Vickie Poet
Cookeville,TN
Summary
Dedicated administrative professional with successful experience in fast-paced office settings. Hardworking team player with expertise in completing various clerical tasks and offering staff support. Responsible, punctual and productive professional when working with little to no supervision.
Overview
16
16
years of professional experience
Work History
Administrative Assistant
J Cumby Construction
11.2017 - Current
- Handled incoming calls on multiline phone system, directing calls appropriately and relaying messages to staff while also welcoming visitors.
- Prepared necessary paperwork for company bids, including assigning job numbers to newly awarded bids and obtaining city/county business licenses.
- Aided in preparation of certified payroll reports, wage requests, and liaised with subcontractors as needed.
- Managed reconciliation of vendor statements, drafted plans deposit letters, and scanned invoices for documentation.
- Verified checks against register, compiling supporting details such as invoices and tax certificates for check run.
- Managed mailing of accounts payable checks and facilitated submissions of website information.
- Organized and filed subcontracts, purchase orders, and change orders within designated job folders.
- Assisted Asset Manager by scanning invoices and equipment entries for record-keeping.
- Filed copies of customer check payments to corresponding job folders for proper documentation.
- Optimized office efficiency by implementing streamlined administrative processes and organizational systems.
- Supported team productivity by overseeing communication channels and ensuring prompt responses to inquiries.
- Maintained accurate records through meticulous data entry and efficient database management.
- Safeguarded sensitive information by adhering to strict privacy policies and implementing secure filing systems.
- Enhanced document organization through thorough file maintenance and archiving outdated records for efficient retrieval.
- Fostered positive work environment through effective communication and professional relationship-building.
- Managed office supply inventory, proactively ordering necessary items to prevent workflow disruptions.
- Stayed current with industry best practices and office software updates to maximize administrative efficiency.
- Managed supply restocking and placed purchase orders to maintain adequate inventory levels.
- Implemented record filing system to streamline document organization and management.
- Received and sorted incoming mail and packages, ensuring proper recording, dispatch, or distribution.
- Maintained databases to track and record customer data accurately.
- Created and updated spreadsheets and databases for performance and sales data analysis and reporting.
- Contributed to development and implementation of new administrative procedures.
- Sorted and distributed office mail and handled other deliveries efficiently.
- Devised strategies to streamline and enhance office procedures.
- Managed filing systems, data entry, and other clerical tasks effectively.
- Handled phone and email correspondence, along with incoming and outgoing mail and faxes.
- Provided assistance to coworkers and staff members with special tasks on daily basis.
- Managed paper and electronic filing systems, routing documents, taking messages, and managing mail flow.
- Established and maintained detailed administrative processes and procedures to ensure efficiency and accuracy.
- Implemented administrative work procedures to track staff's daily tasks effectively.
- Enhanced office efficiency by streamlining administrative processes and implementing organizational systems.
Configuration Management
Cummins Filtration, Inc.
01.2014 - 01.2015
- Oversee organization and maintenance of all configuration data files and extracts, ensuring accuracy and accessibility for weekly presentations to corporate, engineering, and manufacturing managers.
- Collaborate with relevant stakeholders to ensure that presentations accurately reflect backlog items and weekly improvement initiatives, providing insights into areas requiring attention or enhancement.
- Conduct monthly review meetings with external stakeholders to document actionable items and distributing these outcomes effectively to respective teams for implementation.
- Deliver comprehensive presentations and supporting documentation outlining improvement needs and strategies tailored to each department's requirements, fostering proactive approach to addressing challenges and optimizing processes.
Document Administrator
Flowserve Corporation
01.2013 - 01.2014
- Orchestrated seamless flow of documents for various engineering project orders, accommodating diverse sizes and complexities beyond standard orders.
- Verified correctness and completeness of each document according to specific requirements outlined in purchase orders from respective companies.
- Executed preparation of documents adhering to stringent guidelines set forth by Military, Department of Energy, or NASA, as well as NQA-1/ISO 9001 procedures.
- Enhanced document organization through implementation of efficient filing systems and adoption of digital archiving methodologies.
- Ensured prompt and accurate processing of documents to facilitate smoother business operations.
- Standardized workflows by employing consistent document templates and style guides to uphold brand identity.
- Managed large volume of documents with precision, ensuring accessibility and accuracy for all team members.
- Upheld strict confidentiality standards in handling sensitive documents, safeguarding company information and client confidentiality.
- Demonstrated meticulous attention to detail in managing extensive data entry tasks, ensuring precision in database input.
- Conducted thorough reviews of all documents and reports to verify completeness and accuracy before dissemination.
- Improved document organization by implementing efficient filing systems and digital archiving techniques.
- Ensured timely and accurate document processing for smoother business operations.
Accounting Assistant
DACCO
01.2012 - 01.2013
- Provided support and assistance to drivers, sprinters, and stores.
- Adjusted vendor accounting specifications to align with needs of DACCO team.
- Acted as backup for accounts payable duties.
- Conducted invoice entry, check issuance, filing, and maintenance of company checkbook register.
- Assumed responsibility for collections on vendor accounts as necessary.
- Generated and distributed monthly statements for vendor accounts.
- Collaborated with team members on special projects, offering valuable insights and problem-solving expertise.
- Ensured adherence to regulatory requirements by staying informed about changes in laws and adjusting accounting practices accordingly.
- Managed high-volume invoice processing tasks while consistently meeting tight deadlines for vendor payments.
- Fostered positive work environment by building strong relationships with colleagues and supervisors.
- Utilized accounting software to prepare weekly and monthly financial reports.
- Streamlined accounting processes through implementation of efficient organizational systems and procedures.
- Reduced errors in account reconciliation through meticulous attention to detail and thorough review of transactions.
Project Specialist
Philips Professional Luminaries North America
01.2010 - 01.2011
- Managed email communications, prioritizing and completing assigned tasks based on individual customer requests.
- Processed shipping orders, ensuring completeness based on availability and need for partial shipments.
- Verified each order's placement in appropriate warehouse for shipping, handling billing for both domestic and international shipments.
- Maintained accurate inventory counts, overseeing back orders and managing truckload billing processes.
- Ensured accuracy and completeness of all Human Resource documents, organizing and filing them appropriately.
- Digitized employee files and stored them in computer e-file system for global HR access.
- Maintained precise records of employee timecards, vacation accruals, and fielded insurance inquiries.
- Successfully managed multiple projects simultaneously, ensuring their timely completion and adherence to quality standards.
- Optimized project efficiency by improving communication and collaboration among team members.
- Elevated client satisfaction levels by consistently delivering projects on schedule and within budgetary constraints.
Purchasing Coordinator
ARC Diversified D/b/a AMP
01.2008 - 01.2010
- Coordinate procurement of all ingredients utilized in production for various entities including USDA, military, food banks, and school systems.
- Oversee pricing negotiations and vendor sourcing efforts, ensuring AMP secures best market pricing while also identifying new suppliers.
- Guarantee that all products adhere to kosher and domestic standards.
- Improve procurement efficiency through implementation of streamlined purchasing processes and adoption of cost-saving strategies.
- Negotiate advantageous pricing terms with suppliers, resulting in substantial annual savings for mpany.
- Collaborate with cross-functional teams to ensure timely delivery of products and services, thereby enhancing overall operational effectiveness.
- Cultivate strong relationships with key suppliers, fostering trust and collaboration that facilitate successful negotiations.
- Conduct thorough reviews of purchase orders to ensure accuracy and compliance with company policies, minimizing errors and potential disputes.
- Effectively manage inventory levels to minimize stockouts and excess inventory costs while ensuring optimal product availability.
- Monitor inventory levels to maintain safety stock levels across all products.
- Coordinate ordering and scheduling of oil tankers and product packaging for export or domestic use in accordance with USDA invitations.
Education
Trevecca Nazarene University
Nashville, TNSkills
- Clerical Support
- Reception oversight
- Office Administration
- Invoice Processing
- Database Management
- Travel Coordination
- Proofreading
- Microsoft Word
- Spreadsheet development
- Mail Management
- AP/AR proficiency
- Prioritization
- Time Management
Timeline
Administrative Assistant
J Cumby Construction
11.2017 - Current
Configuration Management
Cummins Filtration, Inc.
01.2014 - 01.2015
Document Administrator
Flowserve Corporation
01.2013 - 01.2014
Accounting Assistant
DACCO
01.2012 - 01.2013
Project Specialist
Philips Professional Luminaries North America
01.2010 - 01.2011
Purchasing Coordinator
ARC Diversified D/b/a AMP
01.2008 - 01.2010
Trevecca Nazarene University
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