Tracy Sosa
East Hanover,NJ
Summary
Experienced Office Management and Administration Professional experienced optimizing productivity, efficiency and service quality across various environments. Highly dependable, ethical and reliable support specialist and leader that blends advanced organizational, technical and business acumen. Works effectively with cross-functional teams in ensuring operational and service excellence. Strong leader and problem-solver dedicated to streamlining operations to decrease costs and promote organizational efficiency. Uses independent decision-making skills and sound judgment to positively impact company success.
Overview
21
21
years of professional experience
Work History
Office Manager/Accounting Officer
Fidelity Paper & Supply Corp
05.2017 - Current
- Maintained computer and physical filing systems.
- Created, maintained and updated filing systems for paper and electronic documents.
- Updated reports, managed accounts, and generated reports for company database.
- Developed and maintained successful relationships with vendors, suppliers and contractors.
- Coordinated special projects and managed schedules.
- Coached new hires on company processes while managing employees to achieve maximum production.
- Maintained positive customer relations by addressing problems head-on and implementing successful corrective actions.
- Recruited, interviewed and hired employees and implemented mentoring program to promote positive feedback and engagement.
- Cultivated positive rapport with fellow employees to boost company morale and promote employee retention.
- Certified ISO Representative
- Acts as a liaison between office and warehouse managers
- Help to maintain warehouse inventory in our SAP system
- Prepare for month end close, making sure everything closed on the AP and AR side
- Maintain customer record making sure their paperwork is up to date ie. W-9, tax exempt
Perkins Loan/Customer Service Manager
New Jersey Institute Of Technology, NJIT
07.2015 - 05.2017
- Resolved customer complaints while prioritizing customer satisfaction and loyalty.
- Took ownership of customer issues and followed problems through to resolution.
- Trained and regularly mentored associates on performance-oriented strategies and customer service techniques.
- Supervised employees and assessed performances to determine training needs and define accurate plans for decreasing process lags.
- Collaborated with upper management to improve customer service processes and support structures company-wide.
- Assumed ownership over team productivity and managed work flow to meet or exceed quality service goals.
- Followed through with client requests to resolve problems.
- Kept accurate records to document customer service actions and discussions.
- Devised a collection procedure for Accounts Receivable and implemented it across the department
- Audit collections on a monthly basis and check for any discrepancies
- Ensure all the Account Receivable collection accounts are balanced correctly monthly
- Handle all office supply orders
- Run aging reports, analyze yearly write offs
- Provide seamless back up for the Bursar
- Enter requisitions and make purchases for the Bursars’ Department within the yearly budget
- Track the status of the monthly collections and pay all monthly invoices for department
- Work with the Perkin’s loan servicer company ECSI and collection companies reconciling monthly
- Complete year end closing of collections and Perkins loans with the accounting department
Accounts Payable Manager
New Jersey Institute Of Technology, NJIT
04.2003 - 01.2012
- Managed accurate and timely processing of over 2000 invoices per month.
- Coordinated accounts payable functions and improved workflow for 5 staff members.
- Closely monitored accounts to post timely payments and resolve billing discrepancies.
- Positively interacted with all partners, employees and customers using exemplary communication and interpersonal talents.
- Worked up from Accounts Payable Clerk to Supervisor to Manager
- Partnered with finance team to complete month-end accruals and account reconciliations.
- Input all relevant transactions and supervised properly within accounting system.
- Built strong relationships with vendors to enhance cost offerings and accomplish favored customer status.
- Developed reports for senior management to outline expenditures, vendor spend and forecasting.
- Observed strict confidentiality regulations to maintain data security.
- Was responsible for cash management and disbursement activities within the department
- Played a key role in developing a new school wide processing system and also was a key member of the Implementation Team for the new system
- Active participant of Policies and Procedures writing team for Travel and Expense
- Created Accounts Payable Policies and Procedures
- Worked hand in hand assisting Auditors on a yearly basis with end of year audits
- Created weekly and monthly reports utilizing Cognos to improve departmental functions
- Created training manuals and used them to train faculty and staff on Banner Self-Service
- Matched, batched and printed checks as to send positive pay files to the bank on a daily basis
- Utilized Wells Fargo online banking system to check for fraudulent checks on a daily basis and place stop payments if needed
- Developed an ACH process and worked closely with the bank to stream line payments across the department for better functionality
- Create and send 1099 files to the IRS as well as maintaining all 1099 vendors
Education
MBA - Finance
New Jersey Institute of Technology
Newark, NJ06.2025
Master of Science - Business Analytic
New Jersey Institute of Technology
Newark, NJ06.2016
Bachelor of Science - Accounting
New Jersey Institute of Technology
Newark, NJ06.2015
Skills
- Billing
- Bookkeeping
- Office Management
- Customer Service
- Operations Management
- Supply Management
- Compliance Monitoring
- Staff Hiring
- Inventory Control
- Staff Management
- Workflow Optimization
- Organizational Skills
- Database Administration
- Team Bonding
- Documentation and Control
- Financial Reporting
- Clear Oral/Written Communication
- Project Management
- Financial Accounting
- Budget Administration
- Policy Implementation
- Regulatory Compliance
- Credit and Collections
- Excellent Multi-Tasking Ability
- Strategic Planning
- Policy and Procedure Modification
- Conflict Management
- Account Reconciliation
- Document Management
- Inventory Management
- Problem Solving
Additional Information
ISO 9001 Certfied /Manger
Timeline
Office Manager/Accounting Officer
Fidelity Paper & Supply Corp
05.2017 - Current
Perkins Loan/Customer Service Manager
New Jersey Institute Of Technology, NJIT
07.2015 - 05.2017
Accounts Payable Manager
New Jersey Institute Of Technology, NJIT
04.2003 - 01.2012
MBA - Finance
New Jersey Institute of Technology
Master of Science - Business Analytic
New Jersey Institute of Technology
Bachelor of Science - Accounting
New Jersey Institute of Technology
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