Virginia Rodriguez

Office & Operations Management:

• Streamlined office operations by managing supplies, coordinating mail distribution, and handling all inbound and outbound communication.
• Supported seamless onboarding and offboarding processes, ensuring a smooth transition for employees.
• Assisted with processing and validating monthly invoices to maintain accuracy and timeliness.
• Created, reviewed, and distributed comprehensive daily, weekly, and monthly reports for critical business initiatives.
• Resolved problems with high-profile customers to maintain relationships and increase return customer base.

Data Management & IT Tools:

• Generated and analyzed KPI reports for IT tools such as Daxtra, LinkedIn Recruiter, Indeed, Dice, and Bullhorn, driving data-driven decisions.
• Maintained and updated CRM (Bullhorn) to optimize customer relationship management and data integrity.

Team Coordination & Event Planning:

• Organized and facilitated team meetings, ensuring smooth communication and alignment on objectives.
• Planned and executed employee and client events, fostering team cohesion and positive client relationships.
• Processed travel expenses and reimbursements for executive team and senior management group.
• Organized and coordinated conferences and monthly meetings.
• Handled confidential and sensitive information with discretion and tact.
• Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
• Updated spreadsheets and databases to track, analyze, and report on performance and sales data.

Travel & Event Logistics:

• Managed travel arrangements and developed agendas for sponsored and budgeted marketing events, ensuring all logistical details were covered.

HR Compliance & Documentation:

• Managed the completion, verification, and timely submission of I9s through the E-Verify system, maintaining compliance with DHS regulations.
• Developed and maintained a comprehensive internal document library, supporting various departmental functions and audits.
• Processed and managed agreement addendums and certificates of insurance for new client partnerships, ensuring compliance with legal standards.

Strategic Contributions:

• Collaborated on the development of operational strategies aligned with long-term company goals, ensuring efficient implementation and progress monitoring.
• Used advanced software to prepare documents, reports, and presentations.
• Coordinated events and worked on ad hoc projects.
• Streamlined operations and prioritized tasks, allowing senior staff to increase productivity.
• Supervised operations staff and kept employees compliant with company policies and procedures.
• Analyzed and reported on key performance metrics to senior management.
• Reported issues to higher management with great detail.
• Directed initiatives to improve work environment, company culture or overall business strategy.

Payroll:

• Process payroll for 20-25 employees, ensuring accuracy and compliance with federal, state, and local tax regulations.
• Verify employee timecards and resolve any discrepancies.
• Generate payroll reports for management, audits, and compliance purposes.
• Ensure proper handling of payroll issues such as missed payments, adjustments, or corrections.

Assistance to CEO:

• Provide comprehensive administrative support to the CEO, including managing schedules, appointments, and travel arrangements.
• Act as the point of contact between the CEO, internal teams, and external stakeholders, ensuring timely communication and follow-up.
• Manage the CEO's calendar, prioritizing and scheduling meetings, conferences, and travel to maximize efficiency.
• Screen and manage calls, emails, and correspondence on behalf of the CEO, handling inquiries or redirecting them as needed.
• Assist in strategic planning, project management, and tracking the progress of key initiatives.
• Maintain confidential and sensitive information, exercising discretion and sound judgment in all communications.
• Coordinate with department heads and other team members to facilitate smooth operations across the organization.
• Manage special projects as assigned by the CEO, ensuring timely execution and reporting progress.

• Process invoices through Castle Group and ensure all information is correct
• Filed paperwork and organized computer-based information
• Reconcile credit card with backup receipts and invoices
• Reconcile and ensure all monthly payments with contracts were paid for the month
• Ensure all permits were up to date and process any pending permits
• Optimized organizational systems for payment collections, AP/AR, deposits, and recordkeeping.
• Managed phone and email correspondence and handled incoming and outgoing mail and faxes.
• Maintained inventory of office supplies and placed orders.
• Assisted coworkers and staff members with special tasks on daily basis.
• Managed filing system, entered data and completed other clerical tasks.
• Interacted with vendors, contractors and professional services personnel to receive orders, direct activities, and communicate instructions.
• Resolved issues through active listening and open-ended questioning, escalating major problems to manager.
• Create invoices for our restaurant and bill owners at the end of the month
• Create purchase orders for any supplies needed in the building
• Answered and managed incoming and outgoing calls while recording accurate messages
• Opened and properly distributed incoming mail
• Open tickets for any maintenance calls
• Handled and distributed petty cash when needed
• Verified that all customer complaints were handled promptly and appropriately
• Provided support to different departments if needed.

• Maintained inventory of office supplies and placed orders.
• Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
• Interacted with vendors, contractors and professional services personnel to receive orders, direct activities, and communicate instructions.
• Managed paper and electronic filing systems by routing various documents, taking messages and managing incoming and outgoing mail.
• Liaised between clients and vendors and maintained effective lines of communication.
• Established administrative work procedures to track staff's daily tasks.
• Assisted coworkers and staff members with special tasks on daily basis.

• Works closely and effectively with the CEO to keep him well informed of upcoming commitments and responsibilities
• Provides leadership to build relationships crucial to the success of the organization
• Organize contracts for clients including menu & quotes for events
• Communicate with clients on a regular basis to make sure every detail is complete
• Completes projects and special assignments by establishing objectives; determining priorities; managing time; gaining cooperation of others; problem-solving and adjust plans.

• Answered and managed incoming and outgoing calls while recording accurate messages
• Opened and properly distributed incoming mail
• Screened all visitors and directed them to the correct employee or office
• Introduced and monitored effective lease renewal programs
• Verified that all customer complaints were handled promptly and appropriately
• Monitored the timely receipt and reconciliation of rent collections in accordance with landlord and resident statutes
• Scheduled contractors for maintenance issues
• Maintained original leases and renewals for the management office
• Verified income, assets and expenses and completed file tracking sheet for each applicant
• Filed paperwork and organized computer-based information
• Answered a high volume of phone calls and email inquiries
• Conducted apartment tours for potential tenants and answered any questions
• Fully abstracted all leases and entered all pertinent information into the Yardi management system
• Reviewed all leases to guarantee that tenants received the proper level of service.
• Maintained inventory of office supplies and placed orders.
• Assisted coworkers and staff members with special tasks on daily basis.
• Identified and recommended changes to existing processes to improve accuracy, efficiency, and quality service.
• Kept reception area clean and neat to give visitors positive first impression.
• Managed multiple tasks and met time-sensitive deadlines.