Natalie Freitas
Livermore
Summary
Seasoned billing manager well-versed in documentation and compliance needs. Eager to enhance corporate operations by applying knowledge of the field, interpersonal skills and problem solving abilities. Proactive and hardworking collaborator focused on quality and efficiency.
Overview
14
14
years of professional experience
Work History
Office and Billing Manager
Delcon Heating & Air Conditioning
Livermore
09.2019 - Current
- Manager: Interview and hire office staff, oversee onboarding, manage office personnel's day-to-day functions, ensure we are meeting the needs of our customers, and coach personnel through difficulties to be successful in their jobs. Created and managed written company policies.
- Accounts Receivable: Manage and streamline billing processes, invoice customers (T&M, Progress, Retention Billings), collections, and record payments received.
- Analyzed customer accounts and identified discrepancies in invoices, payments, credits, and deductions.
- Accounts Payable: Process vendor bills, issue payments, manage the spreadsheet for outbound cash flow expectancy, and account reconciliations.
- Manage the phone system, including programming and prompting.
- Marketing: Overhaul company documents to revamp and create new marketing materials.
- Tracking: Created and implemented master spreadsheets for job tracking, company passwords, account logins, company alarm systems, etc.
- Processes and Training: Created SOPs and trained employees to be multi-faceted.
- Taxes: Work directly with both CPAs for FYE tax filings. Run financial reports and make adjustments with GLs, journal entries, etc.
- Audits: Managed yearly audits from insurance policies, unions, IRS, etc.
- Insurance and Licenses: Managed COIs for vendors and customers, W-9s, and managed all necessary business and contractor licenses.
- Permits: Pulled city permits as necessary, filed and managed the projects with PGE.
Office & Billing Manager
Reg'l Pathology & Autopsy Svcs, Inc.
San Leandro
11.2016 - 02.2019
- Customer Service: Phone calls with families and clients, explaining and selling our services, and diffusing difficult clients.
- Manage cases, review, and schedule.
- Billing: Invoicing, recording/depositing checks, collections, entering and paying contractor invoices, plus employee reimbursements, and entering vendor bills for payment.
- Financial: Manage company bank accounts, reconciliation, issue checks, manage employee expense tracking using Tallie, and ensure that they are in compliance with company policies.
- Operations: Bi-monthly executive meetings, overseeing day-to-day operations, supervising, enforcing disciplinary action as needed, re-strategizing daily operations and case delegation, revamping marketing materials, evaluating and reducing expenditure, interviewing, and hiring.
Operations Planner
United States Pipe and Foundry
Union City
11.2014 - 03.2016
- Daily use of SAP and Freight Manager System (FMS)
- Shipping: Run the daily open order release report and create shipments accordingly. Oversee that each created shipment has the correct packaging quantity and are within weight capacity. Create paperwork for customer pick-ups (will-calls), process RMA's and set up returns
- Transportation: Assign carriers, schedule pick-ups, manager truck log, oversee that all loads are picked up and delivered on time
- Inventory: Run weekly report to find any discrepancies and work with the foreman to fix, constantly checking bin locations and stock at other locations
- Operations Planning: Assist in creating/revising/reviewing weekly casting schedules, generate casting/packaging orders in SAP for manufacturing to follow, provide lead-time to inside sales
- Accounts Payable: Add cost in SAP for all freight shipments (FTL and LTL), run report for any missing cost
- Customer Service: Phones, sales support
Executive Assistant & Logistics Manager
Mynthahl Corporation
Fremont
01.2012 - 10.2014
- QuickBooks: bookkeeping, data entry, reconciliations.
- Accounts Receivable: Enter sales orders, invoicing, apply payments, collections, and deposits.
- Accounts Payable: Enter purchase orders, and process bills.
- Month-end cash account reconciliation.
- Process and oversee shipments for all open orders, and generate packing slips.
- Inventory: Physical count, process RMAs, and make adjustments.
- Process improvement and quality control (QC).
- Customer Service: Phones, sales support.
- Executive Assistant: Order office supplies, book flights, and apply for company credit cards.
- Building Manager and Coordinator: Maintenance, quotes for repairs, T.I., projects, tenant contract review, and revision.
- Manage and market new product lines, with some use of Adobe Photoshop.
Education
Bachelor of Science - Business Management
California State University, East Bay
Hayward, CA05-2026
AS-T - BUSINESS ADMINISTRATION
FOOTHILL COLLEGE
Los Altos Hills06.2024
Skills
- Proficiency in QuickBooks
- Some proficiency in SAP
- Proficiency in American Contractors
- Financial management
- Process improvement
- Team leadership
- Data analysis
- Project management
- Account reconciliation
- HIPAA
- Operations monitoring
- Staff training and development
- Invoice management
- Data reconciliation
- Basic Photoshop skills
- Microsoft Office
- G Suite
References
Lynnsey Cummings, Office Assistant, Delcon Heating and Air Conditioning, Inc., (209) 879-3071
Professional Achievements
Achieved a 30% reduction in annual shipping costs by re-strategizing shipping methods and procedures. Negotiated better terms with existing vendors to lower expenditure. Streamlined operations across multiple areas, earning praise from management for proactively improving office efficiency. Implemented new processes, including case delegation and call tracking systems, expense management, and controlled supply ordering, which enhanced workflow and reduced waste. Overhauled marketing materials such as brochures, letters, and business cards; improving brand consistency. Developed and rolled out comprehensive Standard Operating Procedures (SOPs), while training staff to be versatile in their roles, fostering a more agile and efficient team.
Timeline
Office and Billing Manager
Delcon Heating & Air Conditioning
09.2019 - Current
Office & Billing Manager
Reg'l Pathology & Autopsy Svcs, Inc.
11.2016 - 02.2019
Operations Planner
United States Pipe and Foundry
11.2014 - 03.2016
Executive Assistant & Logistics Manager
Mynthahl Corporation
01.2012 - 10.2014
Bachelor of Science - Business Management
California State University, East Bay
AS-T - BUSINESS ADMINISTRATION
FOOTHILL COLLEGE