Tania Machado
Chula Vista
Summary
Highly-motivated employee with desire to take on new challenges. Strong work ethic, adaptability, and exceptional interpersonal skills. Adept at working effectively unsupervised and quickly mastering new skills.
Overview
7
7
years of professional experience
Work History
Legal Secretary
The Law Office Of Giovanna Gallo
San Diego
05.2023 - Current
- Answered incoming calls, took messages, and directed callers to the appropriate staff members.
- Sorted mail daily; opened envelopes; distributed mail; prepared outgoing mail for postage or delivery service.
- Prepared legal documents such as summonses, complaints, motions and subpoenas.
- Coordinated and scheduled meetings and telephone conferences.
- Assisted with various projects related to document production, discovery requests, contract preparation and litigation support.
- Performed research tasks using online databases or other resources as requested by attorneys or paralegals.
- Organized and maintained law libraries, documents and case files.
- Organized deposition materials for attorney review prior to trial or hearing dates.
- Processed invoices from vendors promptly after obtaining necessary approvals from the Accounting Department.
- Greeted clients professionally during office visits; kept confidential information secure at all times.
- Displayed strong telephone etiquette, effectively handling difficult calls.
- Leveraged MyCase skills to input and compile data gathered from various sources.
- Collaborated with internal departments such as accounting, human resources and marketing on matters relating to corporate law.
- Communicated regularly with clients via phone or email regarding updates on their case status.
- Reviewed case files to ensure all necessary documentation was included.
Administrative Assistant
Happy Distribution
San Diego
07.2021 - Current
- Organized and maintained filing and document management systems by coordinating, archiving and purging files.
- Keyed in customer contacts and delivery dates to update details in company databases.
- Managed physical and digital files, monitored spreadsheets and updated reports to coordinate project materials.
- Tracked and submitted employee timesheets to prepare for payroll processing.
- Documented and took note of staff vacation time, sick days and personal days to monitor attendance records.
- Prepared shipping packages by printing packing labels and verifying orders.
- Routed contracts, agreements, and invoices through proper signature process.
- Booked venues, developed guest lists and organized catering services to plan events and department activities.
- Took dictation in shorthand or by machine to transcribe notes to computer or typewriter.
- Supplied key cards to employees and visitors to control building access.
- Compiled and produced presentations and reports as directed by leadership team.
- Answered phones to direct callers, schedule appointments and provide general office information.
- Managed office duties, ordered materials, organized workspaces, answered emails and made phone calls.
- Greeted visitors or callers daily to handle questions or direct to appropriate staff.
- Obtained scanned records and uploaded to database.
- Maintained office supplies inventory by checking stock and ordering new supplies.
- Assisted with payroll preparation and entered data into cumulative payroll document.
- Conducted and initialized background checks for new hires and onboarding employees.
- Tracked expenses and documented records using [QuickBooks] to improve financial flow.
General Labor Worker
Happy Labs
San Diego
07.2021 - Current
- Lifted, sorted and stacked parts weighing as much as 70 pounds.
- Inspected, identified and delivered materials to stocking areas.
- Worked under direct supervision to handle and maintain flow of materials and products in manufacturing areas.
- Maintained awareness of workplace hazards, diligently following department safety protocol.
- Prepared parts and materials for skilled production workers to complete final assembly.
- Operated both motorized and non-motorized material handling equipment safely to move heavy pallets.
- Picked and packed orders at rate o 50 + per hour.
- Used shears, pruners, and chainsaws to prune hedges, trees, and shrubs.
- Utilized portable sprinkler systems, hoses, and watering cans to water trees, lawns, and plants.
- Loaded and unloaded materials onto or from pallets, trays, racks, and shelves by hand.
- Navigated multiple computer systems and applications and utilized search tools to find information.
Data Entry Operator
TLE.market, Inc
San Diego
02.2017 - 12.2019
- Compiled data from source documents prior to data entry.
- Maintained confidentiality of client and staff personal details by adhering to company regulations and requirements.
- Proofread and edited documents to correct errors.
- Used data input interface to transcribe information from physical source documents into databases.
- Created reports and audited charts to maintain concise records.
- Organized billing and invoice data, prepared accounts receivable and generated revenue reports to support audits.
- Reviewed database entries to verify regulatory compliance.
- Compiled and formatted data requested to generate and present reports on contact details, transaction history and basic data trends over time.
- Collaborated with other company employees to understand data requirements, searching databases and performing inquiries to locate specific data items needed.
- Input client information into spreadsheets and company database to provide leaders with quick access to essential client data.
- Identified, corrected and reported data entry errors.
- Compiled, sorted and verified electronic data against hard copies to support quality control efforts.
- Scanned and stored files and records electronically to reduce paper files and secure data.
- Produced new orders in QuickBooks and Salesforce to manage samples and associated data.
Data Entry Clerk
Pacific Coast Global
Mexico City
02.2018 - 01.2019
- Reviewed and updated account information in company computer system.
- Maintained updated knowledge of industry trends related to data entry operations.
- Answered incoming phone calls and directed callers to appropriate departments and personnel.
- Utilized specialized software applications related to the job role such as Quickbooks and Salesforce.
- Processed customer and account source documents by reviewing data for deficiencies.
- Created spreadsheets to track data entries.
- Audited new data, identifying potential issues and corroborating reports.
- Contacted customers via phone or email to address data inquiries.
- Translated written documentation and notes into emails and other types of correspondence.
- Checked source documents against entered data to ensure accuracy.
- Prepared source data by compiling necessary documents, files and information at start of each new project.
- Identified data entry errors and corrected mistakes to achieve near-perfect accuracy in data sets.
- Prepared summaries of daily work completed for review by supervisors.
Education
Tourism Management Degree - Tourism Management
Cecyte
Tijuana Mexico06-2016
Some College (No Degree) - Psychology
UDCI
Tijuana ,Baja California Skills
- Inventory Systems
- Data Entry Documentation
- Back Office Operations
- Accounting Support
- Program File Distribution
- Check Processing
- CRM and Office Management Software
- Transporting Files
- Report Analysis
- Microsoft Office
- Database and Client Management Systems
- Administrative Support
Affiliations
- Member, Alumni Association
Languages
Spanish
First Language
English
Upper Intermediate (B2)
B2
Timeline
Legal Secretary
The Law Office Of Giovanna Gallo
05.2023 - Current
Administrative Assistant
Happy Distribution
07.2021 - Current
General Labor Worker
Happy Labs
07.2021 - Current
Data Entry Clerk
Pacific Coast Global
02.2018 - 01.2019
Data Entry Operator
TLE.market, Inc
02.2017 - 12.2019
Tourism Management Degree - Tourism Management
Cecyte
Some College (No Degree) - Psychology
UDCI
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