Stephanie Gillen
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Stephanie Gillen

Stephanie Gillen
Woodland Park, NJ 07424 | Cell ------------ | ------------

Administrative Assistant | Customer Service


SUMMARY OF QUALIFICATIONS:

Highly skilled and dedicated Executive Assistant/Office Manager with more than 15 years coordinating, planning, and supporting daily operational and administrative functions for an international company. Highly focused and results-oriented. Able to identify goals and priorities and resolve issues in initial stages. Possesses superior communication skills and is able to work well with all levels of staff.

ACCOMPLISHMENTS:

• Coordinated relocation of entire office staff to a new office location, with movers, terminated all services at the old office location and ensured all services would start on time at the new office.
• Implemented cost-cutting measures in purchasing that led to $20K in savings.
• Served as liaison with programmer to establish new accounting system.


WORK EXPERIENCE:

Sr. Executive Assistant
Topline Products/Texen Services Mar. 2011 – May 2019

Duties and Responsibilities:
Served as the point person for maintenance, mailing, shipping, supplies, equipment, vendor invoices and errands, which also included the company Verizon cell phone account. Collaborated with Human Resources to maintain office policies as necessary. Organized office operations and procedures. Managed internal staff relations/responsibilities.

• Managed and scheduled meetings and appointments for the VP Operations to meet all schedule requirements for internal and external meetings
• Coordinated executive communications by answering, directing and screening all calls
• Handled company’s accounts receivables and petty cash
• Reviewed customer invoices and sent to customer after review for accuracy
• Prepared Fed Ex packages and also reviewed and approve Fed Ex invoices for price matching
• Coordinated shipping and receiving of samples from vendors to customers
• Arranged all travel planning for all staff and staff of our offices in France and Mexico
• Managed company attendance records and worked with Controller to ensure payroll matched vacation/personal time taken by company employees
• Monitored and liaised with finance department on purchase orders received by customers and purchase orders entered for vendors
• Managed and updated all vendor lists and communication across all staff with regard to samples
• Managed the receipt, cataloging and storage of all samples, images, pricing, and vendor materials.
• Assisted with Marketing Department with preparation for all trade shows
• Updated and created daily sales report by collecting various data information from different production location
• Maintained documents and records following administrative policies
• Assisted Project Managers in data entry of purchase orders
• Coordinated departments’ administrative activities and recommended improvements to administrative procedures



Office Manager/Customer Service Manager
Customer Service Representative
Protameen Chemicals Oct. 96 – Mar. 2011
Worked as customer services representative for first 2 years and got promotion to work as office manager and customer services manager. Maintained the daily operation of office and staff (consisting of receptionist and two full-time customer service representatives. Oversaw all purchase orders placed by our customers from onset until shipping out.

• Responsible for the daily invoicing of company
• Liaison between customer service and accounting when issues such as pricing, shortages, etc. were encountered
• Problem solved with customers, pricing issues, rejected material, not adhering to shipping terms, etc. and extensive telephone contact with customers
• Worked closely with Shipping Dept. to ensure that all customer orders were shipped according to customer’s specifications, etc.
• Involved in international marketing, helped to set up international customers for pricing, payment terms, etc.
• Worked with local freight forwarder to receive quotes and ensure proper documentation is included with all international orders


Education:
Avtech Institute of Technology, Fairfield, NJ January 2020 –June 2020
Field of Study: Microsoft Office Specialist; Word, Excel, Power Point, Share Point

Skills or Areas of Expertise:
Microsoft Office (Word, Outlook, Excel, Power Point, Office 365) | Accounts Payable | Accounts Receivable | Can type 80 wpm with accuracy | Scheduling and Calendar Management | Office Administration | Office Management | Customer Services | Written Comprehension | Written Expression