Stephanie Suggs
Pflugerville,TX
Summary
Driven and resourceful administrative professional with 20+ years of experience assisting with work of high-achieving executives. Track record supporting professional needs with well-organized precision. Successfully manages high-volume workloads in rapidly changing environments with strong project management and decision-making skills. Skilled at coordinating production plans and personnel resources to complete work under tight deadlines.
Overview
20
20
years of professional experience
Work History
Project Coordinator
Flooring Solutions, Inc.
07.2021 - 01.2024
- Successfully managed procurement and coordination of multiple projects simultaneously by prioritizing tasks according to urgency, resource availability, and alignment with organizational goals.
- Enhanced team collaboration through regular meetings, fostering a positive work environment for increased productivity, clear communication, and shared goal-setting.
- Collaborated with field personnel and internal members to address on-site issues as needed
- Coordinate, manage, and troubleshoot all activities relating to the purchasing process: executing purchase orders, analysis of required level of planning and overall scheduling of activities given available resources, monitoring transportation, and invoice evaluation
- Work directly with Project Management to ensure all projects are completed as efficiently and profitably as possible.
- Communicated between vendors and internal members regarding project details, including budget, estimate, and timeline
- Ensured client satisfaction through consistent communication, providing updates on progress and addressing concerns promptly.
- Strengthened relationships with vendors to secure favorable pricing on supplies while ensuring high-quality products were consistently delivered on time.
- Identified potential risks and developed mitigation strategies to minimize disruptions to project timelines.
- Managed budgets effectively, ensuring resource allocation was optimized for maximum project success.
- Developed comprehensive procurement plans, outlining scopes, timelines, deliverables, and milestones.
- Maintained accurate documentation of all projects, facilitating efficient audits and future reference.
- Negotiated contracts with vendors and suppliers, securing favorable terms for cost-effective procurement of resources needed for each project''s success.
- Maintained database and spreadsheets with accurate inventory and status.
- Created job files for each project and maintained current data in each file.
- Responded to requests for information on materials to inquiring parties.
- Assembled manuals for team usage from vendor-supplied product data sheets and submittal information.
- Reported regularly to managers on project budget, progress and technical problems.
- Sourced, vetted and managed vendors needed to accomplish project goals.
- Reduced project costs with effective budget management and resource allocation strategies.
- Developed and maintained project documentation for reliable records.
- Managed payroll data entry and processing for all subcontractors to comply with predetermined company guidelines.
- Completed all subcontractor administration and payroll including project required portals, CCIP, OCIP, LCP Tracker, Wrapworks, Procore, and Spec Intel.
- Delivered exceptional customer satisfaction by proactively addressing client concerns and meeting or exceeding expectations throughout the engagement process.
- Coordinated material procurement and required services for projects within budget requirements.
- Review vendor invoices for accuracy and approval.
- Negotiated and managed third-party contracts related to project deliverables.
Accounting Specialist
Peoples Community Clinic
03.2021 - 10.2022
- Enhanced financial reporting by creating clear and concise financial statements, providing insight into company performance.
- Develop, implement, and maintain cash and revenue accounting processes
- Timely and accurate deposit of all cash, checks, and credit card transactions with accurate recording of deposits in the general ledger
- Documentation of deposits maintained in compliance with the policies and practices of the clinic
- Deposit checks, audit cashiers' and billing company's paperwork to ensure that patient fee deposits tie to Next Gen batch postings
- Update daily patient fees check log, deposit reports, and EOB's; coordinate and distribute to appropriate staff
- Update daily development and miscellaneous check logs; coordinate and distribute to appropriate staff
- Work with Front Desk Supervisor to ensure proper controls are in place for cashiers' safes and cash bags
- Prepare entries for all deposits into MIP daily including, but not limited to checks, cash, credit cards, direct deposits
- Prepare MIP entries for accounts receivable as required
- Maintain General Ledger according to generally accepted accounting principles
- Assist with annual audit and grantor audits
- Prepare cash reconciliations as assigned
- Provide support on A/R reconciliation monthly
- Records retention coordination and maintenance for finance.
- Assisted auditors during annual audits, providing necessary documentation and addressing inquiries promptly.
- Developed strong internal controls to mitigate risks, safeguarding company assets and ensuring accurate financial reporting.
- Supported month-end closing process by preparing journal entries, account reconciliations, and variance analysis reports.
- Established effective communication channels with vendors and customers to resolve outstanding issues in a timely manner.
- Applied proper codes to invoices, files, and receipts to keep records organized and easily searchable.
- Investigated daily variances and corrected errors to resolve discrepancies.
- Reported financial data and updated financial records in ledgers and journals.
- Reconciled account information and reported figures in general ledger by comparing to bank account statement each month.
- Met accounting financial standards by providing accounting department annual budget information.
- Processed payments and documents such as invoices, journal vouchers, employee reimbursements, and statements.
- Processed credit card payments and reconciled credit card statements for accuracy in accounting process.
- Verified items billed against items ordered and reconciled differences through follow-up with vendor.
- Transferred data and documents to facilitate system migration and software updates.
Project Coordinator - Commercial Construction
Commercial Flooring Systems
02.2020 - 01.2021
- Assisted in the successful completion of projects by coordinating tasks, monitoring progress, and maintaining documentation.
- Reduced project completion times through effective task completion and resource allocation.
- Managed budgets effectively, providing financial oversight and securing cost savings where possible.
- Facilitated strong relationships with clients by maintaining open lines of communication throughout each project''s lifecycle.
- Optimized resources by tracking equipment usage, managing inventory levels, and coordinating supply deliveries.
- Managed resource estimates, project timeline, project milestones, task dependencies and critical path.
- Coordinated project activities with vendors and suppliers and maintained relationships.
- Created quality procurement plan, developed and maintained project documentation.
- Sourced, vetted and managed vendors needed to accomplish project goals.
- Reported regularly to managers on project budget, progress and technical problems.
- Analyzed project performance data to identify areas of improvement.
- Maintain accurate timeline of material procurement to provide accurate cost reports and schedule tracking.
- Supported timely product delivery by proactively identifying risks and developing mitigation plans.
Executive Assistant
Dona Ana Mutual Domestic Water Consumers Association
04.2016 - 10.2019
- Personal assistant to the Executive Director in all aspects of daily business function for the largest Municipal water and wastewater company in the state of New Mexico.
- Managed high-volume accounts payable, payroll, procurement for all departments and Board of Directors.
- Streamlined executive communication by managing emails, phone calls, and scheduling appointments.
- Improved accounts payable processes by implementing efficient systems and reducing processing time with meticulous invoice review and reconciliation efforts.
- Enhanced vendor relationships through prompt communication and timely resolution of discrepancies.
- Reduced outstanding accounts payable balances by diligently following up on invoices and negotiating payment terms.
- Contributed to financial reporting accuracy by reconciling accounts payable general ledger accounts monthly.
- Assisted in cash flow management by forecasting weekly payments and managing funds allocation accordingly.
- Supported audit preparation efforts, providing thorough documentation for accounts payable transactions as needed.
- Maintained accurate vendor records, ensuring proper tax compliance and streamlined communication channels.
- Facilitated cost savings by identifying duplicate payments and preventing overpayments through diligent invoice reviews.
- Strengthened internal controls by adhering to company policies and procedures regarding accounts payable processes.
- Provided cross-functional support for other finance departments as needed, fostering a cohesive team environment.
- Ensured compliance with federal and state tax regulations by staying up-to-date on the latest tax laws.
- Optimized company''s use of discounts offered by vendors for early or on-time payments through effective planning and prioritization.
- Safeguarded the company''s financial reputation by promptly addressing any payment disputes or inquiries from vendors.
- Assisted in creating training materials for new Accounts Payable Analysts, ensuring a smooth onboarding experience.
- Leveraged technology advancements to automate repetitive tasks, increasing productivity in the Accounts Payable department.
- Worked closely with IT to troubleshoot software issues and implement system improvements, enhancing overall efficiency in the Accounts Payable processes.
- Received vendor invoices, validated for accuracy and routed for approval to prepare for payment processing.
- Processed daily invoices, check requests and wire transfers of foreign and domestic currency.
- Assisted with annual audits by generating reports and collecting and consolidating invoice information.
- Managed complex accounting projects and special assignments.
- Handled sensitive and confidential documents and information to maintain corporate reputation.
- Generated financial statements to analyze utility cost, repair and maintenance expenses.
- Recorded deposits, reconciled monthly bank accounts and tracked expenses.
- Matched purchase orders with invoices and recorded necessary information.
- Managed and responded to correspondence and inquiries from customers and vendors.
- Reconciled company bank, credit card and line of credit accounts, investigating and resolving discrepancies to keep accounts audit-ready.
- Maintained account accuracy by reviewing and reconciling checks daily.
- Reconciled account information and reported figures in general ledger by comparing to bank account statement each month.
- Reconciled accounts, managed audits and updated financial records with remarkable accuracy.
- Streamlined bookkeeping procedures to increase efficiency and productivity.
- Strengthened financial operations by conducting bank reconciliations and financial reporting.
- Enhanced productivity by organizing travel arrangements and coordinating accommodations for executives, staff, and Board of Directors.
- Maintained confidentiality with sensitive documents, ensuring proper storage and distribution as needed.
- Assisted in the development of company policies and procedures, contributing to a more organized work environment.
- Managed office inventory, tracking supplies and placing orders to ensure smooth daily operations.
- Coordinated events for staff members, promoting team-building activities and boosting morale within the workplace.
- Served as a liaison between departments to facilitate effective communication throughout the company.
- Prepared and edited presentations on behalf of executives and Board of Directors for both internal meetings and external conferences.
- Contributed to budget management by monitoring expenses and providing detailed expenditure reports regularly.
- Aided in the recruitment process by screening resumes, scheduling interviews, and assisting with candidate selection.
- Collaborated on special projects to improve overall business operations within the organization efficiently.
- Provided professional administrative support during board meetings, including agenda preparation and minute-taking duties.
- Handled payroll processing tasks accurately while maintaining strict adherence to deadlines for timely payments.
- Ensured smooth daily operations through consistent maintenance of office equipment, troubleshooting issues when necessary.
- Developed strong relationships with vendors leading to improved contract terms resulting in cost savings for the company.
- Proactively identified areas requiring attention or improvement aligning priorities effectively in line with executive preferences.
- Delivered exceptional organizational support enabling executive focus on high-level strategic initiatives fostering company growth.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Organized and coordinated conferences and monthly meetings.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Screened calls and emails and responded accordingly to support executive correspondence.
- Updated spreadsheets and databases to track, analyze, and report on performance and sales data.
- Answered high volume of phone calls and email inquiries.
- Facilitated training and onboarding for incoming office staff.
- Used advanced software to prepare documents, reports, and presentations.
- Supported business and hospitality needs of corporate partners and staff during meetings and company events.
- Conducted research and analyzed data to provide detailed reports on various business topics.
- Transcribed meeting minutes to support sales, business development and senior management teams.
- Developed and maintained automated alert systems for important deadlines.
- Filed paperwork and organized computer-based information.
- Updated and maintained confidential databases and records.
- Worked with senior management to initiate new projects and assist in various processes.
- Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
- Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
- Coordinated events and worked on ad hoc projects.
- Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.
- Upheld strict timetables by maintaining accurate, balanced calendars.
- Promoted team productivity by keeping supplies organized and well-stocked.
- Wrote reports, executive summaries and newsletters.
Executive Assistant
Service Master
09.2015 - 04.2016
- Assisted executive management with special projects as needed to support overall business objectives.
- Modernized office processes by implementing efficient organizational systems and procedures.
- Managed payroll and benefits administration to ensure accuracy and compliance with company policies.
- Developed strong relationships with clients through exceptional customer service and timely responses to inquiries.
- Created a welcoming office environment by maintaining clean, organized spaces for staff use.
- Maintained strict confidentiality of sensitive information, upholding the highest standards of professionalism at all times.
- Optimized workflow within the office by delegating tasks effectively among team members according to expertise levels.
- Monitored inventory levels of office supplies, placing orders when necessary to prevent stock shortages.
- Fostered a positive work culture through open communication channels, promoting teamwork and collaboration among staff members.
- Updated reports, managed accounts, and generated reports for company database.
- Oversaw office inventory activities by ordering and requisitions and stocking and shipment receiving.
- Coordinated with vendors and suppliers to facilitate timely payments.
- Prepared and submitted monthly and quarterly financial statements to inform decision-makers.
- Oversaw appointment scheduling and itinerary coordination for both clients and personnel.
Claims Adjuster /Business Data Analyst
Mesilla Valley Transportation
02.2015 - 09.2015
- Evaluated insurance policies and analyzed damages to determine coverage.
- Prepared summaries of damage, payments, and policy coverage.
- Examined claims forms and other records to determine insurance coverage.
- Verified insurance claims and determined fair amount for settlement.
- Researched and analyzed policy contracts to verify proper payment of claims.
- Documented all investigation activity and presented reports to management.
- Substantiated legitimate claims and denied unjustified claims.
- Conducted comprehensive interviews of witnesses and claimants to gather facts and information.
- Mitigated risks and increased profitability with well-developed strategies for reducing future claims and costs.
- Organized, planned and documented materials for all activity in the Risk Department.
- Synthesized data into comprehensive quarterly written reports for management.
- Maintained suspicious claims database and prepared reports for supervisors.
- Conducted day-to-day administrative tasks to maintain information files and process paperwork.
- Identified insurance coverage limitations with thorough examinations of claims documentation and related records.
- Researched claims and incident information to deliver solutions and resolve problems.
- Reviewed and analyzed suspicious and potentially fraudulent insurance claims.
- Analyzed information gathered by investigation and report findings and recommendations.
- Analyzed information gathered by investigation and reported findings and recommendations.
- Evaluated original investigation reports and documents to resolve secondary concerns.
- Followed up with insured individuals regarding premium and deductibles payments.
- Identified suspicious losses and contacted manager for investigative assistance.
- Built relationships and influenced and motivated employees to drive operational improvements.
Insurance Claims Specialist
Allstate Insurance
02.2009 - 02.2015
- Enhanced customer satisfaction by efficiently managing insurance claims processes and providing timely resolutions.
- Increased productivity by streamlining claim processing procedures and implementing time-saving technologies.
- Strengthened client relationships by providing clear communication throughout the claims process, ensuring all parties were well-informed of progress and outcomes.
- Maintained compliance with industry regulations and standards by staying current on relevant laws, policies, and best practices for handling insurance claims.
- Sharpened professional expertise through continuous learning opportunities such as attending workshops, conferences, and pursuing industry certifications related to insurance claims management.
- Collaborated effectively with cross-functional teams to resolve complex cases involving multiple lines of business within the organization.
- Developed a strong knowledge of various insurance products to provide comprehensive guidance during the claims process for diverse clientele.
- Improved overall efficiency of the department by mentoring junior staff members on best practices in insurance claims handling and resolution techniques.
- Safeguarded company interests by diligently identifying potential subrogation opportunities to recover costs from responsible third parties when applicable.
- Facilitated smooth transitions between departments during claim handoff processes to ensure seamless coordination among internal teams for prompt resolution times.
- Optimized workload distribution among team members through effective prioritization of tasks based on urgency, complexity, and resource availability.
- Fostered a culture of continuous improvement by proactively identifying areas for process enhancements and implementing necessary changes within the claims department.
- Followed up with customers on unresolved issues.
- Monitored compliance with regulations and industry best practices to promote fair and proper treatment for insured customers.
- Responded to inquiries by answering questions, providing information and directing customers to appropriate resources.
- Performed administrative duties by verifying documentation, researching facts and contacting other parties involved to determine fault percentages and minimize potential losses.
- Utilized appropriate cost containment techniques to reduce overall claim costs.
- Prepared insurance claim forms or related documents and reviewed for completeness.
- Checked documentation for accuracy and validity on updated systems.
- Clarified coverage of losses to policyholders and provided assistance in itemizing damages and finding alternative living arrangements.
Education
No Degree - Accounting And Business Management
New Mexico State University
Las Cruces, NMSkills
- Attention to Detail
- Compliance Enforcement
- Resource Mobilization
- Multiple Priorities Management
References
References available upon request.
Quote
There are no secrets to success. It is the result of preparation, hard work, and learning from failure.
Colin Powell
Work Availability
monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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Work Preference
Work Type
Full TimeWork Location
RemoteImportant To Me
Company CultureWork-life balanceHealthcare benefitsPaid time offPaid sick leave4-day work weekFlexible work hoursWork from home optionPersonal development programsTimeline
Project Coordinator
Flooring Solutions, Inc.
07.2021 - 01.2024
Accounting Specialist
Peoples Community Clinic
03.2021 - 10.2022
Project Coordinator - Commercial Construction
Commercial Flooring Systems
02.2020 - 01.2021
Executive Assistant
Dona Ana Mutual Domestic Water Consumers Association
04.2016 - 10.2019
Executive Assistant
Service Master
09.2015 - 04.2016
Claims Adjuster /Business Data Analyst
Mesilla Valley Transportation
02.2015 - 09.2015
Insurance Claims Specialist
Allstate Insurance
02.2009 - 02.2015
No Degree - Accounting And Business Management
New Mexico State University
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