Tonja Santiago
Menifee
Summary
Skilled Office Manager with a strong background in financial reporting and problem solving. Successfully coordinated projects and managed staff supervision, leading to improved workflows and enhanced client relationships.
Dynamic Office Manager recognized for effective team leadership and exceptional customer service. Adept at managing budgets and vendor contracts, contributing to operational efficiency and positive client experiences.
Experienced office manager and administration professional with several years of experience in overseeing wide variety of essential functions in bustling business. Analytical in optimizing productivity, efficiency and service quality across various offices within diverse environments. Highly organized with strengths in prioritizing tasks and managing deadlines.
Overview
5
5
years of professional experience
1
1
Certification
Work History
Office Manager
Aquatopia Water Gardens
Menifee
01.2021 - Current
- Managed daily office operations and maintained efficient workflows.
- Coordinated schedules and meetings for management and staff.
- Handled customer inquiries and resolved issues promptly and professionally.
- Tracked invoices and payments to ensure accuracy of accounts receivable and payable information.
- Resolved customer inquiries in a timely manner while maintaining positive relationships with clients.
- Supervised staff members, organized schedules and delegated tasks.
- Reviewed files and records to obtain information and respond to requests.
- Implemented and maintained company protocols to facilitate smooth daily activities.
- Provided administrative support to management team including preparing reports and presentations.
- Ensured compliance with applicable laws regarding employment practices.
- Reviewed contracts for accuracy prior to signing off on behalf of the company.
- Assisted with the preparation of budgets, forecasts and financial statements.
- Coordinated meetings, conferences, travel arrangements and department activities.
- Negotiated contracts with vendors, securing favorable terms and cost savings.
- Maintained confidential records relating to personnel matters.
- Resolved customer complaints or answered customers' questions.
- Guided employees in handling difficult or complex problems.
- Issued work schedules, duty assignments and deadlines for office or administrative staff.
- Developed work schedules according to budgets and workloads, covering priority tasks.
- Recruited, interviewed and selected employees to fill vacant roles.
- Managed accounts payable and receivable processes efficiently.
- Prepared monthly financial statements for internal review.
- Reconciled bank statements to ensure accurate records.
- Processed payroll and maintained employee compensation records.
- Assisted with annual audits by organizing financial documentation.
- Collaborated with management to develop budget forecasts and reports.
- Performed basic accounting, payroll and bookkeeping services to manage business operations.
- Ensured accuracy in all accounting entries and records.
- Generated invoices for clients and tracked payments received from customers.
- Performed month-end closing activities.
- Prepared financial statements, including balance sheets, income statements, and statement of cash flows.
- Resolved billing discrepancies with vendors or customers promptly.
- Maintained and reconciled general ledger accounts.
- Reviewed purchase documents and company receipts for reconciliation with statements.
- Helped businesses keep finances in order by managing accounting ledgers and recording journal entries.
- Provided assistance in preparing tax returns annually.
- Managed payroll processing for staff members.
- Maintained full compliance when executing and tracking bank reconciliations, A/P, invoicing, billing, and collections.
- Verified accuracy of vendor invoices against purchase orders prior to payment processing.
- Prepared bank reconciliations, managed field audits and reviewed accounting records for accuracy.
- Analyzed financial transactions, assigning to specific accounts.
- Reconciled vendor statements to assist in monthly closings.
- Advised management on financial decisions by analyzing trends and financial data.
- Prepared financial statements, including balance sheets and income statements, for review by management.
- Utilized accounting software to streamline bookkeeping processes, increasing efficiency.
- Coordinated with vendors and clients to resolve billing and payment issues.
- Handled sensitive financial information with confidentiality and integrity.
- Prepared and processed payroll.
- Checked postings and documents for correctness, accuracy and proper coding.
- Prepared detailed cost estimates for construction projects using software tools.
- Analyzed project specifications to identify material and labor requirements.
- Collaborated with project managers to review budgets and timelines.
- Communicated with suppliers to gather pricing and availability information.
- Reviewed blueprints and technical drawings for accurate estimation.
- Maintained organized records of estimates and revisions for future reference.
- Conducts site visits when necessary to gain better understanding of scope of work prior to submitting an estimate.
- Attends pre-bid meetings with prospective clients as needed.
- Presented prepared estimates by assembling and displaying numerical and descriptive information.
- Obtained bids from vendors and subcontractors to make cost-effective selections.
- Efficiently completed material orders, resulting in all projects being completed on time and under budget.
- Analyzed completed projects to compare estimated costs to actual costs, determining reasons for discrepancies.
- Collaborates with engineers, architects, owners, contractors and subcontractors on estimates.
- Negotiated pricing with suppliers and subcontractors to secure advantageous terms.
- Prepared estimates to use in vendor or subcontractor selection.
- Maintained confidentiality of client and prospective client information, protecting individual interests and business partnerships.
- Prepared estimates used by management for planning, budgeting and scheduling work.
- Coordinated project schedules and timelines for various construction initiatives.
- Managed communication between contractors, clients, and team members effectively.
- Assisted in the preparation of project documentation and reports regularly.
- Organized site meetings to discuss project progress and address concerns.
- Facilitated procurement of materials and equipment for ongoing projects efficiently.
- Supported budget management by tracking expenses related to construction activities.
- Collaborated with engineers and architects to ensure design specifications were met.
- Coordinated with contractors, architects and engineers to ensure project objectives were met on time and within budget.
- Assigned tasks to subcontractors and monitored progress of all phases of construction projects.
- Resolved conflicts among contractors or subcontractors in order to maintain successful completion timelines.
- Created daily logs documenting activities at job sites as well as any changes made during the course of a project's development.
- Facilitated communication between clients, vendors, contractors, inspectors and other relevant parties during the course of a project.
- Drafted letters or emails communicating updates on progress or delays related to ongoing projects.
- Managed change orders issued by clients or other relevant parties throughout the duration of a project.
- Reviewed contracts with vendors and subcontractors prior to execution in order to protect company interests.
- Negotiated contracts between third-party vendors providing services for construction projects.
- Monitored changes in scope or design, managing any necessary contract adjustments.
- Coordinated with legal teams to ensure all contracts, permits, and licenses were in place before project commencement.
Skills
- Office administration
- Budget management
- Vendor negotiation
- Invoice tracking
- Financial reporting
- Customer service
- Project coordination
- Staff supervision
- Problem solving
- Effective communication
- Detail orientation
- Team collaboration
- Scheduling
- Information protection
Certification
- Class B General License - California Contractor State Board issued
Timeline
Office Manager
Aquatopia Water Gardens
01.2021 - Current