Administrative Specialist
KIMBERLY R. COLES
29 Gumwood Drive
Hampton, Virginia 23666
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PROFESSIONAL SUMMARY
Business management student with administrative, customer service, and financial experience. Proven ability to contribute to the efficiency of daily operations and increase customer satisfaction.
SKILLS/QUALIFICATIONS
Customer Service
Accounting
Human Resources
Administrative
Scheduling
Training
Inventory Management
Payroll
Coordination
Financial Transactions
Ledger Reconciliation
Accounts Receivables
EMPLOYMENT HISTORY
Administrative Coordinator, Mid Atlantic Waste Systems, Hampton, VA, October 2019-January 2020
Open work orders. Ensure proper payment arrangements have been made prior to the start of each job. Provide necessary paperwork to technicians for each job. Process technician paperwork after completion of each job and review technician summaries to accounting department. Enter all time and materials into work orders daily. Process labor daily and review to verify accuracy. Submit payroll summaries to accounting department. Backorder, transfer, or arrange for local purchase of all service parts/supplies that are not in stock and issue purchase orders for each. Prepare all service purchase orders for receipt. Prepare invoices for all work orders. Review all monthly job cards before end of month to ensure all back orders are received and all labor posted to job cards is accurate. Detailed descriptions of departmental expenses should be entered as they occur. Process warranty claims for truck service job cards, which includes following up on warranty parts returns to ensure they are done in a timely manner. Prepare and process quotes customers. Maintain shop supplies inventory. Review inventory weekly and place stock orders accordingly. Receive and post monthly mileage for all vehicles, maintaining accurate vehicle files including DOT files. Review uniform delivery for accuracy, noting any pricing discrepancies. Ensure customers are aware of status of jobs and notified of complete jobs immediately.
Administrative Assistant, Various Staffing Agencies, Newport News, VA, August 2018-October 2019
Provide direct support and coordination to field service administration
Perform varied clerical duties using knowledge of office management systems and procedures
Utilized multiple programs/software to create purchase orders for supplies and departmental purchases
Received, processed and tracked daily field orders for maintenance of the area shipyards
Maintain digitally filed correspondence, invoices, receipts and other records
Relay incoming, outgoing, and interoffice calls
Administrative Assistant, Liebherr USA, Newport News, VA, July 2015-May 2018
Relay incoming, outgoing, and interoffice calls. Supply information to callers and record messages. Provide direct support and coordination to field service administration. Process service invoicing, weekly payroll, employee reimbursements as well as other essential requirements to support weekly deadlines as needed. Interact with customers providing information about products and services.
Maintain digitally filed correspondence, invoices, receipts and other records. Perform varied clerical duties using knowledge of office management systems and procedures. Utilized multiple programs/software to create purchase orders for supplies and departmental purchases.
Compiled and analyze data to create reports, forms and other materials from rough draft or corrected copy
Notary Public, Portfolio Recovery Associates, Norfolk, VA, July 2013-July 2014
Created and maintained notary journals of all official acts
Administered oaths during telephonic hearings or trials as required
Reviewed and endorsed, documents/affidavits requiring execution by a Notary Public on behalf of the company
Confirmed all documents/affidavits/pleadings have been executed and notarized properly based on state guidelines
Customer Services Generalist, DMV, Norfolk, VA, May 2011- June 2012
Utilized multiple PC modules, cash drawers, and credit card machines, to process titles, plates, tags, driver's license, identification cards, boating and fishing license, etc.
Administered electronic/written driving tests and vision tests with customers; processing applications for driver, dealer, motor carrier, vehicle registration and titling, tax collection, IDs, and other DMV related services
Established policies and procedures along with interpreting and administering state and federal regulations
Office Manager, Auto Repair, Hampton, VA, August 2007 - February 2011
Supported and maintained Manager's coordination of appointments, calendar and other requests as requested
Managed tasks in a busy environment including customers, telephones and employee requests
Effectively resolved customer questions and concerns regarding billing procedures and payments
Informed customers of new products, services and promotions
Reviewed and explained diagnostic/repair cost to customers
Place orders for parts and materials needed for staff
Administrative Assistant, Hampton Roads Transit, Hampton, VA, March 2007- August 2007
Supported, coordinated and maintained Manager's travel, meetings, calendar and other requests as requested
Performed administrative/clerical duties such as copying, filing and scheduling appointments
Informed department manager of any recent changes
Maintained ledgers of all monies that came in/out of the bank via customer or armored car service
Maintained vendor account activity by monitoring invoices and payments
Maintained knowledge of current department policies and procedures and applied as necessary in appropriate circumstances
Customer Care Representative, Verizon Wireless, Newport News, VA, October 2004- April 2005
Assisted customers with the completion of credit applications and account maintenance
Prepared daily bank deposits and completed paper work to document monetary intake
Distributed mail
Provided administrative duties
Customer Service Representative, Alltel Wireless, Newport News, VA, June 2003- May 2004
Maintained records of inventory and repair orders
Posted credit and debit transactions to client accounts
Assisted customers with account maintenance, the completion of credit applications and on-site technical support
Ensured that refunds and exchanges were accurately issued to customers
Staffing Coordinator, Kelly Services, Chesapeake, VA, October 2002- June 2003
Processed confidential employee records such as salary changes, evaluations and benefits data
Verified employee information including criminal background and previous work experience
Compiled/distributed daily reports regarding employee attendance and production
Facilitated employee orientation and training sessions
Staff Accountant, Hampton University, Hampton, VA, November 2001- October 2002
Completed university financial transactions for services such as admissions, tuition, donations and dorm fees
Posted financial aid awards on to student accounts
Retrieved billing from archive accounts and updated data in the computer system
Provided quality customer service to customers via telephone and in person
KIMBERLY R. COLES
29 Gumwood Drive
Hampton, Virginia 23666
------------
PROFESSIONAL SUMMARY
Business management student with administrative, customer service, and financial experience. Proven ability to contribute to the efficiency of daily operations and increase customer satisfaction.
SKILLS/QUALIFICATIONS
Customer Service
Accounting
Human Resources
Administrative
Scheduling
Training
Inventory Management
Payroll
Coordination
Financial Transactions
Ledger Reconciliation
Accounts Receivables
EMPLOYMENT HISTORY
Administrative Coordinator, Mid Atlantic Waste Systems, Hampton, VA, October 2019-January 2020
Open work orders. Ensure proper payment arrangements have been made prior to the start of each job. Provide necessary paperwork to technicians for each job. Process technician paperwork after completion of each job and review technician summaries to accounting department. Enter all time and materials into work orders daily. Process labor daily and review to verify accuracy. Submit payroll summaries to accounting department. Backorder, transfer, or arrange for local purchase of all service parts/supplies that are not in stock and issue purchase orders for each. Prepare all service purchase orders for receipt. Prepare invoices for all work orders. Review all monthly job cards before end of month to ensure all back orders are received and all labor posted to job cards is accurate. Detailed descriptions of departmental expenses should be entered as they occur. Process warranty claims for truck service job cards, which includes following up on warranty parts returns to ensure they are done in a timely manner. Prepare and process quotes customers. Maintain shop supplies inventory. Review inventory weekly and place stock orders accordingly. Receive and post monthly mileage for all vehicles, maintaining accurate vehicle files including DOT files. Review uniform delivery for accuracy, noting any pricing discrepancies. Ensure customers are aware of status of jobs and notified of complete jobs immediately.
Administrative Assistant, Various Staffing Agencies, Newport News, VA, August 2018-October 2019
Provide direct support and coordination to field service administration
Perform varied clerical duties using knowledge of office management systems and procedures
Utilized multiple programs/software to create purchase orders for supplies and departmental purchases
Received, processed and tracked daily field orders for maintenance of the area shipyards
Maintain digitally filed correspondence, invoices, receipts and other records
Relay incoming, outgoing, and interoffice calls
Administrative Assistant, Liebherr USA, Newport News, VA, July 2015-May 2018
Relay incoming, outgoing, and interoffice calls. Supply information to callers and record messages. Provide direct support and coordination to field service administration. Process service invoicing, weekly payroll, employee reimbursements as well as other essential requirements to support weekly deadlines as needed. Interact with customers providing information about products and services.
Maintain digitally filed correspondence, invoices, receipts and other records. Perform varied clerical duties using knowledge of office management systems and procedures. Utilized multiple programs/software to create purchase orders for supplies and departmental purchases.
Compiled and analyze data to create reports, forms and other materials from rough draft or corrected copy
Notary Public, Portfolio Recovery Associates, Norfolk, VA, July 2013-July 2014
Created and maintained notary journals of all official acts
Administered oaths during telephonic hearings or trials as required
Reviewed and endorsed, documents/affidavits requiring execution by a Notary Public on behalf of the company
Confirmed all documents/affidavits/pleadings have been executed and notarized properly based on state guidelines
Customer Services Generalist, DMV, Norfolk, VA, May 2011- June 2012
Utilized multiple PC modules, cash drawers, and credit card machines, to process titles, plates, tags, driver's license, identification cards, boating and fishing license, etc.
Administered electronic/written driving tests and vision tests with customers; processing applications for driver, dealer, motor carrier, vehicle registration and titling, tax collection, IDs, and other DMV related services
Established policies and procedures along with interpreting and administering state and federal regulations
Office Manager, Auto Repair, Hampton, VA, August 2007 - February 2011
Supported and maintained Manager's coordination of appointments, calendar and other requests as requested
Managed tasks in a busy environment including customers, telephones and employee requests
Effectively resolved customer questions and concerns regarding billing procedures and payments
Informed customers of new products, services and promotions
Reviewed and explained diagnostic/repair cost to customers
Place orders for parts and materials needed for staff
Administrative Assistant, Hampton Roads Transit, Hampton, VA, March 2007- August 2007
Supported, coordinated and maintained Manager's travel, meetings, calendar and other requests as requested
Performed administrative/clerical duties such as copying, filing and scheduling appointments
Informed department manager of any recent changes
Maintained ledgers of all monies that came in/out of the bank via customer or armored car service
Maintained vendor account activity by monitoring invoices and payments
Maintained knowledge of current department policies and procedures and applied as necessary in appropriate circumstances
Customer Care Representative, Verizon Wireless, Newport News, VA, October 2004- April 2005
Assisted customers with the completion of credit applications and account maintenance
Prepared daily bank deposits and completed paper work to document monetary intake
Distributed mail
Provided administrative duties
Customer Service Representative, Alltel Wireless, Newport News, VA, June 2003- May 2004
Maintained records of inventory and repair orders
Posted credit and debit transactions to client accounts
Assisted customers with account maintenance, the completion of credit applications and on-site technical support
Ensured that refunds and exchanges were accurately issued to customers
Staffing Coordinator, Kelly Services, Chesapeake, VA, October 2002- June 2003
Processed confidential employee records such as salary changes, evaluations and benefits data
Verified employee information including criminal background and previous work experience
Compiled/distributed daily reports regarding employee attendance and production
Facilitated employee orientation and training sessions
Staff Accountant, Hampton University, Hampton, VA, November 2001- October 2002
Completed university financial transactions for services such as admissions, tuition, donations and dorm fees
Posted financial aid awards on to student accounts
Retrieved billing from archive accounts and updated data in the computer system
Provided quality customer service to customers via telephone and in person