VIANCA VALENCIA-LOPEZ
Chula Vista,CA
Summary
Experienced administrative professional with a strong background in office management, scheduling, and communication. Skilled in efficiently handling multiple tasks to ensure smooth operations and support executive teams. Known for reliability and fostering a positive work environment. Organized and performance-oriented individual who successfully coordinates resources and directs administrative personnel to meet professionals' job needs. In-depth understanding of budgets, payroll, and office organization needs. Skillfully coordinates resources and provides administrative support to keep operations smooth and boost team productivity.
Overview
14
14
years of professional experience
1
1
Certification
Work History
Administrative Assistant
Southwest Key Programs
08.2024 - Current
- 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.
- Promoted a positive work environment through effective communication skills and fostering professional relationships among colleagues.
- 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.
- Assisted in onboarding new employees, providing training materials, and coordinating orientation schedules to ensure a smooth integration into the team.
- Optimized calendar management for executives by scheduling appointments strategically while considering priorities and minimizing conflicts.
- Organized office events such as holiday parties or team-building activities, promoting a positive company culture and boosting employee morale.
- Streamlined invoice processing procedures to ensure timely payment of vendors while minimizing errors in financial records.
- Enhanced office environment, organizing spaces for better workflow and employee comfort.
Office Administrator/Project Coordinator / Lead Staffing
National City
08.2022 - 04.2023
- Applied advanced administrative and analytical skills in overseeing day-to-day operational activities
- Monitored front areas so that questions could be promptly addressed
- Coordinated communications, financial processing, registration, recordkeeping, and other administrative functions
- Edited documents to improve accuracy of language, flow, and readability
- Provided backup to front desk to step in to assist with various tasks whenever employee was absent or at lunch
- Assisted in preparation and processing of payroll to facilitate prompt staff payments
- Improved customer satisfaction scores through application of superior conflict resolution and problem-solving skills
- Resolved issues through active listening and open-ended questioning, escalating major problems to manager
- Interacted with customers by phone, email, or in-person to provide information
- Oversaw appointment scheduling and itinerary coordination for both clients and personnel
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors
- Maintained electronic and paper filing systems for easy retrieval of information
- Tracked office supplies and restocked low items to keep team members on-task and productive
Detention Processing Technician
County Sheriffs
05.2021 - 08.2022
- Kept operations in compliance with company, safety and legal requirements
- Communicated processing instructions to other workers
- Received property from incoming inmates, provided receipts and inspected items for contraband
- Employed de-escalation techniques, verbal commands to unruly inmates
- Processed inmate intake and re-assignment by completing paperwork, conducting searches and fingerprints by California Database
- Maintained inmate logs and entered information into electronic offender record systems for regulatory monitoring
- Maintained clear and open communications with facility areas to support safe operations
- Completed records by waiting for Judge to send court remands and schedule inmates to court hearings in a timely manner
- Sent faxes to other county jails to verify inmate felony records
- Scheduled ICE pick up dates and inmates to be picked up
- Scheduled inmate release paperwork upon arrival
Accounting Lead
Walz Properties
11.2011 - 03.2019
- Partnered with auditors to track errors and add contributions to maintain accuracy
- Contributed to hiring, training and development of accounting teams
- Updated general ledger with latest entries
- Expedited payroll and invoicing by streamlining billing systems
- Reviewed business operations and obligations to help organization function at acceptable level
- Maintained confidentiality of files, conversations and documents
- Oversaw accounting team in servicing diverse clients
- Handled month-end and year-end finances by managing and reporting fixed assets and other data
- Assisted team members in transitioning to new system through extensive training and one-on-one support
- Directed accounting team in timely reporting of finances for diverse client businesses
- Reviewed documents and accounts for discrepancies and resolved variances
- Reviewed budgets and communicated discrepancies to senior management
Office Clerk
Furniture Warehouse
02.2011 - 11.2011
- Ordered office supplies and kept office stocked with needed resources to operate smoothly
- Provided clerical support to company employees by copying, faxing, and filing documents
- Handled incoming business and client requests for information
- Welcomed office visitors and alerted staff to arrivals of scheduled appointments
- Provided quality clerical support through data entry, document management, email correspondence, and overseeing operation of office equipment
- Provided clerical support, addressing routine, and special requirements
- Maintained composure in stressful situations and continued to provide helpful and kind guest services for fantastic customer satisfaction
- Managed daily data entry and kept clerical information accurate and up-to-date
- Delivered clerical support by handling range of routine and special requirements
- Maintained organized files and stocked supplies to support team needs and maximize performance
- Greeted incoming visitors and customers professionally and provided friendly, knowledgeable assistance
- Interacted with customers by phone, email, or in-person to provide information
- Created purchase orders and tracked invoices to avoid missed or delayed shipments
Education
Bachelor of Science - Integrative Psychology
National University
La Jolla, CA09-2027
High School Diploma -
Southwest High School
San Diego, CA06.2004
Skills
- Deposit Collection
- Customer Relationship Management
- Workforce Management
- Weekly Payroll
- Inbound Phone Call Handling
- Accounts Payable and Accounts Receivable
- Office Meetings
- Filing
- Microsoft Office
- Problem-Solving Techniques
- Office Equipment Maintenance
- Copying and Scanning
- Processing Procedures
- Managing Office Supply Inventory
- Scheduling Appointments
- Effective Written and Verbal Communication
- Financial Records and Processing
- Background Checks
- Payroll
- Payroll and Accounts Payable Receivable
- Office Reception
- Computer skills
- Data entry
- Customer service
- Office administration
Certification
- CPR/AED Certification
Languages
English
Native or Bilingual
Spanish
Native or Bilingual
Timeline
Administrative Assistant
Southwest Key Programs
08.2024 - Current
Office Administrator/Project Coordinator / Lead Staffing
National City
08.2022 - 04.2023
Detention Processing Technician
County Sheriffs
05.2021 - 08.2022
Accounting Lead
Walz Properties
11.2011 - 03.2019
Office Clerk
Furniture Warehouse
02.2011 - 11.2011
Bachelor of Science - Integrative Psychology
National University
High School Diploma -
Southwest High School
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