Experience

Ilia Martínez & Associates

• Puerto Rico
• Real Estate
• 1 - 100 Employee

• Office Manager

  • Sep 2022 - Present

  • Answering and responding to incoming phone calls in a professional manner, providing exceptional customer service to clients and stakeholders. • Efficiently preparing a wide range of documents, including offers, purchase sale agreements, lease agreements, and exclusive brokerage contracts, ensuring accuracy and adherence to legal requirements. • Methodically tracking and processing lease renewals, ensuring timely execution and completion to maintain smooth and uninterrupted property management. • Strategically assigning leads to associate brokers, and actively ensuring follow-up to optimize potential opportunities and foster successful real estate transactions. • Seamlessly coordinating staff meetings, managing scheduling, and preparing necessary materials to facilitate productive discussions and enhance collaboration within the team. • Implementing and maintaining staff procedures to improve overall efficiency and productivity, streamlining workflows for enhanced performance. • Thoroughly gathering all necessary documents and information required to coordinate a successful property closing, ensuring a seamless and well-organized process. • Skillfully managing accounts payable and receivable, ensuring on-time payment and meticulous tracking of expenses and income to maintain financial stability and accuracy. Show less



Volunteers of America

• Non-profit Organizations
• 700 & Above Employee

• Asset Analyst

  • Jan 2022 - Sep 2022

  Analyzed and reported on operational performance and condition of assigned real estate assets, providing recommendations for specific properties. Reviewed and assessed actual performance to approved budget and original underwriting assumptions, obtaining further information as needed. Ensured timely submission of monthly/quarterly financial reports and audited financial statements, tracked and compared data from year to year, and identified trends or issues that required action. Conducted on-site inspections of assets to evaluate physical condition, management operations, regulatory compliance, external effects on property, and market position. Reported findings and conclusions, directed corrective measures, recommended changes or improvements needed, and developed plans to carry out actions. Maintained the system to track financial and operational performance of each asset within assigned portfolio, reviewed and tracked annual audited statements, and ensured compliance with debt/investor equity terms and covenants. Ensured that the asset management system captured relevant tax information and that filings/exemptions were made on a timely basis. Provided assistance or guidance to administrative support staff and local affiliate offices as needed. Show less



GR Management Corp.

• 1 - 100 Employee

• Office Manager

  • Feb 2018 - Dec 2021

  Streamlined and organized office operations and procedures, ensuring the smooth functioning of the office. Acted as a point person for maintenance, mailing, shipping, supplies, equipment, bills, and errands. Worked closely with Human Resources to maintain office policies as necessary, ensuring compliance with company and legal requirements. Processed employment verification forms and reviewed and approved timesheets, ensuring accuracy and timely submission. Assisted in the recruitment process for administrative positions, helping to identify top talent for the organization. Organized and scheduled meetings, trainings, and appointments, ensuring efficient use of time and resources. Coordinated with the IT department on all office equipment, ensuring that equipment was properly maintained and functioning. Managed the executive's schedule, calendars, and meetings, ensuring that all commitments were properly scheduled and attended. Responsible for managing office services, including organizing operations and procedures, controlling correspondences, designing filing systems, reviewing and approving supply requisitions, and monitoring clerical functions. Actively participated in the planning and execution of company events. Designed and implemented filing systems, ensuring efficient storage and retrieval of information. Monitored and maintained office supplies inventory, ensuring that supplies were always available when needed. Handled tenant inquiries and complaints, resolving issues in a timely and professional manner. Maintained a safe and secure working environment, ensuring compliance with safety regulations and company policies. Reviewed and processed a high volume of purchase orders for 17 residential projects, ensuring that materials were ordered and delivered on time and within budget. Processed contract renewals for all vendors, ensuring that contracts were renewed on time and in compliance with company policies. Managed petty cash and corporate credit cards. Show less



ÇPG Island Servicing, LLC

• Office Manager

  • Mar 2011 - Sep 2018

  Efficiently received, screened, and routed incoming calls, ensuring prompt and professional communication with clients and stakeholders. Conducted new employee orientations and provided administrative support to the Human Resources department, streamlining onboarding and facilitating effective team communication. Accurately completed bi-weekly timesheets for 40 employees, maintaining accurate payroll records and ensuring timely and accurate payment. Read, routed, and filed all incoming mail, organizing and prioritizing correspondence to support efficient office operations. Prepared outgoing mail and handled confidential correspondence, ensuring security and confidentiality of sensitive information. Proactively ordered all office supplies, optimizing inventory management and minimizing disruption to daily operations. Closely tracked closings of units for multiple portfolios, ensuring timely and accurate completion of all transactions. Processed certifications for HOA, taxes (CRIM), and legal invoices for payment, minimizing the risk of late fees and penalties. Requested tax exemptions under Law 273 for all REO properties Deposited loan payments, retail checks, and sale proceeds, and provided instruction on how to apply funds, ensuring accurate and timely processing. Assisted asset managers and senior directors on special projects as needed, leveraging strong communication and problem-solving skills to deliver high-quality results. Provided phone support, ensuring prompt and effective resolution of customer inquiries and issues. Coordinated meetings and special events, managing logistics and ensuring seamless execution. Show less



Palmanova Asset Managers, LLC

• Senior Executive Assistant

  • Nov 2009 - Dec 2010

  Completed, reviewed, and uploaded financial packages for borrowers in default stage to ensure compliance with company policies and government regulations. Administered daily office operations, including managing schedules, maintaining office supplies, and coordinating meetings, to ensure a smooth functioning office. Served as a liaison between Quantum Servicing Florida staff and borrowers in Puerto Rico, maintaining positive relationships and effectively communicating to resolve any issues that arose. Screened a high volume of incoming calls and directed them to the appropriate party to ensure timely and effective communication with borrowers and other stakeholders. Prepared minutes, memos, email correspondence, spreadsheets, hardcopy letters, and property files to support office operations and facilitate effective communication with borrowers and other stakeholders. Created, tracked, and updated work orders in Quantum's portal system to facilitate property management and maintenance, ensuring that all work was completed on time and within budget. Managed a high volume of sub-contractors, ensuring that they met Quantum's quality and safety standards, and that all work was completed to the company's satisfaction. Show less



Atlantic Alliance of Asset Managers, LLC

• Contract Manager

  • Sep 2004 - Nov 2009

  Successfully managed and marketed HUD owned properties, prioritizing homeownership opportunities for potential buyers. Effectively managed a large number of sub-contractors to ensure timely and high-quality property maintenance. Reviewed and resolved property titles and exceptions, and executed sales contract packages with a keen eye for detail. Provided oversight of sales closings, including accounting reconciliation. Recruited, trained, and supervised office staff, overseeing daily operations to maintain an efficient work environment. Edited and developed a comprehensive Real Estate guidebook in Spanish for HUD certified brokers. Organized and executed community outreach programs to promote the benefits of HUD properties. Implemented local office policies to ensure adherence to federal regulations and guidelines. Oversaw mortgagee's compliance with HUD's property conveyance requirements, ensuring timely and accurate documentation. Maintained a high standard of property care and safety by regularly inspecting and identifying hazardous conditions. Show less



Puerto Rico Pharmaceutical

• United States
• Pharmaceutical Manufacturing
• 1 - 100 Employee

• Administrative Assistant

  • Mar 2004 - Sep 2004

  Monitored and administered over 5 international customer accounts, ensuring timely and accurate delivery of products and services. Prepared detailed customer statements, bills, and invoices, accurately documenting all transactions and charges. Conducted research and analysis of delinquent accounts Generated weekly aging reports, customer ledgers, and commission reports, providing critical data and insights to inform business decisions. Proactively contacted delinquent customers to secure payment, reducing outstanding debt by 30% within six months. Reviewed and authorized invoices for payment, ensuring accuracy and timely processing. Successfully purchased and arranged delivery of pharmaceutical medicines to international customers, managing logistics and compliance with international regulations. Show less



FE Corporation

• United States
• Public Policy Offices

• Administrative Assistant

  • May 2003 - Mar 2004

  Managed a team of over 15 field employees, overseeing work allocation, scheduling, and performance to ensure projects were completed on time and to company standards. Served as a liaison between the field manager and upper management, providing regular updates and reports to ensure clear communication and alignment of objectives. Conducted data entry of field employee work hours and work allocation, creating and submitting accurate payroll reports on a timely basis. Addressed tenant calls and routed tenant claims to upper management for timely resolution, demonstrating excellent customer service and problem-solving skills. Obtained quotes and authorization for materials requisitions, ensuring that all necessary supplies were procured to complete field projects effectively and efficiently. Submitted orders to suppliers and followed up for prompt delivery, maintaining close communication with suppliers to ensure all orders were processed and delivered on time. Maintained an inventory report of all field projects to be completed, regularly updating records to ensure accurate tracking and reporting of project status. Show less



Tierra Del Sol, Real Estate Services in Puerto Rico

• Relocation and Referral Coordinator (Promoted from Administrative Assistant)

  • Nov 2000 - Feb 2003

  Provided assimilation services to transferees relocating in and out of Puerto Rico, ensuring a smooth transition and successful relocation experience for clients. Answered and screened a high volume of incoming calls, providing excellent customer service and timely information and referrals to clients as needed. Assisted and oriented clients on how to purchase a HUD-acquired home, sharing knowledge and expertise to help clients navigate the process effectively. Reported the conditions of a HUD home through Home Tracker, ensuring that all relevant information was accurately documented and reported in a timely manner. Maintained an inventory report of all "For Sale" and "Sold" HUD properties, providing weekly updates for the BLB commission report. Re-typed broker's market analysis and maintained marketing reports on a monthly basis for each relocation property, demonstrating strong attention to detail and a commitment to accuracy and thoroughness. Input and output all Tierra Del Sol listings (Foreclosure, HUD, and Relocation properties) in the Multiple Listing Service (MLS), ensuring that all properties were accurately and effectively listed for sale. Show less