Administrative Coordinator

Administrative Coordinator — Nexa Logistics Group

Charlotte, NC | January 2024 – Present

• Supervised front desk reception and coordinated schedules for 3 primary conference spaces, reducing meeting room booking double-bookings and scheduling conflicts by 92%.
• Negotiated new office supply and courier vendor service contracts, saving the organization $14,000 annually while improving delivery turnarounds by 18% over a 12-month period.
• Managed and reconciled monthly expense reports and billing statements totaling $45,000 per month, reducing invoicing errors by 22% through automated tracking systems.
• Coordinated travel logistics, itineraries, and accommodations for a team of 35 sales and administrative professionals, reducing overall travel booking errors by 40%.

Administrative Assistant — Summit Capital Advisory

Charlotte, NC | September 2021 – December 2023

• Maintained digital and physical filing systems for 5,000+ client accounts, reducing document retrieval times by 35% through restructuring database search tags.
• Prepared and formatted 120+ monthly financial reports and client portfolios, ensuring 100% compliance with corporate standard guidelines and reducing errors by 28%.
• Fielded and routed an average of 60+ daily phone calls and visitor inquiries, resolving 85% of standard questions without escalating to executive staff members.
• Managed office equipment inventory and organized maintenance schedules for 4 primary copiers and printers, decreasing equipment down-time by 30% over 2 years.

Calendar management, Travel coordination, Expense tracking, Billing reconciliation, Document control, Database administration, Customer service, Meeting planning, Microsoft 365, Word, Excel, PowerPoint, QuickBooks, Slack, Zoom, Confluence

Office Relocation Coordination

Role: Lead Coordinator

Tools: Microsoft Project, Excel, Slack

Coordinated the relocation of 85 employees and equipment to a new office suite, completing the project 4 days under schedule and saving $12,000 in mover fees.

Digitization and Filing Initiative

Role: Project Coordinator

Tools: Confluence, Excel, Microsoft SharePoint

Led the migration of 10 years of physical office records to a secure SharePoint structure, saving 15 hours of search time per week across 3 departments.

• Certified Administrative Professional (CAP) (2024)
• Microsoft Office Specialist (MOS) Expert (2022)

• Languages: English (Native), Spanish (Conversational)
• Volunteer Work: Event coordinator for regional community food bank initiatives (2022–present)
• Availability: 2 weeks notice