Claudia Velasco
Santa Clarita
Summary
Dedicated professional with solid background in high-volume office environments focused on delivering exceptional clerical and operational support for professionals. Upbeat individual with friendly demeanor and sound judgment to handle diverse daily tasks with minimal oversight. Well-versed in managing office supplies, paperwork and project needs.
Overview
17
17
years of professional experience
Work History
Administrative Assistant
Mario’s Motion Picture Catering of California Inc
Sunland
03.2024 - Current
- Entered data into spreadsheets using Microsoft Excel or other similar programs.
- Handled incoming calls and directed callers to appropriate department or employee.
- Compiled data from various sources into organized reports for review by management team.
- Proofread content for typo-free emails and documentation.
- Maintained office supplies inventory by checking stock to determine inventory level.
- Handled incoming and outgoing correspondence, including email, mail, and package deliveries, ensuring timely distribution.
- Created travel arrangements and distributed travel details to appropriate personnel.
- Facilitated communication between different departments within the organization.
- Coordinated catering services for various functions, including sales trainings and department meetings.
- Sorted and distributed incoming faxes, letters and emails for office distribution.
- Reduced financial discrepancies by accurately analyzing and managing customer orders and invoices for various Fortune 500 companies.
- Greeted visitors in a professional manner, responding to inquiries and directing them to appropriate personnel.
- Coordinated mailings including sorting mail, preparing packages for shipping via courier service or postal service.
- Managed office supplies inventory and placed orders when necessary.
- Assisted with the planning of special events by arranging catering services, securing venues and ordering promotional materials.
- Composed letters, memos, reports, emails, presentations and other written correspondence as required by management staff.
- Answered phone calls and emails to provide information, resulting in effective business correspondence.
- Drove customer feedback to deliver information to management for corrective action.
- Created spreadsheets in Microsoft Excel for record-keeping and reporting.
- Updated contact lists regularly when changes occur in employee status or contact information.
- Directed customer inquiries to appropriate department personnel.
- Greeted visitors and provided general information about the company.
- Managed incoming calls while providing information or transferring callers to appropriate personnel.
- Organized files, developed spreadsheets, faxed reports and scanned documents, maintaining front desk and reception area in neat and organized fashion.
- Organized and maintained filing systems for physical and electronic documents, ensuring accuracy and confidentiality of records.
- Managed daily office operations and maintained office supplies inventory, ensuring efficient workplace functionality.
- Responded to customer issues to provide immediate resolution and improve retention.
- Answered questions from customers regarding products and services offered by the company.
- Developed and implemented filing systems, both digital and physical, improving document organization and retrieval efficiency.
- Processed invoices for payment using accounting software applications.
- Conducted research on various topics as requested by management.
- Handled confidential documents in an organized fashion according to established protocol.
- Coordinated travel arrangements and completed expense reports for travel reimbursement.
- Developed and maintained filing systems for confidential documents and records.
- Scheduled appointments between clients and customers and internal staff members.
- Provided administrative support to the executive team, including scheduling meetings and managing calendars.
- Composed, edited and typed complex memos and reports with job-related software.
- Ensured efficient operation of office equipment such as printers, copiers and fax machines.
- Pleasantly welcomed visitors, answered phone calls, and maintained front reception desk.
- Coordinated and scheduled meetings, including room reservations, catering, and technical setup, for seamless execution.
- Maintained inventory of office supplies and placed orders when necessary.
- Identified needs of customers promptly and efficiently.
- Collaborated closely with team members to achieve project objectives and meet deadlines.
- Provided support and guidance to colleagues to maintain a collaborative work environment.
- Approached customers and engaged in conversation through use of effective interpersonal and people skills.
- Contributed innovative ideas and solutions to enhance team performance and outcomes.
- Prioritized and organized tasks to efficiently accomplish service goals.
- Updated and maintained databases with current information.
- Promoted high customer satisfaction by resolving problems with knowledgeable and friendly service.
- Exceeded customer satisfaction by finding creative solutions to problems.
- Demonstrated strong problem-solving skills, resolving issues efficiently and effectively.
- Managed time effectively to ensure tasks were completed on schedule and deadlines were met.
Bookkeeper
A&A Welding and Fabrication Inc.
San Fernando
02.2016 - Current
- Implemented and maintained internal controls to safeguard financial assets.
- Recorded debit, credit and account transactions in computer spreadsheets and databases.
- Performed basic accounting, payroll and bookkeeping services to manage business operations.
- Prepared accurate financial reports each month by collecting, analyzing, and summarizing account information.
- Utilized accounting software to streamline bookkeeping processes, increasing efficiency.
- Conducted monthly bank reconciliations.
- Received and recorded cash, checks and transfers.
- Processed payroll for employees, including calculating wages, deductions, and issuing payments.
- Developed internal control procedures to ensure accurate recordkeeping.
- Reconciled or entered report discrepancies found in financial records.
- Prepared financial statements, including balance sheets and income statements, for review by management.
- Maintained accounts payable and receivable, ensuring timely billing and payment processing.
- Prepared bank deposits by verifying and balancing receipts and sending cash and checks to banks.
- Performed account analysis as required by management.
- Ensured compliance with local, state, and federal government reporting requirements and tax filings.
- Monitored loans and accounts payable to confirm payments are current.
- Handled sensitive financial information with confidentiality and integrity.
- Provided assistance in preparing tax returns annually.
- Checked postings and documents for correctness, accuracy and proper coding.
- Coordinated with vendors and clients to resolve billing and payment issues.
- Ensured accuracy in all accounting entries and records.
- Prepared and processed payroll.
- Entered deposits, credit card charges and sales entries to facilitate cash management.
- Collaborated with external auditors during annual audits of company finances.
- Handled bi-weekly payroll services for company employees.
- Conducted month-end and year-end close processes, ensuring accuracy of financial reporting.
- Performed bookkeeping and accounting consulting services.
- Responded to inquiries from IRS, state and other tax authorities to minimize additional interest and penalty charges.
- Matched orders with invoices and recorded required information.
- Monitored cash flow, preparing reports to inform management of financial status.
- Handled accounts payable and receivable, including invoicing and payment processing.
- Applied mathematical skills to calculate totals, check figures, and correct problems with physical and digital files.
- Verified accuracy of vendor invoices against purchase orders prior to payment processing.
- Maintained full compliance when executing and tracking bank reconciliations, A/P, invoicing, billing and collections.
- Resolved billing discrepancies with vendors or customers promptly.
- Calculated and produced checks for utilities, taxes and other operational payments.
- Certified and processed payroll, electronic deposits and pay adjustments while distributing checks.
- Reconciled vendor statements to assist in monthly closings.
- Prepared bank reconciliations, managed field audits and reviewed accounting records for accuracy.
- Reviewed purchase documents and company receipts for reconciliation with statements.
- Calculated income and social security tax deductions.
- Generated invoices for clients and tracked payments received from customers.
- Processed accounts payable and receivable transactions.
- Managed payroll processing for staff members.
- Completed and submitted tax forms and returns, workers' comp forms and pension contribution documentation.
- Provided support during external audits by preparing necessary documents and answering inquiries.
- Managed time effectively to ensure tasks were completed on schedule and deadlines were met.
- Provided excellent service and attention to customers when face-to-face or through phone conversations.
Office Manager
MC Catering Inc.
Sunland
03.2008 - 06.2016
- Completed thorough opening, closing, and shift change functions to maintain operational standards each day.
- Planned and led team meetings to review business results and communicate new and ongoing priorities.
- Monitored inventory levels and placed orders when needed.
- Maintained confidential records relating to personnel matters.
- Provided administrative support to management team including preparing reports and presentations.
- Automated office operations for managing client correspondence, payment schedules and data communications.
- Provided training to new hires on office policies and procedures.
- Processed payroll accurately ensuring all employees were paid on time.
- Reviewed files and records to obtain information and respond to requests.
- Tracked invoices and payments to ensure accuracy of accounts receivable and payable information.
- Trained and mentored administrative staff members in company policies, daily task execution and industry best practices.
- Coordinated office activities and operations to secure efficiency and compliance with company policies.
- Negotiated contracts with vendors to secure favorable terms and pricing.
- Reviewed employee performance and provided ongoing feedback and coaching to drive performance improvement.
- Coded and entered daily invoices with in-house accounting software.
- Evaluated individual and team business performance and identified opportunities for improvement.
- Maintained impeccable office organization to support efficiency, professionalism and performance objectives.
- Resolved customer inquiries in a timely manner while maintaining positive relationships with clients.
- Interviewed prospective employees and provided input to HR on hiring decisions.
- Coordinated meetings, conferences, travel arrangements and department activities.
- Ordered supplies and equipment to maintain adequate inventory levels.
- Administered payroll and maintained proper documentation of employee personnel.
- Implemented and maintained company protocols to facilitate smooth daily activities.
- Provided leadership, insight and mentoring to newly hired employees to supply knowledge of various company programs.
- Held regular one-on-one meetings with employees to review performance and priorities and provide feedback.
- Assigned work and monitored performance of project personnel.
- Managed office inventory and placed new supply orders.
- Sustained office efficiency by implementing and planning office systems, equipment procurement and layouts.
- Elevated customer satisfaction ratings by promptly resolving client and case issues.
- Monitored payments due from clients and promptly contacted clients with past due payments.
- Maintained filing system for records, correspondence and other documents.
- Created and managed budgets for travel, training, and team-building activities.
- Recruited and trained new employees to meet job requirements.
- Mediated conflicts between employees and facilitated effective resolutions to disputes.
- Delegated work to staff, setting priorities and goals.
- Managed, scheduled and coordinated office functions and activities for employees.
- Proposed or approved modifications to project plans.
- Used judgment and initiative in handling confidential matters and requests.
- Performed general bookkeeping duties such as reconciling bank statements and creating journal entries.
- Implemented quality control measures to uphold company standards.
- Ensured compliance with applicable laws regarding employment practices.
- Supervised staff members, organized schedules and delegated tasks.
- Oversaw receiving and organizing correspondence, answering and forwarding calls and creating business letters and records.
- Reviewed contracts for accuracy prior to signing off on behalf of the company.
- Responded to customer inquiries via phone or email in a professional manner.
- Answered phone calls, responded to emails, routed mail and coordinated courier services.
- Resolved customer inquiries and complaints requiring management-level escalation.
- Remained calm and professional in stressful circumstances and effectively diffused tense situations.
- Completed day-to-day duties accurately and efficiently.
Education
High School Diploma -
John F. Kennedy
Granada Hills, CA06-2002
Associate of Arts - Business Administration
Los Angeles Mission College
Sylmar, CASkills
- Data entry
- Accounting software
- Travel coordination
- Customer service
- Office supply management
- Document organization
- Communication skills
- Time management
- Problem solving
- Team collaboration
- Event planning
- Confidentiality maintenance
- AP/AR proficiency
- Clerical support
- Relationship building
- Bookkeeping
- Labor relations
- Human resources management (HRM)
- Multi-task management
- Administrative support
- Highly organized
- Program files maintenance
- Multi-line phone systems
- Scheduling
- Recordkeeping and bookkeeping
- Email management
- Types 70 wpm
- Multitasking and prioritization
- Verbal communication
Timeline
Administrative Assistant
Mario’s Motion Picture Catering of California Inc
03.2024 - Current
Bookkeeper
A&A Welding and Fabrication Inc.
02.2016 - Current
Office Manager
MC Catering Inc.
03.2008 - 06.2016
High School Diploma -
John F. Kennedy
Associate of Arts - Business Administration
Los Angeles Mission College