Aisha Anderson

The Office Manager oversees and manages the daily activities of office staff to ensure efficient operations. Develops and implements procedures and policies for all administrative activities. Typically manages record-keeping, document preparation, mail distribution, reception, bill or invoice processing, maintenance services, technical support, project coordination/scheduling, and other related internal operations. Oversees the selection of vendors and the purchase of office equipment and supplies. Coordinates resources to troubleshoot, determine the best solutions, and solve problems.

• Working closely with the Owner and HR to implement new protocols and processes while managing a team of eight employees.
• Support the executives with daily calendaring and scheduling meetings ensuring they are prepared and organized.
• Managing the client services inbox by reviewing inquiries and referring the customer or employee to the appropriate department or resource. Processing service requests though IT department and building maintenance.
• Managing company debits by researching and gathering pertinent information to aide in the collection of funds owed to the company, or the issuance of credits to a customer.
• Manage order entry platform by reviewing, approving, and releasing orders in progress.
• Collect, review, and submit employee timesheets to the payroll department.
• Processing customer data update requests, setting up new customer accounts, preparation and distribution of customer pricing files.
• Oversaw office inventory activities by ordering and requisitions and stocking and shipment receiving.
• Booking flights, hotels and dining accommodations, along with traveling to different states for district office leadership conferences.
• Pay invoices via company credit card and monthly expense reconciliation .
• Managed office operations, ensuring efficient workflow and adherence to policies.
• Developed and implemented administrative processes to improve efficiency and service delivery.
• Handled sensitive information with discretion, maintaining confidentiality of company documents and personnel records.
• Provided exceptional customer service when addressing client inquiries or concerns via phone calls or email correspondence.
• Coordinated office events and meetings, ensuring timely execution and optimal scheduling for all participants.
• Served as a liaison between upper management and staff members, facilitating open channels of communication to address concerns or issues promptly.

The Human Resource Assistant aids with and facilitates the human resource processes at all business locations. This role is the primary contact for employee support in employer healthcare benefits and acts as the liaison between employees and employer's insurance broker. This position resolves benefits-related problems and ensures the effective use of plans and positive employee experience. The Human Resource Assistant ensures that certain plans are administered per federal and state regulations and that plan provisions are followed. This role provides overall administrative support to the human resource function through the employee life cycle including interviewing, new hire/onboarding, collection of personal information, training, record-keeping, file maintenance, HRIS data entry, employee status changes, various payroll functions, and termination processes.

• Working closely with the HR Director to prepare, edit, and format position descriptions.
• Reviewing applications, inquiries and referring the employee or customers to the appropriate resource.
• Process required paperwork for employee changes such as, job classification, salary increases and W4 updates.
• Employee onboarding such as, new hire paperwork, HireRight pre-employment screening, third party eligibility check, and completing the I9 while verifying that the proper documentation is given, and maintenance of I9 files.
• Manage the HRIS platform and benefits administration software.
• Assist employees with health, dental, vision, life plan changes, claims and open enrollment.
• Knowledge of HIPPA, COBRA, ERISA and ACA regulations. Performs quality checks and audits of benefits-related data.
• Ensure that State Law Posters are up to date and posted yearly.
• Creating PowerPoint presentations for executive meetings, trainings and educational purposes.
• Prepare, compile, edit, and format required reports for ACA, EE01, CA Pay Data, 401k, Bureau of Labor Statistics/OEWS, and other HR-related reports and submissions.
• Tracking employee milestones such as anniversaries and sending out acknowledgments.
• Maintain accurate employee records and review employee handbook and update as needed.
• Participates in the reviews of employer policies, procedures, and processes.
• Respond to benefits inquiries from managers and employees on plan provisions, benefits enrollments, status changes, and other general inquiries.
• Training Coordination such as preparation of written materials and signing employees up for mandated trainings on the Virtual platform named Mineral.
• Provide customer service support to internal and external customers.
• Payroll, Accounts Payable and Project Invoicing
• Receive, verify, and enter weekly timesheets for the Gas and Electric department.
• Receive, verify, and cut checks for incoming bills, monthly rents, and check run reconciliation.
• Reconcile monthly Credit Card Expense Report.
• Administered employee benefits programs, ensuring compliance with federal and state regulations.
• Managed enrollment processes for health insurance, retirement plans, and wellness initiatives.
• Coordinated communication between employees and benefit providers to resolve inquiries and issues.
• Developed training materials for staff on benefits options, enhancing understanding and utilization of programs.
• Analyzed benefits data to identify trends and recommend improvements for employee satisfaction.
• Led annual open enrollment processes, streamlining workflows for increased efficiency and accuracy.
• Collaborated with payroll department to resolve any discrepancies related to benefits deductions or adjustments.
• Conducted regular audits of benefit records to identify errors or inconsistencies that required correction or follow-up action.
• Educated new hires on available benefit options during orientation sessions, fostering a positive onboarding experience.
• Contributed to the overall success of the HR team by providing expertise and support in other areas as needed, such as recruitment or employee relations.

• Human Resources
• Onboarding candidates by processing New hire paperwork, HRIS system, requesting and analyzation of criminal and DMV background checks, scheduling drug and Alcohol screenings, adding candidates into Onboarding platform ( Vista) Employee file maintenance, drafting offer letters, Process and Procedures , benefit administration, phone and mail triage, ordering office supplies and receptionist coverage
• Accounts receivable
• Entering accounts receivable cash receipts such as checks and wires received into accounting system Vista. Running distribution reports for transactions entered, and coding, printing daily reports and check images via Wells Fargo website, running Dunn and Bradstreet credit reports on new customers, determine credit worthiness based on report and reconciliation of company payment card.
• Accounts payable
• Review and verify invoices, PO'S and check requests. Printing and distribution of checks to venders, coding and matching invoices, requesting approvals for check requests, processing electronic transfers, posting transactions to payment system, data entry of new vendors and customers, vendor and customer file maintenance, researching and resolving accounts payable issues.
• Business, Contractor, and Asbestos licensing
• Point of contact for obtaining and maintaining new and renewal licenses for the parent company and its subsidiaries. Researching legal requirements for permitting and contract guidelines by state Document organization via SharePoint.

• Provide administrative support to the Broker, Producers, and Relationship management team.
• Compilation of data via Excel spreadsheets to create weekly and monthly financial and renewal reports.
• Process incoming employee enrollment, termination and change requests.
• Triage financial mail received by scanning and distributing to the appropriate departments.
• Use of DocuSign to code Power forms and customized documents
• Utilize computerized applications such as Word/Excel/PowerPoint/Sales Force and DocuSign
• Gather Medical, Dental, Vision and Life renewals and updating the company’s Sales Force page.
• Deposit carrier commission checks in the bank and posting payments to ledger.

• Provide administrative support to the Broker, Producers, and account management team.
• Act as a liaison between the client and the benefit providers, while ensuring quality of service
• Research and resolve claim issues and process new benefit enrollments and terminations.
• Enter data for company commissions into Sales Force and reconcile commission statements.
• Create reports and templates using Excel spreadsheets.
• Utilize computerized applications such as Word/Excel/PowerPoint/Sales Force
• Create PowerPoint presentations for enrollment meetings and prepare new hire enrollment kits.