders up to date and accurate
- Order all parts for production jobs and manage ETA
- Schedule and coordinate production meetings
- Responsible to maintain information on Sales scheduling spreadsheet in timely manner
- Provide sales team support
- Prepare all shipping paperwork and arrange transportation of sales orders
Accounts Payable – Temporary Position
Ascendent LLC
07.2022 - 10.2022
- Processed and applied incoming payments for account customers daily using QuickBooks
- Provided project managers profit and loss spreadsheets
- Processed certified payroll using L&I website
- Skilled at working independently and collaboratively in a team environment.
Administrative Assistant - Temporary Position
Gause Law Offices
03.2022 - 06.2022
- Managed the case management system (CLIO), including tracking tasks and data entry
- Tracked hearings and kept master calendar
- Tracking hourly billing and generated monthly bills
- Credit control – tracked payments owed and bill collection
- Collaborated with CFO on maintaining data and reporting spreadsheets
- Downloading pleadings and organizing documents
- Improved document organization with thorough file maintenance, archiving outdated records as necessary for efficient retrieval when needed.
Accounting Specialist - Temporary Position
Pacific Coast Fruit Company
10.2021 - 02.2022
- Processed and applied incoming payments for account customers daily
- Professionally handled collections of past due accounts by calling, writing, emailing
- Answered customer service payment questions and issues in timely manner
- Complete and follow up of daily, weekly, and monthly tasks to ensure vendors were paid within PACA and other terms
- Entered and maintained customer and vendor data in the accounting software
- Processed credit memos
- Processed accounts receivables
- Processed accounts payables
- Processed and applied incoming payments for account customers daily
- Processed weekly customer account statements, including printing and mailing
- Provided customer service to payment questions and issues
- Reporting on uncollected accounts to the Accounting Manager and Controller
- Coached, trained, and delegated tasks to team members to meet specific department goals.
- Assisted auditors during annual audits, providing necessary documentation and addressing inquiries promptly.
- Supported month-end closing process by preparing journal entries, account reconciliations, and variance analysis reports.
- Reconciled account information and reported figures in general ledger by comparing to bank account statement each month.
Project Assistant – Temporary Position
Vigor Marine
03.2020 - 10.2021
- Produced the ‘Plan of the Day’ for ship crew and Navy personnel
- Performed a wide variety of advanced administrative work including maintaining a variety of statistical records using various databases; checked and tabulated statistical data; review, compute, and corrected data requiring analysis and coordination of several data sources and interpretation of policy
- Maintained Excel ship repair labor schedule
- Set up and maintain new projects and activities in IFS software
- Coordinated with other Departments on intercompany project set up
- Maintained Electronic Project Files
- Reconciling credit card charges for six individuals to ensure timely and accurate reimbursement, utilizing Certify
- Completed multiple tasks simultaneously to optimize project completion.
- Contributed to successful project outcomes by providing comprehensive administrative support to the team.
- Maintained a well-organized document repository for easy access to vital information during the lifecycle of projects.
Project support - Temporary Position
DKS Associates
10.2019 - 02.2020
- General administrative duties including data entry, phone support, ordering supplies, organizing files and office supplies/equipment
- Arranged meetings, travel, managed several calendars and prepared expense reports
- Processed labor invoices for 16 temporary employees
- Credit card reconciliation for five Executives
- Verified, and processed invoices with an attention to detail
- Maintained vendor files
- Coded and entered accounts payable data
- Prepared and submitted invoices to customers
- Coded and posted payments
- Assisted with monitoring client accounts for delayed payments
- Assisted with any unpaid invoices/invoice discrepancies
- Invoice processing for accounts payable and receivable
- Supplemented project administrative duties when needed
- Provided administrative support to project manager and team members
- Maintained and archived project documentation
- Acted as the liaison between subcontractors, accounting, and the project team
Executive Assistant
Pioneer Human Services
03.2017 - 07.2019
- Company Overview: Leading social enterprise that provides individuals with criminal histories the opportunity to lead healthy, productive lives
- Provided high-level, confidential administrative support to the Vice-President of Advocacy & Philanthropy anticipating and understanding needs and taking the initiative to prevent and or solve problems within our division
- Supported CEO and Board of Directors when needed
- Schedule management, utilizing advanced expertise with Outlook calendars and virtual resource tools to provide the information needed for appointments, meetings, and business travel
- Supported and implemented logistics for executive-level internal and external events
- Expert presentation development support using tools such as Microsoft PowerPoint, Word, Excel, and SharePoint
- Responsible for all logistics related to business travel to ensure travel efficiency; including providing extensive detailed travel itineraries and arranged lodging and transportation
- Generating expense reports, and reconciling corporate credit card charges to ensure timely and accurate reimbursement, verifying payments to corporate credit cards, utilizing QuickBooks software
- Reviewed, assessed, prioritized, communications, such as incoming calls, messages, and correspondence received
- Communicated and interfaced directly with internal and external customers and the Board of Directors through both written and verbal correspondence
- Conducted research and generated reports, preparing legal correspondence and presentations as needed
- Prepared requests for proposal (RFP) and contract documents
- Managed social media platforms by posting engaging content, placing ads and responding to target audiences
- Managed year end strategic planning meetings and presentation to leadership for 5 divisions
- Leading social enterprise that provides individuals with criminal histories the opportunity to lead healthy, productive lives
Administrative Assistant III
Pioneer Human Services
03.2016 - 03.2017
- Provided executive-level administrative support to the Vice President of Real Estate & Project Services and Senior Leadership, with a demonstrated ability to improvise, improve procedures, and meet demanding deadlines
- Liaison between all impacted departments to ensure proper communications and reporting practices
- Organized the details of special events, travel arrangements, corporate agendas and itineraries
- Directed distribution of company literature to stimulate client interest and sales
- Managed capital purchases, direct vendor relations, generated and maintained equipment tracking records
- Processed monthly expense reports reflecting supporting documents and budget code indexes
- Planned, coordinated, and implemented quality and cost-effective support services to management, administrative staff, and projects
- Assisted the project management team, providing support for tracking and monitoring of project schedules, budgets, updating and ensuring deliverable deadlines within the timeline
- Ensured accurate record-keeping with diligent data entry and database management for vital company information.
- Supported executive staff through scheduling meetings, coordinating travel arrangements, and preparing crucial documents.
Vocational Program Specialist
Pioneer Human Services
03.2015 - 03.2016
- Assisted high barrier clients in developing skills to find and retain employment
- Guided clients towards targeted resume building, and interviewing techniques
- Helped clients find educational opportunities and grants to benefit them towards higher economic self-sufficiency
- Provided a welcoming, supportive environment and excellent client service
- Taught job readiness classes and conducted mock interviews that successfully prepared clients for job interviews
- Provided advocacy for clients navigating community resources for those who were experiencing homelessness, medical, and transportation needs
- Conducted thorough needs assessments to identify gaps in service delivery and inform program development efforts.
- Evaluated program operations, successes and deficiencies to identify concerns and recommend strategies to enhance processes and elevate results.
- Streamlined communication channels between departments, enhancing overall organizational workflow efficiency as it pertains to the execution of assigned projects.
Volunteer
Food Lifeline
06.2014 - 12.2015
- Received and recorded food donations
- Conducted inventories as needed
- Organized incoming donations
- Responsible for making sure all food was within the expiration date
- Maintained clean, neat, and operational facilities to serve program needs.
- Represented organization positively and professionally while providing community with much-needed services.
- Mentored new volunteers, fostering a supportive and inclusive team environment.
Administrative Support for Front Desk
USO Northwest
12.2012 - 07.2014
- Welcomed Military personnel and their families
- Served food
- Maintained security of USO facility
- Worked effectively in fast-paced environments.
- Self-motivated, with a strong sense of personal responsibility.
- Skilled at working independently and collaboratively in a team environment.
- Proven ability to learn quickly and adapt to new situations.
- Worked well in a team setting, providing support and guidance.
- Excellent communication skills, both verbal and written.
- Demonstrated respect, friendliness and willingness to help wherever needed.
- Worked flexible hours across night, weekend, and holiday shifts.
- Organized and detail-oriented with a strong work ethic.
- Paid attention to detail while completing assignments.
Education
Business Psychology/Project Management - Project Management
City University Seattle
Seattle, WA01.2019
Leadership Academy Certificate - Leadership
Seattle Leadership Academy
Seattle, WA05.2018
Legal Administration Assistant (AA) -
Green River Community College
Auburn, WA01.2007
Criminal Justice Certification -
Green River Community College
Auburn, WA01.2007
Forensic Science Certification -
Green River Community College
Auburn, WA01.2007
Skills
- Microsoft Excel
- Microsoft Outlook
- Heavy Calendaring
- Microsoft Office
- SharePoint
- CLIO
- Produce Pro
- Accounts Payable/Receivable
- Macola
- NetSuite
- Shepherd
- Oracle
- QuickBooks
- Project Management
- IFS 10
- CFR TIP
- Beacon Flow Client 5
- Certify
- PayCom
- DelTek
- AR/AP
- Accounting
- Legal administrative support
Timeline
Office Administrator
Day Wireless Systems
01.2023 - Current
Sales Coordinator - Temporary Position
Cascade Engine Center
11.2022 - 01.2023
Accounts Payable – Temporary Position
Ascendent LLC
07.2022 - 10.2022
Administrative Assistant - Temporary Position
Gause Law Offices
03.2022 - 06.2022
Accounting Specialist - Temporary Position
Pacific Coast Fruit Company
10.2021 - 02.2022
Executive Assistant - Temporary Position
Creative Media Development
09.2020 - 10.2025
Project Assistant – Temporary Position
Vigor Marine
03.2020 - 10.2021
Project support - Temporary Position
DKS Associates
10.2019 - 02.2020
Executive Assistant
Pioneer Human Services
03.2017 - 07.2019
Administrative Assistant III
Pioneer Human Services
03.2016 - 03.2017
Vocational Program Specialist
Pioneer Human Services
03.2015 - 03.2016
Volunteer
Food Lifeline
06.2014 - 12.2015
Administrative Support for Front Desk
USO Northwest
12.2012 - 07.2014
Criminal Justice Certification -
Green River Community College
Forensic Science Certification -
Green River Community College
Business Psychology/Project Management - Project Management
City University Seattle
Leadership Academy Certificate - Leadership
Seattle Leadership Academy
Legal Administration Assistant (AA) -
Green River Community College
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