Office Administrator - Florida Lawyers Mutual Insurance Company - Oviedo, FL
(2025-01 - 2026-07)
- Partnered directly with the President/CEO and Director of Operations on company-wide priorities, operational planning, cross-departmental projects, and special initiatives.
- Served as the organization's sole HR professional, building and administering core HR processes including employee relations, onboarding/off-boarding, PTO and leave, employee records, policies, and compliance.
- Administered payroll through ADP and related systems, maintaining employee and deduction data and resolving discrepancies through audits, reconciliations, and corrections.
- Administered employee benefits and retirement programs, including annual renewals, enrollments, 401(k) administration and Form 5500 filings, vendor coordination, and resolution of employee and account discrepancies.
- Coordinated quarterly Board of Directors and committee meetings, preparing agendas, Board books, board minutes, and meeting materials while managing event contracts, hotel, catering, meeting space, and related logistics.
- Supported corporate governance and compliance requirements by maintaining governance records, reports, filings, and recurring deadlines.
- Led day-to-day office operations, overseeing facilities, vendors, office services, business insurance coverage and renewals, and administrative workflows.
- Conducted comprehensive audits, reconciliations, and historical record reviews to identify discrepancies, investigate issues, implement corrections, and improve accuracy and consistency.
- Developed and implemented HR and administrative procedures and documentation to improve consistency, compliance, and operational processes.
- Supervised the Administrative Assistant, providing training, performance management, workload guidance, and operational support.
- Provided cross-functional support to Claims, Underwriting, Marketing, and other departments on operational needs, special projects, research, and documentation.
Litigation Assistant - Cohen Law Group - Maitland, FL
(2022-07 - 2024-10)
- Managed a litigation caseload of 150+ active files, supporting attorneys throughout the litigation process by tracking deadlines, filings, court schedules, required actions, and case progression.
- Drafted legal documents including pleadings, motions, subpoenas, notices, complaints, and settlement agreements.
- Coordinated hearings, depositions, mediation, arbitration, and trials, managing documentation, and related logistics.
- Managed electronic court filings through the Florida Courts E-Filing Portal and maintained organized records in FileVine.
- Maintained strong client communication through active matters, providing regular case updates, coordinating attorney follow-up, and helping clients understand the overall litigation process.
- Handled settlements and coordinated case closings, ensuring required documentation and follow-up were completed.
- Served as a Spanish interpreter and translator for attorneys and clients as needed.
Legal Scheduler - Cohen Law Group - Maitland, FL
(2021-07 - 2022-07)
- Managed complex calendars and coordinated hearings, depositions, mediation, arbitration, and trials for 15 attorneys while balancing competing deadlines and scheduling priorities.
- Maintained organized electronic case files in Prevail, accurately uploading, indexing, and managing legal documents.
- Developed and maintained a comprehensive case-tracking spreadsheet that became the firm's standard tool for scheduling
- Trained and mentored scheduling staff across multiple legal teams, providing guidance on scheduling processes
Office Administrator - TCHS of USA, Corp. - Winter Park, FL
(2019-01 - 2024-10)
Full Time: January 2019 to July 2021 / Part Time: July 2021 to October 2024
- Oversaw daily office operations supporting clinical, financial, human resources, and administrative functions, while supervising staff, delegating responsibilities, and monitoring workflow.
- Trained and on-boarded employees in billing procedures, customer service standards, office processes, and compliance requirements, while maintaining clinical and HR records and operational documentation.
- Administered payroll through QuickBooks, maintaining payroll records, generating reports, and preparing year-end W-2 and 1099 tax forms.
- Provided direct administrative support to the President/CEO on operational priorities, business development initiatives, special projects, and other organizational needs, independently managing tasks through completion.
- Performed billing audits to identify discrepancies, resolved claim issues through resubmissions and appeals, and recovered outstanding provider reimbursements.
- Led the implementation and transition to Axxess, HHAeXchange, and Tellus EVV platforms, independently completing system training, entering and validating data, establishing workflows, and training staff on new processes.
- Managed ongoing EVV operations and compliance with Florida Medicaid requirements, maintaining accurate data and developing simplified internal tutorials and training materials for staff.
- Coordinated multiple administrative projects and provided support across the organization, managing competing priorities and tracking projects through completion.
Administrative Assistant - L & B Law Firm - Maitland, FL
(2019-05 - 2019-06)
Part Time
- Managed a high-volume multi-line phone system and served as the first point of contact for prospective and existing clients.
- Conducted client intake, scheduled consultations, meetings, conferences, and court-related appointments.
- Maintained cost records for 100+ litigation cases using LexisNexis, PACER, invoices, and other billing documentation.
- Prepared fee agreements, engagement letters, declination letters, and other administrative legal documents.
- Served as a Spanish interpreter for attorneys and prospective clients, facilitating clear communication during consultations.
- Maintained client databases, referral attorney records, call logs, and other administrative tracking systems
- Managed office inventory and coordinated workplace events, employee lunches, birthdays, and other office functions.
- Processed incoming and outgoing mail, payments, invoices, and general administrative correspondence.
Assistant Administrator - Total Care Home Services, Inc. - Miami, FL / Kissimmee, FL
(2016-06 - 2024-12)
Full Time: June 2016 to December 2018 / Part Time: January 2019 to December 2024
- Managed medical billing operations, reviewing insurance EOB's, posting payments, maintaining patient accounts, and following up on outstanding balances.
- Processed payroll using QuickBooks, ensuring employees were paid accurately and on schedule.
- Prepared and maintained clinical records, status logs, and administrative documentation in compliance with applicable state standards.
- Performed bi-monthly Medicaid eligibility and insurance coverage verifications for active patients.
- Trained employees in billing procedures, home health compliance, customer service expectations, and office workflows.
- Supported day-to-day office operations, including opening and closing the office, maintaining inventory, and ensuring operational readiness.
- Supported the transition from the existing medical platform to Axxess, helping maintain accurate patient records and adapt office workflows to the new system.
- Provided scheduling, project coordination, and administrative support to leadership and clinical staff.
