Summary

Overview

Work History

Education

Skills

Languages

Timeline

Jessica Pouponneau

Calgary

Summary

Organized and dedicated Administrative Assistant with proven track record of providing exceptional customer service in fast-paced environments. Offering keen attention to detail and strong decision-making skills to manage multiple, concurrent tasks. Self-motivated work ethic to perform effectively in independent or team environments.

Overview

years of professional experience

Work History

Receptionist Administrator

Majestic Electric Inc

01.2024 - Current

Managed high-volume invoice processing tasks while consistently meeting tight deadlines for vendor payments.
Handled complaints and questions, and re-directed calls to other team members.
Processed payments and documents such as invoices, journal vouchers, employee reimbursements, and statements.
Expedited daily office tasks such as mail distribution, document scanning, photocopying, and data entry to ensure smooth workflow.
Processed credit card payments and reconciled credit card statements for accuracy in accounting process.
Boosted company image by providing friendly, professional, and timely assistance to all visitors, clients, and vendors.
Oversaw office equipment maintenance to support continuous and uninterrupted operations.
Oversaw appointment scheduling and itinerary coordination for both clients and personnel.
Improved cash flow management by closely monitoring accounts receivable, ensuring prompt collection of outstanding balances.
Processed weekly payroll for employees, ensuring timely and accurate compensation.
Input financial data and produced reports using Quickbooks

Office Coordinator

MTA Urban Design

09.2021 - 11.2023

Assisting with travel arrangements
Incoming and outgoing courier's
Meeting and lunch coordination
Expense reports
Timesheet submissions
Deposits
Marketing/promoting Interior design department
Coordinating with reps for lunch and learns
Maintained computer and physical filing systems
Updated reports, managed accounts, and generated reports for company database
Coordinated special projects and managed schedules
Assisting with onboarding and Orientation
Scheduling safety meetings
Creating Slideshow Presentations as required
Drafted correspondence and other documents for CEO
Increased office participation in special events by creating newsletter with detailed calendars and other office updates
Apprenticeship enrolments
Scheduled office meetings and client appointments for staff teams

Administrative Assistant

Midwest Contracting

02.2020 - 04.2021

Coordinated weekly progress meetings
Updated manuals as needed
Filing and tracking of fleet department
Scheduling monthly fleet service
Preparing/Updating insurance documents
Creating and tracking of all employee cards
Monitored Deputy Manager's work calendar and scheduled appointments, meetings and travel
Supported company leaders by managing budgets, scheduling appointments and organizing itinerary
Recorded new hires, transfers, terminations, changes in job classifications and merit increases to main human resources files

Receptionist/Administrative Assistant

Urban Systems

06.2018 - 02.2020

Greeting Clients
Boardroom scheduling
Daily Bank deposits
Coding and processing invoices
Accounts Payable/Receivables
New hire packages
Event planning
Distributing incoming and outgoing mail
Answered telephone calls to field inquiries from clients, vendors
Monitored premises
Updated logs and issued passes to maintain security
Managed office inventory
Confirmed appointments, communicated with clients, and updated client records
Resolved customer problems and complaints
Managed multiple tasks and met time-sensitive deadlines
Provided clerical support to company employees by copying, faxing, and filing documents
Handled cash transactions and maintained sales and payments records accurately
Handled assignments independently with good judgement and critical thinking skills
Helped office staff prepare reports and presentations for internal or client-related use
Monitored and screened visitors to verify accessibility to inter-office personnel
Blueprint overview and delivery

Receptionist

Cushman & Wakefield Asset Services Inc

07.2015 - 01.2018

Greet visitors and respond to telephone and in-person information requests
Filing
Sharepoint
Maintaining reports for building tenants
Processed rent checks
Expense reports
Assisted in event planning for various departments
Cross Trained in all departments to assist (Operations, Security Fire Warden)
Drafted professional memos, Rent notices, letters
Marketing to support business objectives and growth
Interacted with vendors, contractors and professional services personnel to receive orders, direct activities, and communicate instructions
Quarterly traffic reports

Hostess/Server

Metropolitan Grill

01.2013 - 05.2015

Marketing
Cultivated positive guest relations by managing information and orchestrating speedy seating
Routinely supported other areas of restaurant as requested, including answering telephones and completing financial transactions for other staff members
Assisted managers with quickly resolving service- and food-related issues
Took reservations and to-go orders by phone, answered customer questions, and informed of accurate wait times
Supported servers, food runners, and bussers with keeping dining area ready for every guest
Worked with front of house staff to move tables and adjust seating to accommodate groups with special requests
Developed and maintained up-to-date knowledge of menu items and daily specials to accurately respond to customer queries
Cross-trained to handle different restaurant roles, including bar, kitchen and to-go stations