Victoria Penna
Summary
Proven leader in administrative efficiency, leveraging strong organizational abilities and project coordination expertise to streamline operations at UPS Supply Chain Solution/Cartage Services. Excelled in vendor relationship management and contract negotiations, significantly enhancing office productivity and collaboration. Demonstrates exceptional multitasking and communication skills, driving successful team and client relations.
Offering numerous years of experience in freight forwarding and logistics.
Overview
31
31
years of professional experience
1
1
Certification
Work History
Senior Administrative Associate in Freight Forward
UPS Supply Chain Solution/Cartage Services
05.2001 - 07.2024
- Kept files and records in content management systems such as MS SharePoint, EXCEL and others.
- Acted as backup for other employees by providing support and adapting to requirements of department.
- Coordinated trainings for new team members, overseeing onboarding details.
- Expertly coordinated logistics for functions both within and outside of organization.
- Categorized and processed sensitive documents with information of deeply personal nature.
- Streamlined workflow processes through the adoption of innovative software solutions specifically tailored to company needs.
- Improved office efficiency by streamlining processes and implementing time-saving strategies.
- Expedited invoice processing tasks resulting in prompt payment transactions while simultaneously reducing errors as it pertains to vendor accounts.
- Maintained a well-organized filing system, allowing for easy access to important documents when needed.
- Managed complex projects, ensuring timely completion and optimal results.
- Enhanced accessibility to vital information by diligently maintaining an up-to-date database of company contacts and organizational resources.
- Implemented standardized procedures to improve overall accuracy in document processing tasks completed by team members.
- Handled confidential information with discretion, maintaining strict confidentiality for sensitive company data.
- Served as liaison between multiple departments, facilitating clear communication channels that fostered cross-functional collaboration efforts.
- Reduced operational costs through effective vendor negotiation and cost analysis.
- Boosted employee morale through the organization of team-building activities that nurtured a positive work atmosphere.
- Increased departmental productivity with thorough training programs for new hires and ongoing professional development opportunities for staff members.
- Ensured smooth daily operations by addressing IT issues promptly and coordinating with technical support teams as necessary.
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Updated spreadsheets and databases to track, analyze, and report on performance and sales data.
- Managed filing system, entered data and completed other clerical tasks.
- Assisted coworkers and staff members with special tasks on daily basis.
- Managed phone and email correspondence and handled incoming and outgoing mail and faxes.
- Managed paper and electronic filing systems by routing various documents, taking messages and managing incoming and outgoing mail.
- Created and maintained detailed administrative processes and procedures to drive efficiency and accuracy.
- Built and maintained excellent customer relationships through timely response to inquiries and going above and beyond to accommodate unusual requests.
- Continually sought methods for improving daily operations, communications with clients, recordkeeping, and data entry for increased efficiency.
- Interacted with vendors, contractors and professional services personnel to receive orders, direct activities, and communicate instructions.
- Identified and recommended changes to existing processes to improve accuracy, efficiency, and quality service.
- Liaised between clients and vendors and maintained effective lines of communication.
- Facilitated timely delivery of special projects to meet organizational and departmental objectives.
- Performed research to collect and record industry data.
- Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders.
- Surpassed team goals by partnering with colleagues to implement best practices and protocols.
- Increased office participation in special events by creating newsletter with detailed calendars and other office updates.
Data Entry Administrator
Fritz International Acquired by UPS
06.1995 - 05.2001
- Maintained high levels of data confidentiality, adhering to strict security protocols and guidelines.
- Improved data accuracy by meticulously verifying and correcting information during entry.
- Reduced errors and increased efficiency through thorough proofreading and editing of entered data.
- Remained adaptable to changing workloads and priorities while maintaining a high level of organization and attention to detail.
- Managed large volumes of complex information, ensuring that all records were properly stored in appropriate databases.
- Demonstrated strong multitasking abilities by juggling numerous tasks simultaneously without sacrificing quality or accuracy.
- Optimized existing spreadsheets for better tracking and analysis of entered data.
- Provided ongoing support to colleagues by answering questions about specific data entries or offering tips on how to navigate the database system effectively.
- Facilitated smooth transitions during company mergers by effectively consolidating databases from multiple sources.
- Expedited invoice processing times by accurately entering financial data into accounting systems.
- Enhanced team productivity with efficient communication and collaboration on various data entry tasks.
- Trained new employees on proper methods for entering, organizing, and maintaining company database records.
- Contributed to the development of departmental policies and procedures regarding data entry best practices.
- Upheld a high level of customer satisfaction through timely resolution of inquiries related to entered data.
- Identified opportunities for process improvement within the department, resulting in more efficient workflows and increased overall productivity.
- Audited production reports, tracking data entry and processing errors.
- Participated in weekly conference calls with management to discuss department updates and strategies.
- Organized and updated databases, records and other information resources.
- Improved office operations by automating client correspondence, record tracking and data communications.
- Created organized filing system to manage department documents.
- Maintained primary relationship accountability for clients, overall servicing responsibility and client satisfaction to maximize profitability of client relationships.
- Cultivated strong relationships with vendors and partners supporting administrative operations.
- Negotiated and executed contracts on behalf of department.
Data Entry Clerk
Intertrans Transportation, Acquired by Fritz
06.1993 - 06.1995
- Completed data entry tasks with accuracy and efficiency.
- Followed established procedures to enter and process data correctly.
- Organized, sorted, and checked input data against original documents.
- Scanned documents and saved in database to keep records of essential organizational information.
- Verified accuracy of data entered into system to produce error-free reports.
- Sorted documents and maintained organized filing process.
- Prioritized tasks effectively to ensure timely completion of all assigned projects without sacrificing attention to detail.
- Maintained strict confidentiality of sensitive client information, ensuring compliance with industry regulations and company policies.
- Created and maintained data entry logs to track data entry activities.
- Communicated with supervisors and colleagues to process data quickly and resolve discrepancies.
- Prevented costly mistakes by proactively identifying discrepancies in numerical entries and rectifying them promptly.
- Performed regular audits on database content to identify outdated or inaccurate records requiring updates or removals.
- Streamlined invoice processing, ensuring timely payments and financial record accuracy.
- Maintained confidentiality and security of all information, ensuring compliance with data protection regulations.
- Contributed to customer satisfaction, resolving inquiries and issues with prompt data retrieval.
- Improved data accuracy by meticulously reviewing and updating customer information.
- Enhanced team productivity with organization and filing of documents both digitally and physically.
Education
High School Diploma -
Riverside High School
El Paso, TX06.1984
Skills
- Strong Organizational Abilities
- Project Coordination Expertise
- Team Leadership Qualities
- Effective problem solving
- High-Level Multitasking
- Vendor Relationship Management
- Contract Negotiations
- Document Preparation and Editing
- Customer Service
- File Organization
- Relationship Building
- Office procedures
- Maintaining records
- Records retention
- Data Processing
- Records Management
- Database Maintenance
- Clerical Support
- Teamwork and Collaboration
- Problem-Solving
- Fast Learner
- Problem-solving abilities
- Multitasking
- Attention to Detail
- Reliability
- Team Collaboration
- Active Listening
- Adaptability and Flexibility
- Customer and client relations
- Document and File Management
- Customer relations and communications
- Decision-Making
- Office Administration
- Documentation and Recordkeeping
- Data Entry
- Confidentiality and Data Protection
- Self Motivation
- Database entry
- Excel spreadsheets
- Critical Thinking
- Excellent Communication
Certification
Employee of the month
Perfect attendance
Anniversary
Committee and volunteer
Completion of training modules
Languages
Swahili
Elementary
Timeline
Senior Administrative Associate in Freight Forward
UPS Supply Chain Solution/Cartage Services
05.2001 - 07.2024
Data Entry Administrator
Fritz International Acquired by UPS
06.1995 - 05.2001
Data Entry Clerk
Intertrans Transportation, Acquired by Fritz
06.1993 - 06.1995
High School Diploma -
Riverside High School
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