Annie Aguilar

Results-driven office manager and project coordinator with extensive experience supporting construction, financial services, and corporate operations. Skilled in coordinating cross-functional teams, managing project documentation, and overseeing financial processes including payroll, invoicing, and budgeting. Implemented and administered platforms such as Procore, Job Progress CRM, Salesforce, and ERP systems to streamline workflows, reporting, and communication.

Bilingual in Spanish and English with a strong customer service background and prior U.S. Navy service. Seeking project coordination, office management, and accounting operations roles in construction or corporate environments.

Independent Accounting Contractor - Express Employment - Waukegan, IL

(2024-10)

• Reconcile multiple business and personal accounts in QuickBooks Online, reviewing bank, credit card, and loan statements, posting expenses, payments, deposits, and invoice payments, and resolving discrepancies.
• Post customer payments received on invoices for business sold, ensuring accurate application to outstanding balances and up-to-date account status.
• Track and reconcile loan payments for financing used to purchase the company building, verifying principal, interest, and escrow amounts against lender statements.
• Audit transaction activity to identify duplicate expenses, misclassified entries, and missing or unmatched transactions, correcting issues to maintain accurate financial records.
• Configure and review account setups to confirm categories that align with owner's reporting and tax needs.
• Record asset and ownership changes, including vehicles, businesses sold, and owner withdrawals with complete supporting documentation.

Project Coordinator - Express Professionals (Contracted to DSG) - Waukegan, IL

(2025-06 - 2025-09)

• Led implementation and ongoing administration of Procore, including user setup, access permissions, document uploads, and project organization for multiple construction projects.
• Developed and implemented process action plans for all construction phases improving workflow visibility and accountability.
• Prepared and submitted project-specific daily production and quality control reports to NAVFAC, ensuring compliance with government requirements.
• Managed email correspondence, meeting agendas and follow-ups to maintain clear communication and task completion across project stakeholders.
• Organized and maintained Dropbox project files (photos, proposals, RFIs) and updated SOPs for folder structures and naming conventions to improve consistency.
• Coordinated subcontractor base access and documentation with NAVFAC to prevent work delays.

Office Manager - Boom Enterprises - Palatine, IL

(2025-02 - 2025-05)

• Processed biweekly payroll, including bonuses, PTO, wage garnishments, and deductions using Paylocity and related systems.
• Managed employee onboarding, verifying I-9 documentation and state-mandated forms to ensure regulatory compliance.
• Analyzed weekly sales and inventory data to identify trends and reduce waste across all locations.
• Oversaw vendor invoicing and accounts payable in Sage, executing payments and reconciling records.
• Coordinated logistics for monthly General Manager meetings, including scheduling, materials, and follow-up items.
• Maintained compliance documents, benefits data, and 401(k) contributions for employees.

Office Manager - Derse, Inc. - Waukegan, IL

(2022-09 - 2024-07)

• Served as liaison between billing and sales departments to ensure accurate and timely invoicing.
• Conducted cost analysis and financial projections to support and optimize divisional budgets, improving forecast accuracy and spend visibility.
• Monitored collections and managed storage and down payment invoicing for customer accounts.
• Handled petty cash and trained staff on financial protocols and procedures.
• Planned employee events and provided HR onboarding support for new hires.
• Enhanced team productivity by delegating tasks effectively and overseeing daily workflow across the office.
• Facilitated communication between upper management and staff, addressing concerns and issues promptly.

Office Manager / Project Coordinator - HX Home Solutions - Libertyville, IL

(2018-02 - 2021-10)

• Scheduled jobs and coordinated with vendors to ensure timely project execution and superior customer service.
• Spearheaded implementation and customization of Job Progress CRM, reducing manual tracking and improving team productivity.
• Managed cross-functional operations, including permit acquisition, vendor communication, and accurate invoicing using QuickBooks.
• Directed end-to-end project lifecycle from initial assignment through final invoicing, payment collection and warranty issuance.

Sales Support Specialist - Scott Byron & Co. - Lake Bluff, IL

(2015-03 - 2016-08)

• Supported sales operations, prepared quotes, and proposals, and coordinated with internal teams to meet clients' needs.

Customer Service Representative - Cole Parmer - Vernon Hills, IL

(2013-12 - 2014-09)

• Provided customer support, processed orders, and resolved product inquiries.

Sales Support & Sales - Orkin Pest Control - Waukegan, IL

(2009-04 - 2014-07)

• Supported branch sales activities, scheduled services, and maintained customer relationships.

Yeoman - United States Navy - San Diego, CA

(2003-09 - 2005-07)

• Performed administrative and clerical duties, maintained records, and supported command staff in daily operations.

High School Diploma - Waukegan High School (1999-06)