Summary
Overview
Work History
Education
Skills
Certification
Timeline
Generic

Vanessa Aguilar

Palos Hills,IL

Summary

Experienced in effectively managing office operations, providing top-notch administrative support, coordinating schedules, handling correspondence, and ensuring efficient office workflow. Proven abilities and strong work ethic. Committed to delivering high-quality results and exceeding expectations in a fast-paced environment.

Overview

19
19
years of professional experience
1
1
Certification

Work History

Crew Caller Extra List Clerk

Metra
02.2025 - Current
    • T&E, and OBS positions are filled daily this includes job vacancies, created by vacations, leave of absence, extra assignments, late or no show.
    • Ensure proper use of extra board in accordance with all applicable union contracts.
    • Keep accurate records of employee assignments; pull running boards and Punch report.
    • Prepare daily crew sign in sheets and ensure all employees sign in within prescribed time limits and are in compliance.
    • Prepares and distributes crew discrepancy notices as required.
    • Accounting procedures to ensure all assigned tools and equipment are logged according to procedures.
    • Post and distribute all relative employee related correspondence.
    • Responsible for handling sensitive records and information; therefore, confidentiality is a must.
    • Distribute, record and keep accurate records of issued tools and equipment for Station employees.

Branch Administrator

WESCO International
08.2016 - 02.2025
  • Oversee the branch's operations and ensure compliance with company policies.
  • Manage records, files, and databases.
  • Coordinate with different teams.
  • Monitor the facility's proper operation and handle daily accounting duties.
  • Perform various administrative functions.
  • Work closely with warehouse workers and drivers to report any damaged or short materials. Also, file claims with the carrier when necessary.
  • Enter receiving into the system so the order will print to ship to the customer.
  • Manage vehicles in compliance with all city, county, and state regulations. Maintain vehicle appointment and repair history records, prepare invoices and cost reports, and inspect
  • Vehicles, and perform other related duties.
  • Complied with regulatory guidelines and requirements.
  • Maintained confidentiality of bank records and client information to prevent mishandling of data and potential breaches.
  • Provide a variety of secretarial and administrative support services.
  • Receive and direct visitors and answer and screen phone calls.
  • Prepare correspondence, memorandums, and departmental weekly and monthly summary reports.
  • Proofread and edit department correspondence for grammar, syntax, and completeness.
  • Order and maintain office supplies and departmental forms. Establishes and maintains a filing system.
  • Prepares semi-monthly payroll forms and keeps daily timesheets.
  • Manage and control all materials coming in and out of the department.
  • Maintain Outlook calendar activities for assigned key staff and organize meeting schedules.
  • Performs all other related duties as assigned to meet the ongoing needs of the
  • Provide administrative support in a variety of functions to the team, department, or another group in the organization.
  • Collect, review, and analyze data and prepare reports, charts, budgets, and other presentation materials.
  • Respond to or route routine inquiries from external or internal sources.
  • Schedule and coordinate meetings, travel, and other group activities.
  • Be responsible for creating reports and distributing them on a regular schedule.
  • Managed assigned customer accounts, researched and reconciled disputed invoices with internal sales/ops partners.
  • Monitor and take appropriate action to collect past due receivables
  • Compile and analyze basic information for inclusion in reports or presentation materials, and prepare charts, graphs, or tables as necessary.
  • Receive and respond to routine correspondence following established procedures not require management review.
  • Handle confidential and sensitive material.
  • Independent decision making regarding planning, organizing, and scheduling work.
  • Contribute to proper resource utilization, cost containment, procedural compliance, and customer service levels.
  • Managed daily operations to maintain smooth workflow, overseeing scheduling, inventory management, and task delegation.

Customer Service/Dispatch Assistant

Pitt-Ohio
10.2006 - 11.2015
  • Provide full administrative support to management: Process line haul road sheets and payroll for the terminal, work on resolving return freight; distribute report via e-mail, manifest loads for delivery, scan shuttle manifest, key in load error report, all performed daily by a scheduled time.
  • Customer Service duties include: entering customer pick-up request, schedule delivery appointments for customer utilizing Appointment Manger, track shipments, maintain and edit customer billing information, enter re-bills, notify customers with a past due balance that payment is required at time of delivery, accept credit card payment over the phone.
  • Directly accountable for providing customer service to major accounts such as Buena Vista Videos, Sutton, Hercules, Tax-Air and Root River.
  • Performs numerous general office duties such as: data entry, answering phones, coping, filing and faxing, collects vehicle inspection reports.
  • Receives and sequences bill of lading for scanning in order to assign trailer and dock number.
  • Provides excellent customer service while taking pick-up orders from customers through telephone and fax.
  • Acts as liaison between corporate, customers, drivers and dispatch.
  • Implemented quality control measures within the dispatch process, identifying areas for improvement and addressing them proactively.
  • Increased customer satisfaction by providing clear and concise information on deliveries and expected arrival times.
  • Contributed to improved route planning by analyzing data trends and making recommendations for adjustments as needed.
  • Maintained accurate records of dispatch activities, ensuring timely delivery of goods and services.
  • Supported dispatch team in resolving issues promptly, minimizing delays and disruptions in service delivery.
  • Assisted in reducing response times for urgent requests through prioritizing tasks and coordinating resources effectively.
  • Ensured compliance with safety protocols during dispatch operations, reducing accidents and maintaining a safe working environment.
  • Liaised frequently with customers via phone or email to provide updates on order status or address any concerns they may have had.
  • Provided administrative support to the dispatch team, including maintaining organized documentation systems for easy reference.
  • Assisted in staff training initiatives, sharing best practices with new hires and reinforcing key skills among existing team members.
  • Played a key role in improving on-time delivery rates by monitoring driver progress closely throughout their assigned routes.
  • Coordinated with warehouse staff to ensure efficient loading of trucks, enabling timely departures for scheduled routes.
  • Managed the scheduling of drivers and vehicles to optimize resource allocation and reduce operational costs.
  • Provided exceptional customer service to clients by addressing inquiries or concerns promptly and professionally.
  • Enhanced dispatch efficiency by streamlining communication processes between departments.
  • Participated actively in weekly meetings with management teams to discuss dispatch performance metrics, identifying areas for improvement and implementing necessary changes.
  • Collaborated with other departments to improve overall logistics performance, streamlining processes across the organization.
  • Processed customer orders efficiently using company-specific software systems, ensuring all necessary information was captured accurately.
  • Optimized vehicle routing plans by analyzing historical data patterns and utilizing advanced mapping tools.
  • Communicated with drivers and personnel to coordinate timely delivery of goods and materials.
  • Managed conflict resolutions with customers, drivers and other personnel to encourage professional relationships and promote respect.
  • Tracked delivery progress to identify possible delays and provide real-time updates to customers.
  • Generated reports to track deliveries and maintain proper records and documentation.
  • Oversaw route and condition of field units to manage daily schedule and maintain organized shifts.
  • Trained and provided guidance to new team members to apply best practices and comply with protocols and regulations.
  • Scheduled and organized delivery routes.
  • Managed customer accounts and invoicing.
  • Received new orders, prepared documentation, and assigned personnel.
  • Tracked and monitored vehicle performance and maintenance.
  • Monitored and tracked dispatch communication systems.
  • Coordinated with drivers to facilitate efficient delivery routes and timely deliveries.
  • Communicated with customers to provide delivery updates and resolution.
  • Answered phone calls and responded to customer emails.
  • Scheduled deliveries and pickups according to customer needs.
  • Utilized dispatch software to enter customer orders, deliveries and receipts.
  • Preserved accurate records of dispatched orders, deliveries and receipts.
  • Assisted in resolving customer complaints and grievances.
  • Monitored flow of paperwork and directed information to appropriate departments.
  • Facilitated communications between customers and field personnel to answer questions or resolve concerns.
  • Coordinated schedules for optimal coverage of daily workload and adjusted quickly to changing demands.
  • Provided customers with information on products and services.

Education

High School Diploma -

Belford High School
Chicago, IL
01.2009

Skills

  • Payroll processing expertise
  • Accounts receivable processing
  • Claims management
  • Logistics management experience
  • Invoice processing and tracking
  • Accurate record keeping
  • Confidential information management
  • Strong attention to detail
  • Stock management
  • Problem-solving expertise
  • Critical thinking abilities
  • Proficient in managing multiple tasks
  • Proficient in organization techniques
  • Effective team leadership
  • Adaptability to change
  • Proactive self-starter
  • Proficient in Microsoft Office, Word,Excel & PowerPoint
  • Effective time management
  • Expertise in product features and benefits
  • Coordinated scheduling expertise
  • Record keeping
  • Professional writing skills
  • Proficient in handling multi-line phones
  • Crew scheduling
  • Decision-making
  • Data entry
  • Answering questions
  • Outbound and inbound calls

Certification

Hippa Certification- Unicare

Timeline

Crew Caller Extra List Clerk

Metra
02.2025 - Current

Branch Administrator

WESCO International
08.2016 - 02.2025

Customer Service/Dispatch Assistant

Pitt-Ohio
10.2006 - 11.2015

High School Diploma -

Belford High School

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