Kayanna Smith
Washington
Summary
Dynamic Office Administrator at Samson Properties with proven expertise in streamlining operations and enhancing customer engagement. Skilled in managing office operations and document management, I successfully improved office organization and reduced administrative errors, fostering a productive work environment. Exceptional leadership in daily work ethics, driving team efficiency and satisfaction. Proven track record in streamlining administrative processes and supporting executive teams. Demonstrated expertise in multitasking and communication skills, ensuring smooth day-to-day operations.
Office professional prepared for this role with comprehensive experience in administrative functions, scheduling, and office management. Known for driving efficiency and streamlining processes to support organizational goals. Excels in team collaboration and adapts readily to changing needs, ensuring reliable and consistent performance. Proficient in communication and organizational skills, traits highly valued by employers.
Overview
13
13
years of professional experience
Work History
Office Administrator
Samson Properties
10.2019 - Current
- Managed office supplies inventory, ensuring efficient stock levels and timely reordering.
- Coordinated scheduling for meetings and appointments, optimizing executive calendars.
- Streamlined document management processes, enhancing retrieval speed and accuracy.
- Developed and maintained filing systems, improving overall office organization.
- Assisted in onboarding new employees, providing training on office procedures and tools.
- Led administrative support team, enhancing workflow efficiency through process improvements.
- Oversaw vendor relationships, negotiating contracts to ensure cost-effective services.
- 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.
- Coordinated communications, financial processing, registration, recordkeeping, and other administrative functions.
- Contributed to a positive work environment by fostering strong working relationships among colleagues.
- Increased customer satisfaction through professional handling of inquiries and prompt resolution of issues.
- Demonstrated exceptional multitasking abilities while juggling diverse responsibilities, including reception duties and ad-hoc administrative tasks.
- Reduced administrative errors by diligently proofreading office documents and maintaining accurate records.
- Expedited invoice processing by accurately reviewing vendor submissions, reconciling accounts payable discrepancies, and conducting timely payments.
- Maximized office space utilization by maintaining a clean, organized work environment that encouraged productivity and efficiency.
- Safeguarded company information by maintaining strict confidentiality protocols and ensuring secure document storage practices.
- Boosted productivity by prioritizing tasks, managing schedules, and coordinating meetings for staff members.
- Aided in employee onboarding through training new hires on office procedures, software applications, and company policies.
- Facilitated smooth operations by maintaining updated inventory records, anticipating supply needs, and placing timely orders for essential materials.
- Assisted in event planning efforts for company gatherings, conferences, or workshops to enhance employee engagement and networking opportunities.
- Improved workplace efficiency with the regular maintenance of office equipment and proactive troubleshooting of technical issues.
- Optimized budget management by monitoring expenses, negotiating supplier contracts, and identifying cost-saving opportunities.
- Conducted initial interviews for administrative positions, helping to identify candidates aligned with company values.
- Enhanced team communication with implementation of weekly newsletter highlighting key updates and achievements.
- Streamlined appointment scheduling for executives, optimizing their daily agendas for maximum productivity.
- Coordinated office maintenance and repairs, ensuring safe and pleasant working environment.
- Supported onboarding process for new hires, facilitating smooth transition into team.
- Implemented digital document management system, reducing paper waste and promoting environmental sustainability.
- Coordinated with vendors to reduce office supply expenses, negotiating contracts that favored our budget constraints.
- Enhanced customer service by developing feedback system that addressed client concerns promptly.
- Maintained confidentiality of sensitive information, adhering to strict data protection policies.
- Facilitated transition to remote work by setting up efficient virtual office systems, maintaining productivity during challenging times.
- Resolved issues through active listening and open-ended questioning, escalating major problems to manager.
- Oversaw appointment scheduling and itinerary coordination for both clients and personnel.
- Monitored front areas so that questions could be promptly addressed.
- Provided backup to front desk to step in to assist with various tasks whenever employee was absent or at lunch.
- Implemented project management techniques to overcome obstacles and increase team productivity.
- Managed supervisor itinerary and appointments and streamlined scheduling procedures.
- Organized spaces, materials and catering support for internal and client-focused meetings.
- Interceded between employees during arguments and diffused tense situations.
Transaction Coordinator
Samson Properties
10.2019 - Current
- Coordinated transaction processes between buyers, sellers, and agents to ensure timely closings.
- Managed document preparation and compliance for real estate transactions, ensuring adherence to regulations.
- Streamlined communication among stakeholders, enhancing workflow efficiency and reducing response times.
- Implemented tracking systems for transaction progress, improving visibility and accountability across teams.
- Trained junior coordinators on best practices in transaction management and customer service protocols.
- Led initiatives to enhance client satisfaction through personalized communication and proactive problem-solving.
- Developed standard operating procedures for transactions, promoting consistency and accuracy across operations.
- Ensured smooth transaction coordination by managing timelines, deadlines, and documentation requirements.
- Organized and maintained digital files for easy access, streamlining the document retrieval process during audits or inquiries.
- Acted as a reliable point of contact for all parties involved in the transaction, ensuring clear communication and timely resolution of any issues that arose.
- Managed sensitive client information securely to maintain confidentiality and uphold company privacy policies strictly.
- Expedited closing times through proactive communication with agents, clients, and third-party vendors.
- Reduced errors in transactions by meticulously reviewing all documents for accuracy and compliance.
- Facilitated successful closings by coordinating with escrow officers, lenders, inspectors, appraisers, and other professionals involved in the process.
- Assisted in training new team members on company protocols, software usage, and best practices for transaction coordination.
- Enhanced client satisfaction by providing exceptional customer service throughout the entire transaction process.
- Resolved issues between parties involved in the transaction diplomatically while maintaining professionalism at all times.
- Collaborated effectively with team members to ensure seamless operation and timely completion of tasks.
- Conducted consistent follow-ups with clients to address any concerns or questions related to their transactions promptly.
- Supported agents in generating leads through effective marketing strategies that attracted potential buyers or sellers to listings actively managed by our team.
- Improved overall efficiency of the office by creating templates and checklists for recurring tasks in the transaction process.
- Streamlined transaction processes by implementing efficient organizational strategies and time management techniques.
- Identified potential roadblocks in transactions proactively and communicated solutions to relevant parties swiftly.
- Kept stakeholders informed about progress updates regularly through clear communication channels such as email or phone calls.
- Improved client satisfaction with detailed follow-ups on transaction statuses, keeping all parties informed throughout process.
- Improved accuracy in financial processing by closely coordinating with escrow companies, ensuring all fees are accurately accounted for.
- Ensured compliance with federal, state, and local regulations at every stage of transaction, safeguarding interests of all parties involved.
- Reduced errors in contract documentation by meticulously reviewing and verifying all paperwork for compliance with real estate laws and regulations.
- Coordinated with lenders, agents, and other stakeholders to gather necessary documentation, facilitating timely closings.
- Strengthened client trust by consistently delivering transparent and timely communication throughout transaction process.
- Maintained detailed records of transaction activities, providing reliable data for financial and legal audits.
- Enhanced client preparedness for closings by providing comprehensive checklists and timelines, setting clear expectations.
- Checked payroll, vendor payments, commissions and other accounting disbursements for accuracy and compliance.
- Prepared internal and regulatory financial reports, balance sheets and income statements.
- Complied with established internal controls and policies.
Compliance Analyst
Samson Properties
10.2019 - Current
- Conducted audits to ensure adherence to regulatory standards and internal guidelines.
- Collaborated with cross-functional teams to address compliance-related issues effectively.
- Maintained accurate records of compliance activities and documentation for audits.
- Analyzed regulatory changes and communicated implications to relevant stakeholders.
- Monitored ongoing compliance activities, ensuring timely resolution of identified issues.
- Managed recordkeeping systems related to compliance activities ensuring easy access when needed.
- Analyzed findings from internal investigations, recommending corrective actions as needed for swift resolution.
- Participated in risk assessments, aiding the identification and mitigation of potential compliance issues.
- Worked closely with other department members to ensure accurate and timely completion of compliance tasks, promoting teamwork within the organization.
- Coordinated responses to regulatory inquiries, demonstrating company commitment to transparency and cooperation.
- Streamlined data management processes for improved efficiency in tracking compliance activities.
- Supported internal audit initiatives, ensuring company alignment with industry standards and best practices.
- Liaised with various departments to gather information required for regular reporting obligations.
- Collaborated with cross-functional teams to address potential compliance concerns, mitigating risks effectively.
- Aided in the preparation of necessary documentation for timely submission to relevant authorities, avoiding penalties or fines.
- Monitored ongoing projects for adherence to legal and regulatory requirements, reducing potential liabilities.
- Maintained up-to-date knowledge on industry-specific rules and regulations, serving as a reliable resource for colleagues seeking guidance.
- Maintained up-to-date knowledge of applicable laws and regulations.
- Collected detailed notes on investigations and other communication to adhere to legal requirements and enhance recordkeeping.
- Developed and implemented corrective action plans for non-compliance issues.
- Developed risk assessment models to identify potential compliance risks.
- Maintained composure in stressful situations, confrontations, interviews and records searches.
- Kept informed regarding pending industry changes, trends or best practices.
- Warned violators of infractions or penalties.
- Confirmed data and licensing information through investigations and notified violators of required changes to bring operations into compliance.
- Investigated locations to confirm license data, conducted background checked and assessed premises for compliance with licensing requirements.
Real Estate Administrative Assistant
Real Estate Team
10.2017 - 09.2019
- Coordinated property listings, ensuring accuracy and timely updates across multiple platforms.
- Managed client communications, providing exceptional customer service and maintaining strong relationships.
- Organized and maintained office records, enhancing accessibility of important documents for team members.
- Assisted in preparing marketing materials, contributing to effective promotional strategies for properties.
- Streamlined scheduling processes for showings and meetings, improving overall team efficiency.
- Developed standard operating procedures to enhance workflow consistency and reduce errors in documentation.
- Maintained an accessible and comprehensive database of property listings, client contacts, and transaction records for easy retrieval and reference by team members.
- Increased agent productivity by coordinating property showings, open houses, and client appointments.
- Supported negotiations between parties during transactions with astute research on property values, local market conditions, comparables data analysis to provide informed advice to clients.
- Improved office efficiency by maintaining accurate records of properties listed, contracts signed, and payments received.
- Supported agents in closing deals successfully with thorough documentation and contract management.
- Collaborated closely with agents to strategize innovative approaches for marketing listings more effectively in competitive markets.
- Maintained efficient office operations by handling errands and administrative functions.
- Prepared purchase agreements and disclosures and used [Software] to complete paperwork.
- Enhanced client satisfaction by providing exceptional customer service and timely responses to inquiries.
- Strengthened client relationships through regular follow-ups, personalized outreach efforts, and attentive support throughout the transaction process.
- Contributed to increased office revenue by diligently tracking and following up on potential client leads.
- Maintained a professional image for the company with organized office spaces, clean presentation materials, and polished communications.
- Facilitated smooth transactions by managing communication between clients, agents, lenders, and attorneys.
- Prepared and maintained accurate property listings, sales contracts and closing documents.
- Cultivated and maintained professional relationships with clients, real estate agents, lenders and escrow personnel.
- Performed market research and evaluated competitive property analysis to define competitive listing and sale prices.
- Processed applications and paperwork in accordance with state and federal laws.
- Facilitated timely delivery of special projects to meet organizational and departmental objectives.
- Managed filing system, entered data and completed other clerical tasks.
- Managed phone and email correspondence and handled incoming and outgoing mail and faxes.
- Assisted coworkers and staff members with special tasks on daily basis.
- Managed paper and electronic filing systems by routing various documents, taking messages and managing incoming and outgoing mail.
- Built and maintained excellent customer relationships through timely response to inquiries and going above and beyond to accommodate unusual requests.
- Created and maintained detailed administrative processes and procedures to drive efficiency and accuracy.
- 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.
- Volunteered to help with special projects of varying degrees of complexity.
- Identified and recommended changes to existing processes to improve accuracy, efficiency, and quality service.
- Established administrative work procedures to track staff's daily tasks.
- Liaised between clients and vendors and maintained effective lines of communication.
- Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders.
Special Police Officer
Internal Protective Services
01.2016 - 08.2017
- Enforced regulations and maintained public safety at designated locations.
- Conducted routine patrols to deter criminal activity and ensure community security.
- Responded promptly to emergency situations, coordinating with local law enforcement agencies.
- Monitored surveillance systems, identifying suspicious behavior and reporting incidents effectively.
- Provided assistance in investigations, gathering evidence while ensuring compliance with legal protocols.
- Collaborated with community organizations to promote public awareness of safety initiatives.
- Enhanced public safety by conducting regular patrols and surveillance of assigned areas.
- Demonstrated sound judgment under pressure while responding quickly to urgent situations, preserving public safety and minimizing harm.
- Participated in ongoing training programs, continuously enhancing knowledge of law enforcement techniques and best practices.
- Collaborated with team members to develop emergency preparedness plans, ensuring optimal response capabilities during critical situations.
- Maintained order during special events, ensuring a safe environment for attendees and participants.
- Improved overall security at various locations by implementing access control measures and monitoring CCTV systems.
- Effectively diffused tense situations involving disputes or altercations through verbal communication skills and conflict resolution techniques, promoting a peaceful environment for all involved parties.
- Assisted in crime prevention efforts by collaborating with local law enforcement agencies and community organizations.
- Provided first aid to injured individuals, demonstrating compassion while adhering to proper medical protocols.
- Ensured accurate incident reporting by maintaining detailed logs of daily activities, observations, and interactions with the public or other law enforcement personnel.
- Detected potential security threats through diligent observation and proactive problem-solving skills.
- Contributed to the maintenance of a safe working environment within assigned facilities by monitoring alarm systems and ensuring facility compliance with applicable security regulations.
- Conducted thorough property inspections, identifying potential security vulnerabilities and recommending appropriate preventative measures.
- Increased public trust in Special Police Officers through professional conduct and adherence to department policies and procedures.
- Reduced incident response time by effectively communicating with dispatchers and fellow officers using radio systems.
- Responded to emergency calls to provide assistance to citizens in need.
- Utilized clear communication and interpersonal skills to build relationships with citizens.
- Built excellent rapport and working relationship with community to build trust and improve upon communication.
- Monitored crowded public areas and events to mitigate risk and promote safety.
- Participated in continuous firearms proficiency, defensive driving and arrest technique training.
- Monitored criminal activity in community to identify suspicious activity.
Finance Manager
500 Club, Inc.
04.2013 - 12.2016
- Led financial forecasting and budgeting processes to ensure alignment with strategic goals.
- Developed and implemented financial strategies to optimize resource allocation and cost management.
- Analyzed financial data to identify trends, opportunities, and areas for improvement within operations.
- Mentored finance team on best practices in financial reporting and compliance standards.
- Collaborated with cross-functional teams to support business initiatives through financial insights and analysis.
- Streamlined financial reporting processes, enhancing accuracy and reducing turnaround time for reports.
- Managed cash flow projections to ensure sufficient liquidity for operational needs and investments.
- Reviewed documentation and identified financial discrepancies where applicable.
- Streamlined month-end close process, reducing time spent on manual tasks and improving data accuracy.
- Ensured compliance with local, state, federal tax regulations; timely filing of all required documents, mitigating potential penalties or fines.
- Prepared monthly reconciliation of bank accounts and took corrective actions on deviations.
- Processed invoices and contacted appropriate parties for timely payment receipt.
- Trained new and existing staff members in various financial procedures to prepare for job requirements.
- Optimized cash flow with diligent monitoring of accounts receivable and payable.
- Monitored budget and revenue trends, compiling reports for company leadership to inform decision-making.
- Negotiated favorable terms with vendors, resulting in significant cost savings for the company.
- Developed comprehensive financial reports for executive decision-making support.
- Increased financial efficiency by streamlining and automating financial reporting processes.
- Strengthened internal controls through regular audits and adherence to regulatory requirements.
- Enhanced budget management by implementing expense tracking and cost reduction strategies.
- Improved financial forecasting accuracy, utilizing advanced analytical models.
- Created organizational structures to improve accounting and finance functions.
- Executed vendor setup and payment, administration of bank accounts and account reconciliations.
- Collaborated with cross-functional teams for strategic business planning and growth initiatives.
- Implemented risk management strategies to protect company assets and minimize losses.
- Managed multimillion-dollar budgets, ensuring accurate allocation across departments.
- Optimized cash flow management, allowing for timely investment and debt reduction.
- Played key role in strategic planning sessions, offering insights that shaped company direction and growth.
- Coordinated with external auditors to ensure smooth and compliant audit process each fiscal year.
- Established robust financial controls and policies, significantly reducing risk of fraud and ensuring compliance with financial regulations.
- Collaborated with IT to develop secure, efficient electronic invoicing system, reducing processing times and errors.
- Streamlined internal audit process, enhancing efficiency and reducing discrepancies.
- Improved stakeholder confidence with detailed financial analysis and transparent communication.
- Improved forecasting accuracy, allowing company to make proactive adjustments with strategic initiatives.
- Delivered comprehensive financial training programs for non-finance managers, enhancing cross-functional understanding and collaboration.
- Managed cross-functional teams to streamline project financing, reducing time to market for key products.
- Conducted comprehensive risk assessments to safeguard assets and ensure regulatory compliance.
- Implemented cost-control measures that substantially decreased unnecessary expenditures.
- Oversaw successful integration of financial systems post-merger, ensuring seamless transition for all stakeholders.
- Led negotiations for major contracts, achieving favorable terms and significant cost savings.
- Negotiated with suppliers to improve payment terms, enhancing cash flow management.
- Analyzed market trends to advise on potential investment opportunities, aligning with long-term strategic goals.
- Enhanced financial reporting accuracy by implementing advanced software solutions, leading to more informed decision-making processes.
- Developed strategic plans for day-to-day financial operations.
- Prepared cash flow projections, cost analysis and monthly, quarterly and annual reports.
- Established internal audit procedures to validate and improve accuracy of financial reporting.
- Analyzed business processes to identify cost savings and operational efficiencies.
- Evaluated and negotiated contracts to procure favorable financial terms.
- Performed banking, business administration and financial tasks to guarantee five-star service for clients.
- Implemented and regularly reviewed financial controls to generate accurate and reliable financial data.
- Created financial dashboards to provide insights into key performance indicators.
- Improved overall financial reporting by streamlining control processes and reporting structures.
- Designed and maintained financial models to identify and measure risks.
- Reviewed historical records, current operational data and forecasting information to identify and capitalize on system enhancement opportunities.
- Checked payroll, vendor payments, commissions and other accounting disbursements for accuracy and compliance.
- Prepared internal and regulatory financial reports, balance sheets and income statements.
- Complied with established internal controls and policies.
Education
High School Diploma -
Frank W. Ballou Senior High School
Washington, DC06-1990
Skills
- Time management
- Office administration
- Administrative support
- Database entry
- Office management
- File organization
- Customer engagement
- Verbal communication
- Document management
- Bookkeeping
- Document scanning
- Leadership and supervision
- Customer relationship management (CRM)
- Payroll
- Report preparation
- Supply inventory
- Spreadsheet development
- Business administration
- Expense reporting
- Event coordination
- Operations management
- Project management
- Typing 60 words per minute
- Human resources
- Business correspondence
- Financial services support
- Payroll and accounts payable and receivable
- Planning events
- Customer service
- Attention to detail
- Phone and email etiquette
- Microsoft office
- Team management
- Documentation and recordkeeping
Languages
English
Full Professional
Timeline
Office Administrator
Samson Properties
10.2019 - Current
Transaction Coordinator
Samson Properties
10.2019 - Current
Compliance Analyst
Samson Properties
10.2019 - Current
Real Estate Administrative Assistant
Real Estate Team
10.2017 - 09.2019
Special Police Officer
Internal Protective Services
01.2016 - 08.2017
Finance Manager
500 Club, Inc.
04.2013 - 12.2016
High School Diploma -
Frank W. Ballou Senior High School