RAFAELA GUIMARAES
Vancouver
Summary
Results-drives Operations Team Lead with 10 years of experience in corporate services, processes optimization, team management, lease administration, and vendors relation. Skilled in streamlining workflows, enhancing productivity, and ensuring compliance with corporate policies. Adept at leading teams, improving customer satisfaction, and driving operational excellence.
Overview
15
15
years of professional experience
Work History
Team Lead Administration Operations
CANADIAN WESTERN BANK (CWB)
04.2024 - Current
- Oversee administration operations in Vancouver. Coached team of three members in techniques necessary to complete job tasks.
- Administer Lease administration for a portfolio of 45+ properties (over 700,000 sq ft.) across Canada. Total 22.MM budget.
- Ensures accuracy and timely processing of all Real Estate Operating Cost reconciliations.
- In coordination with accounts payable ensure lease obligations are settled in an accurate and timely manner.
- Prepare and issue various billings and Tenant charge-back invoices to sub-tenants.
- Support Sr Manager Corporate Services with coordination and inputs for annual real estate budget presets.
- Track, as applicable, any credits, adjustments, reconciliations to assist in accurate reporting.
- Prepare and issue various billings and Tenant charge-back invoices to sub-tenants.
- Arrange and ensure insurance compliance for portfolio.
- Timely and accurately preparation and/or assist with monthly, quarterly, annual, and ad hoc reports related to lease portfolio.
- Coordinate third-party vendors relationships, daily operations, addressing concerns, ensure obligations and invoices processes are accurate and efficient.
- Assist with the maintenance, administration and coordination of a CWB Financial Group Business Continuity Emergency Management Program.
- Train new team members by relaying information on company procedures and compliance requirements.
- Serve as a role model for the team by demonstrating commitment to excellence, professionalism, and adherence to company values at all times.
- Work in different offices to provide optimal coverage and meet organization strategic goals.
- Influence positive change within the organization through strategic thinking, innovation, problem-solving abilities, optimization processes initiatives and consistent positive approach.
- Manage schedules, accept time off requests and find coverage for short shifts.
- Assist in recruitment process to build team of top performers.
Administrative Assistant
CANADIAN WESTERN BANK (CWB)
11.2019 - 03.2024
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Maintained confidentiality of sensitive information by adhering to strict privacy and compliance policies.
- Maintained and updated rent roll, ensuring accurate record-keeping with deligent data entry.
- In coordination with Accounts payable, tracked lease payments and managed billing and collections processes.
- Communicated with landlords to resolve any discrepancies in rent payments.
- Prepared lease abstracts and summaries for internal stakeholders
- Received and validated incoming invoices, establishing budget details including charges expenses to appropriate cost centers to ensure that approved invoices were paid in a timely manner
- Coordinated office supply inventory management, proactively ordering necessary items before depletion to avoid workflow disruptions.
- Organized office events such as team-building activities, promoting a positive company culture and boosting employee morale.
- Collaborated on special projects and financial reports as assigned by leadership, contributing to budgeting accuracy..
- Addressed IT issues by coordinating with tech support, minimizing downtime and maintaining operational efficiency.
- Enhanced office environment, organizing spaces for better workflow and employee comfort.
- Managed email correspondence and handled incoming and outgoing mail and faxes.
- Managed filing system, entered data and completed other clerical tasks.
- Assisted coworkers and staff members with special tasks on daily basis.
- Created and maintained detailed administrative processes and procedures to drive efficiency and accuracy.
- Interacted with vendors, contractors and professional services personnel to receive orders, direct activities, and communicate instructions.
- Identified and recommended changes to existing processes to improve accuracy, efficiency, and quality service.
Buyer Administrator
ELETROBRAS (CHESF)
02.2014 - 06.2019
- Handled purchasing payments in a timely manner, using internal software for ensuring appropriate approvals and expense codes.
- Reviewed legal documents such as contracts and non-disclosure agreements to ensure compliance with company policies.
- Executed more than 100 purchasing orders at an average of CAD 500,000.00 each, ensuring confidentiality and ethics code in the processes
- Collaborated to increase efficiency and internal communication by creating presentation materials and documents to summarize purchasing regulations and compliance, assisting the team in saving time on auditing purchasing processes
- Optimized operations of ordering supplies to maintain a regular stock level for an organization with three thousand employees, maintaining the highest confidence to guarantee ethic principles.
- Maintained complete documentation and records of all purchasing activities.
- Collaborated with internal stakeholders to understand their needs, ensuring accurate product specifications were met in all purchases.
- Collaborated with cross-functional teams to ensure product specifications were met, enhancing customer satisfaction.
Administrative Assistant
UNIVERSIDADE FEDERAL DE PERNAMBUCO (UFPE)
04.2012 - 02.2014
- Executed administrative procedures such as organizing schedules, typing documents, and communicating with different areas to provide administrative support
- Contributed to compiling data, statistics, and documental information for reports to save time and resources
HR Administrator/Payroll
TRIBUNAL REGIONAL FEDERAL DA 5ª REGIAO
02.2010 - 01.2012
- Managed payroll and timekeeping to track hours and accurately pay 200 employees.
- Implemented improvements in the payroll system, increasing accuracy in the system by twenty percent.
- Welcomed employees, answered phone inquiries, and addressed inquiries properly.
- Improved internal procedures by creating a feedback document to help employees to communicate effectively with Human Resources.
- Managed employee data and privacy to keep employee data confidential per organizational privacy policies.
- Handled on-boarding process for newly hired employees, which included distribution of all paperwork.
- Maintained accurate employee records through diligent documentation of personal information, job history, performance evaluations, and other relevant data.
- Prepared new hire letters, employee contracts, and corporate policies.
- Ensured legal compliance in all HR practices by staying current with relevant employment laws and regulations, as well as conducting regular policy reviews.
- Developed and implemented onboarding and orientation programs for new employees.
Education
BBA - business administration
Universidade De Pernambuco (UPE)
Pernambuco - Brazil12.2011
Skills
- Attention to detail
- Process improvement
- Analytical thinking
- Organizational skills
- Multitasking Abilities
- Task prioritization
- Excellent communication
- Problem-solving
- Deadline management
- Leadership
- Operations management
- Diversity and inclusion
- Regulatory compliance
Accomplishments
• The Quarterly Pillars of Excellence Recipient.
•BOMI International - Canada
· Budgeting and Accounting Course.
•CWB Aspire Leader program
•CWB mentorship program
•CWB coach program
Languages
English
Full Professional
Portuguese
Native or Bilingual
Spanish
Elementary
French
Elementary
Timeline
Team Lead Administration Operations
CANADIAN WESTERN BANK (CWB)
04.2024 - Current
Administrative Assistant
CANADIAN WESTERN BANK (CWB)
11.2019 - 03.2024
Buyer Administrator
ELETROBRAS (CHESF)
02.2014 - 06.2019
Administrative Assistant
UNIVERSIDADE FEDERAL DE PERNAMBUCO (UFPE)
04.2012 - 02.2014
HR Administrator/Payroll
TRIBUNAL REGIONAL FEDERAL DA 5ª REGIAO
02.2010 - 01.2012
BBA - business administration
Universidade De Pernambuco (UPE)
Similar Profiles
Michael WhiteMichael White
Assistant Vice President (AVP) Digital and Alternative Channels at CANADIAN WESTERN BANK (CWB)Assistant Vice President (AVP) Digital and Alternative Channels at CANADIAN WESTERN BANK (CWB)
Sonali SawantSonali Sawant
Senior Software Developer (Contract) at Canadian Western Bank (CWB)Senior Software Developer (Contract) at Canadian Western Bank (CWB)
MANPREET KAUR GILLMANPREET KAUR GILL
CLIENT SUPPORT AGENT at CANADIAN WESTERN BANK(NATIONAL BANK NOW)CLIENT SUPPORT AGENT at CANADIAN WESTERN BANK(NATIONAL BANK NOW)