Flora May Manaois

Administrative and Accounting Specialist (VA/Remote)

• Job Details:Handle and manage billing and invoicing using PCS Express accounting software. Preparing and processing client invoices accurately and promptly. Submitting customer invoices and carrier invoices to factoring company (My Triumph). Submitting and uploading invoices to CTSI portal (Honeybee TMS portal). Monitoring RXO invoice status - approved, rejected and payment. Handling and resolving rejected invoices due to rate amount changes. Tracking loads rate amount and delivery status in One Network. Tracking payments and managing carrier relationships. Ensure timely collection of receivables and accurate payment of obligations. Reconcile payments with outstanding invoices, resolve discrepancies and dispute invoices. Updating reports and monitoring of carrier payments. Prepare monthly financial statements, including balance sheets and income statements. Administrative support - document preparation and file management for billing processing. Handle correspondence and maintain organized records. Answered high volume of phone calls and email inquiries.

Administrative and Accounting Assistant

• Job Details:Answering and directing phone calls. Organizing and scheduling appointments. Planning meetings and taking detailed minutes. Writing and distributing email, correspondence memos, letters, faxes and forms. Assisting in the preparation of regularly scheduled reports. Developing and maintaining a filing system. Updating and maintaining office policies and procedures. Ordering office supplies and researching new deals and suppliers. Monitoring office supply inventory levels and placing orders as needed. Booking travel arrangements. Submitting and reconciling expense reports. Providing general support to visitors. Assisting with vendor communications, including agreements and payments. Organizing and maintaining digital files, contracts, and company records. Scheduling and coordinating meetings, preparing agendas, and tracking action items. Handling account payments and providing information regarding outstanding balances. Data entry - creating spreadsheets to track vendor invoices for payment processing.

Secretary and Administrative

• Job Details:Maintaining the executives’ agenda and assisting in planning appointments, board meetings, conferences etc. Attending meetings and keeping minutes. Receiving and screening phone calls and redirecting them when appropriate. Handling and prioritizing all outgoing or incoming correspondence. Making travel arrangements for executives. Handling confidential documents ensuring they remain secure. Preparing invoices or financial statements and providing assistance in bookkeeping. Monitoring office supplies and negotiating terms with suppliers. Maintaining electronic and paper records ensuring information is organized and easily accessible. Conducting research and preparing presentations or reports assigned. Managing and handling payroll. Reporting monthly sales. Handling accounts receivables and payables.