Victoria Thompson
Oviedo,FL
Summary
Executive Administrator with a strong background in construction administration and business operations. Expertise in managing permitting processes, payroll, and accounts payable, ensuring compliance with regulations and enhancing operational efficiency. Recognized for exceptional organizational skills and the ability to multitask in fast-paced environments.
Overview
1
1
Certification
20
20
years of professional experience
Work History
Executive Administrator
Advanced Air Conditioning, LLC.
Orlando, FL
04.2019 - Current
- Maintain and update on-call schedules, employee calendars, and operational spreadsheets.
- Process payroll and review Accounts Payable invoices for approval and payment.
- Create, manage, and post Accounts Receivable and Accounts Payable batches in Great Plains.
- Create and manage office meetings, project records, and truck transfer documentation in Great Plains.
- Create and maintain customer accounts, maintenance agreements, and service records.
- Managed permitting activities and inspection scheduling, ensuring compliance with local and state regulations.
- Prepare and processed Notices of Commencement (NOC) and Notices to Owner.
- Facilitated coordination of customer financing programs to streamline application processes, and manage financing documentation through Microsoft accounts, Converge, and Synchrony.
- Schedule cranes, lifts, and other equipment required for field operations.
- Manage office supply inventory and purchasing.
- Distribute weekly safety communications and documentation.
- Created labor warranty agreements to ensure customer service quality. and maintain customer warranty records.
- Answer multi-line phone systems, dispatch service calls, and coordinate technician schedules.
- Assigned job numbers to projects for tracking and organization purposes. Maintain project tracking systems.
- Process employee vacation requests and maintain attendance records.
- Serve as a Fire Drill Floor Monitor and participate in weekly management meetings.
- Register HVAC equipment and maintain installation records.
- Perform notarial services as a Florida Notary Public in support of business operations.
Construction Administrator
Advanced Refrigeration & Air
Orlando, FL
08.2014 - 04.2019
- Scheduled and tracked inspections to ensure project compliance.
- Scheduled cranes, lifts, and specialized equipment for construction projects to align with project timelines and requirements.
- Coordinated assignment of project job numbers to streamline workflow and tracking. and tracking of project job numbers.
- Maintained company calendars, weekly schedules, and job tracking lists to support project organization and team coordination.
- Coordinated new hire onboarding, preparing orientation packets and distributing safety equipment to ensure compliance and readiness.
- Prepared and distributed job review communications and project updates.
- Managed employee timesheets and maintained labor records.
- Ordered office supplies from vendors to maintain availability for daily operations.
- Ordered and managed Airgas cylinders and related operational supplies.
Administrative Assistant / Bookkeeper
Hosanna Ministries
Orlando, FL
08.2013 - 07.2014
- Managed receipts, deposits, and accounting records to ensure accurate financial oversight of ministry operations.
- Managed bank accounts using QuickBooks to ensure accurate financial tracking.
- Process weekly payroll and perform monthly bank reconciliations.
- Handled accounts payable and utility payments for multiple ministry properties to maintain operational continuity.
- Maintain financial records and spreadsheets for ministry members and programs.
- Tracked financial account balances and cash flow in Excel for accurate reporting.
- Processed year-end donation letters to meet 501(c)(3) reporting requirements and support donor relations.
- Record meeting minutes and provide administrative support to executive leadership.
- Produce and distribute monthly newsletters.
- Created worship presentation materials and church service slides for weekly services.
Administrative Assistant
Hosanna Building Contractors, Inc.
Orlando, FL
05.2010 - 08.2013
- Provided administrative support to the President and CEO.
- Handled phone inquiries, managed correspondence, and distributed office mail to facilitate effective communication.
- Updated project tracking spreadsheets and organized job records to enhance information accessibility.
- Coordinated building permit applications and scheduled inspections to ensure timely project progression.
- Ensured contractor licenses remained current and compliant.
- Executed notarial services for legal documents at the office. and supported special projects.
Cashier / Marketing Director
Cobblestone Auto Spa
Phoenix, AZ
07.2006 - 04.2010
- Delivered exceptional customer service while managing front-line operations to ensure smooth daily functions.
- Ordered supplies and managed customer rewards programs to enhance customer satisfaction and loyalty.
- Resolved customer concerns and supported marketing initiatives.
- Coordinated promotional materials and organized charitable donation events to support community engagement and brand visibility.
- Promoted to corporate support role, demonstrating quick adaptability and skill development.
- Maintained inventory and stocked supplies.
Education
GED -
Skills
- Executive Administration
- Construction Administration
- Permitting & Inspections
- Project Coordination
- Regulatory Compliance
- Financing Administration
- Payroll Processing
- Accounts Payable
- Vendor Coordination
- Document Management
- Client Relations
- Service Coordination
- Scheduling & Calendar Management
- Data Entry
- Great Plains
- QuickBooks
- Microsoft Office Suite
- Office Management
- Compliance Documentation
Certification
Florida Notary Public
Timeline
Executive Administrator
Advanced Air Conditioning, LLC.
04.2019 - Current
Construction Administrator
Advanced Refrigeration & Air
08.2014 - 04.2019
Administrative Assistant / Bookkeeper
Hosanna Ministries
08.2013 - 07.2014
Administrative Assistant
Hosanna Building Contractors, Inc.
05.2010 - 08.2013
Cashier / Marketing Director
Cobblestone Auto Spa
07.2006 - 04.2010