Provide company executives with daily organizational tasks, calendar management, coordinating scheduling of meetings and events via Microsoft teams, WebEx, Zoom, etc. Capture, record, transcribe minutes and distribute accordingly. Maintain, update, and monitor deliverable schedules, ensure receipt, review, and submission of deliverables due to clients.Aid the Financial Director with tracking contract requirements, modifications, deliverables, etc. Track and distribute company special recognition awards, special events, anniversaries, birthdays, and other life events. Manage and update Freedom Star company internal newsletter with required company information and requirements along with maintaining the company website. Provide monthly updates for the company site for monthly training and periodic announcements. Manage, process, approve employees travel via Concur for employees who were traveling on company business. Coordinate and arrange travel and travel expense requirements for employees with the appropriate personnel. Coordinate and assist with all annual training, safety, cyber security, etc. Coordinate/assist CEO with reporting requirements for VET, SAM.gov, SBA, etc. Assist with preparing bids and proposal preparations, documents, presentation slides via the appropriate software. Maintain company files as required and file maintenance/databases.Updated several company policies and procedures.Provide HR support with drug screening, new hire, departing employees process, maintaining employee personnel files, and census reporting.Receive - review resumes for use on proposal submission and maintain the database where resumes are housed.

Perform notarizations for individuals on various types of documents.Contracted to perform various in home or office notarizations.

Provided logistical and administrative support to meetings including facilitation of the creation and distribution of agendas, read-ahead packets, and other materials. Ensured conference room reservation and setup, coordinate/support audio-visual equipment for the meeting, take/format/distribute meeting minutes, track status of any open issues/actions stemming from the meeting.Managed assignments within ETMS2 system, assigned taskers to appropriate department, ensured tasker responses are completed within the appropriate time period and closed/completed taskers as required.Presented and conducted meetings as assigned. Provided coverage for meetings if Chief(s) are unavailable to attend. Recorded Meeting(s) for the Chief’s use.Prepared and edited documents, correspondence, and/or presentation materials for the respective sectional chief, director, chief of staff, and functional champion. Generated copies and distributed documents as needed.Performed all duties following applicable regulations, policies, and administrative instructions.Maintained documents within SharePoint for assigned departments.Answered incoming telephone calls to the office, routed the calls as appropriate or took messages on behalf of personnel. Managed calendars for multiple chiefs, set up and confirm meetings for chiefs.Managed, coordinated, facilitated, oversaw, tracked, and assisted in guiding the progress of multiple special projects and activities with the varying timelines and due dates.Advised on the potential benefits/uses of automation to improve the efficiency of administrative support or program operations.Assisted in the development of administrative program policies, regulations, goals, or objectives, identified data required for use in the management and direction of programs.Recommended changes or improvements in work methods and procedures, administrative audit, and investigative reports to determine appropriate changes or corrective action required.

Received files from the processors, reviewed files for accuracy and completeness as applicable to real estate closing and mortgage loans including loan document review, affidavits, disclosures, and accurate notarization of pertinent documents.Requested any incomplete information within the file.Created and scanned all documents into the appropriate working Qualia folders. Disbursed closing packages.Utilized Simplifile to Process documents for recording And managed re-recording of documents, as necessary.Coordinated with lender and underwriter and any third parties.Prepared checks and payments for post closed files.Researched candidates for Title & Settlement Sales Representative. Reviewed resumes submitted, communicated with potential candidates, and scheduled interviews.

Received files from the processors, reviewed files for accuracy and completeness regarding real estate closing and mortgage loans. See above section on re-wording this section too.Reviewed loan documents, affidavits, disclosures for accuracy, along with ensuring the notarizations were completed accurately. Requested any information which was incomplete regarding the file request.Scanned, labeled, and filed all documents into the appropriate working folders in Qualia.Request title bring downs via Simplifile for title insurance.Verified and approved all recordings before they go to record.Managed re-recording of documents, as necessary. Coordinate with lender and underwriter along with any third parties.Prepared and processed payments via wires and checks for completed files.Processed the Require checks for the filings.Disburse(d) closing packages.Followed up on releases for unreleased DOT’s and Judgments.

Temporary Assignment as Electronic Notary April 2020 – June 2020Took the Virginia Remote Online Notary via the National Notary Association.Trained and passed electronic notary course from Notarize to become an Electronic Notary.Notarized various legal documents and PS-1583 Mail Box Forms online via audio and video sessions from home.Used Notarize online resources to confirm how to process certain documents with existing clients of Notarize.

Maintained the executive and conference room calendars.Coordinated travel arrangements for employees and interviewees monthly.Assigned employee and consultant numbers, created personnel files, and maintained approximately four hundred employee/consultant personnel files within the proper contract assignments.Edited resumes into proper format and tense for weekly submission to open government contract positions Coordinated resume files along with the spreadsheet and file management.Updated assigned contract and personnel lists.Assisted payroll with timely submission of timesheets, verification of hours submitted, and accuracy of totals for billing purposes.Worked closely with the CFO in various tasks.Assisted with the explanation of benefits for new employees.Maintained all office and kitchen supplies and order, as necessary.Scanned files and email to the appropriate personnel.Maintained the expenditure receipt and travel book.

Triaged daily average phone call volume of 250 for corporate headquarters, greet visitors.Sustained daily administrative support, including fulfilling new account letters daily, managing parcel distribution and courier scheduling, managing conference room schedules, maintaining a 450-employee corporate directory and Executive contacts.Provided routine, cross-departmental support, including: assisting HR with onboarding protocols, legal document procurement, and system setup; assisting Accounting with payroll and tax documentation; and assisting Marketing and Facilities with special events and building operations.

Maintained collateral insurance requirements for 3,500+ commercial loans; reviewed all loan insurance requirements for quality assurance and updated databases. Created collateral insurance ticklers and ran reports for accuracy.Performed cross-department auditing and monthly account reconciliation.

Supported four Loan Officers/Officers of the Bank with processing and booking loans; managed database and backup protocols and calculated loan closing fees.Assembled credit information and verified data accuracy, including processing credit reports and flood certifications on collateral properties.Loan processing liaison for attorneys, title companies, insurance agents, and real estate agents.

Managed daily database reporting and updates; trained staff on operational protocols.Monitored collateral insurance renewals and performed data validation along with filing UCC financing statements. Reconciled general ledger accounts monthly, including monitoring requested construction loan funds.

Oversaw all documentation, data validation, and billing and liaison functions associated with leases. Compiled documentation for Tenant Improvement allowance reimbursements which translated to $50,000+.

Monitored and managed schedules for owners and various entities. Coordinated and assisted in the preparation of personal and company functions and other special projects as assigned.Negotiated vendor contracts, realizing annual cost savings of approximately $100,000.

Handled accounting books for three Dewberry sub-companies and an additional five accounts for rental properties; processed monthly billing to tenants, individuals, and companies. Performed cost projections for properties, expense reports, A/P, A/R, G/L, bank reconciliations; assisted in tax audits and preparation of tax documents.

Assisted in construction project management for construction and demolition of buildings.Coordinated use of buildings and demolition restrictions during demolition project – worked with Fairfax Fire Department and Hitt Contracting.Obtained and maintained necessary work permits, including bonds/bond extensions.Reviewed and processed fiscal records for tenants and owner including cost analysis, personal property taxes, maintenance costs, and all billing items. Reviewed past year billings on projects and discovered duplicate billing/payments and recouped approximately $100,000.

Managed tenant lease contracts on space in Dewey Warehouse Negotiated vendor contracts for commercial property and rental properties. Oversaw tenant relations, policy correspondence, accounts receivables and recouped over $500,000 in collections.