Vaitoa Heaven
Kenai,Alaska
Summary
Dynamic Administrative Assistant with proven expertise at various organizations in optimizing document organization and maintaining confidentiality. Skilled in numerous financial skills and vendor communication, I enhanced record-keeping accuracy and improved team collaboration, ensuring timely financial reporting and exceptional customer service. Committed to fostering positive relationships and streamlining office operations.
Overview
34
34
years of professional experience
Work History
Administrative Assistant
Alaska Christian College
Soldotna, AK
10.2023 - Current
- Maintained confidentiality of sensitive information by adhering to strict privacy policies and implementing secure filing systems.
- Ensured accurate record-keeping with diligent data entry and database management for vital company information.
- Improved document organization with thorough file maintenance, archiving outdated records as necessary for efficient retrieval when needed.
- Supported executive staff through scheduling meetings, coordinating travel arrangements, and preparing crucial documents.
- Optimized calendar management for executives by scheduling appointments strategically while considering priorities and minimizing conflicts.
Accounting Assistant
Freeport-McMoRan
Morenci, AZ
08.2022 - 12.2022
- Processed payments and documents such as invoices, journal vouchers, employee reimbursements, and statements.
- Managed high-volume invoice processing tasks while consistently meeting tight deadlines for vendor payments.
- Expedited invoice processing with effective communication between internal departments and external vendors.
- Reduced errors in account reconciliation through meticulous attention to detail and thorough review of transactions.
- Assisted in the preparation of monthly financial statements for timely and accurate reporting to management.
- Managed accounts payable and receivable, ensuring timely processing of invoices and payments.
- Streamlined invoice processing, reducing payment turnaround time with efficient data entry.
- Input financial data and produced reports using Software.
- Matched purchase orders with invoices and recorded necessary information.
- Inspected account books and recorded transactions.
- Supported management by processing invoices and documents with consistent on-time delivery.
Reservation Front Office
KOA Wilcox
Willcox, AZ
01.2023 - 09.2023
- Self-motivated, with a strong sense of personal responsibility.
- Worked effectively in fast-paced environments.
- Skilled at working independently and collaboratively in a team environment.
- Proven ability to learn quickly and adapt to new situations.
- Excellent communication skills, both verbal and written.
- Managed time efficiently in order to complete all tasks within deadlines.
- Strengthened communication skills through regular interactions with others.
Administrative Assistant
Frontier Community ServicesServices
Soldotna, AK
02.2022 - 07.2022
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Maintained confidentiality of sensitive information by adhering to strict privacy policies and implementing secure filing systems.
- Delivered excellent customer service through prompt responses to client inquiries, addressing concerns effectively, and building strong relationships.
- Ensured accurate record-keeping with diligent data entry and database management for vital company information.
Accounting Manager
Cook Inlet Citizens Advisory Council
Kenai
01.2018 - 05.2021
- Managed journal entries, collection efforts, reconciliations, and payroll processing.
- Managed banking reconciliations and monthly balance sheet statements.
- Managed relationships with external vendors, ensuring timely payments and accurate recording of expenses.
- Completed bi-weekly payroll for company employees.
- Tracked business revenue and expenditures and reconciled accounts to maintain high accuracy.
- Generated monthly and quarterly financial statements for executive review.
- Reduced discrepancies in financial data with thorough account reconciliations and adjustments.
- Managed successful audits by collaborating effectively with internal and external auditors.
- Coordinated efforts between the accounting team and other departments to ensure accuracy in interdepartmental transactions recording and proper cost allocation.
- Monitored budget allocation and expenditures to enforce compliance with company policies.
- Ensured compliance with tax regulations by preparing accurate federal, state, and local tax filings on time.
- Created and maintained financial databases for data entry, tracking and reporting.
- Achieved timely financial reporting through diligent preparation and analysis of monthly, quarterly, and annual reports.
- Optimized cash flow management through careful analysis of accounts receivable, accounts payable, inventory levels, and working capital requirements.
- Implemented efficient budgeting processes to forecast expenses and monitor actual performance against projections.
Administrative Assistant
Cook Inlet Citizens Advisory Council
Kenai, AK
11.2015 - 12.2017
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Maintained confidentiality of sensitive information by adhering to strict privacy policies and implementing secure filing systems.
- Delivered excellent customer service through prompt responses to client inquiries, addressing concerns effectively, and building strong relationships.
- Ensured accurate record-keeping with diligent data entry and database management for vital company information.
- Improved document organization with thorough file maintenance, archiving outdated records as necessary for efficient retrieval when needed.
- Coordinated office supply inventory management, proactively ordering necessary items before depletion to avoid workflow disruptions.
- Supported executive staff through scheduling meetings, coordinating travel arrangements, and preparing crucial documents.
- Organized office events such as holiday parties or team-building activities, promoting a positive company culture and boosting employee morale.
- Facilitated collaboration within team by organizing regular meetings and tracking project progress.
Accounts Receivable Supervisor
Pacific Marshalls Inc.
Majuro, Marshall Islands
01.1991 - 11.1992
- Enhanced team productivity by providing regular training on accounting software and tools.
- Conducted census, financial, and insurance reports of payors to determine necessary actions for overdue or credited accounts.
- Achieved consistent accuracy in billing processes through diligent oversight and proactive identification of errors.
- Conducted monthly account reviews to identify potential issues and maintain healthy aging reports.
- Provided exceptional support during annual audits by maintaining organized records and facilitating information requests from external auditors efficiently.
- Resolved accounts with late or skipped payments by contacting account holders or delegating to accounts receivable clerks.
- Oversaw credit approval process for new customers, minimizing risk of bad debt writeoffs.
- Managed a team of accounts receivable clerks, fostering a positive work environment that encouraged professional growth.
- Implemented stringent follow-up procedures for overdue payments, resulting in faster collection rates.
- Negotiated payment plans with delinquent customers, preserving long-term business relationships while recovering outstanding funds.
- Optimized collections efforts by prioritizing high-value accounts and strategizing targeted approaches.
Education
Associate Of Business Administration - Accounting And Business Administration
Northland Polytechnic
Whangarei, New Zealand11.1991
Skills
- Data entry
- Calendar management
- Document organization
- Confidentiality maintenance
- Invoice processing
- Vendor communication
- Customer service
- Meeting coordination
- Record keeping
- Financial reporting
- Team collaboration
- Office supply management
- Microsoft Word
- Microsoft Excel
- Customer and client relations
Timeline
Administrative Assistant
Alaska Christian College
10.2023 - Current
Reservation Front Office
KOA Wilcox
01.2023 - 09.2023
Accounting Assistant
Freeport-McMoRan
08.2022 - 12.2022
Administrative Assistant
Frontier Community ServicesServices
02.2022 - 07.2022
Accounting Manager
Cook Inlet Citizens Advisory Council
01.2018 - 05.2021
Administrative Assistant
Cook Inlet Citizens Advisory Council
11.2015 - 12.2017
Accounts Receivable Supervisor
Pacific Marshalls Inc.
01.1991 - 11.1992
Associate Of Business Administration - Accounting And Business Administration
Northland Polytechnic