Summary
Overview
Work History
Education
Skills
Certification
Professional References
Timeline
Generic

María Augusta Contreras Trujillo

Administrative And Financial Assistant
Quito

Summary

Finance Specialist with sound aptitude and background in accounts payable and receivable, financial management and inventory management. Develops financial best practices and process improvements to drive efficiency. Inputs data into accounting spreadsheets, word processing and database software while maintaining integrity and accuracy.

Overview

24
24
years of professional experience
7
7
years of post-secondary education
6
6
Certifications

Work History

Administrative Assistance / Finance Specialist

PEACE CORPS ECUADOR
08.2018 - Current
  • Ensuring that financial records comply with laws and regulations
  • Identify deficiencies in the procurement and administrative processes and work with the appropriate staff to resolve them
  • Implement a data base of the international and domestic travel expenses budget, create statistical reports on the performance of the approved, planned and executed budget per quarter and per year.
  • Develop technological resources for proper compliance of relevant administrative and financial procedures, policies, regulations and specific guidelines for staff and volunteers; in addition to providing in-person/virtual support to all financial and administrative requests.
  • Prepare professional documents with vendors’ details and their bids for the Contracting Officer´s review, approval, and preparation of contracts.
  • Prepare purchase orders, make sure they have supporting documentation for payment and request allocation of funds.
  • Process around 100 payments monthly
  • Work together with the Principal Cashier on the conciliation of the purchase card monthly.
  • Billing Officer: Review/audit invoices, purchase orders and all documents related to procurement, validate fiscal coding and process payments in the financial system.
  • Alternate cashier when needed.
  • Coordinate with the different areas to ensure that all funds are allocated properly and timely for the development of the different projects.
  • Provide training twice a year to the new volunteers in financial matters (policies, regulations, processes, approved allowances, etc.)
  • I successfully managed the General Services Department for half a year meanwhile the new manager arrived.
  • Assisted in two successful audits by maintaining detailed documentation and providing timely responses to auditor inquiries.
  • Developed comprehensive budgets for multiple departments to maintain fiscal responsibility throughout the organization.
  • Identified 8 process issues and made recommendations for improvement or correction.
  • Monitored budget and complied reports for company leadership to inform decision-making.
  • Mentored other team members in best practices related to financial procedures and best practices to increase efficiencies.
  • Reported financial figures and projections to comply with company budgetary standards.

Administrative Assistance / Logistics

PEACE CORPS ECUADOR
10.2017 - 08.2018
  • Prepared and monitored budgets for each training event in close collaboration with the Training Manager (TD).
  • Managed accounting classifications to organize training expenses by purpose code and object class.
  • Obtained quotes and require approval from Director of Management Operations. Prepare administrative documentation for contracting services following guidelines, policies and regulations.
  • Coordinated logistics during all training events.
  • Requested supplies, process travel reimbursements of Peace Corps Volunteers, print certificates, prepare printing material for the proper development of all training events.
  • Assisted with the preparation of diplomatic notes and forms to the Ministry of Foreign Affairs to obtain accreditation cards for all groups of Volunteers serving in Ecuador.
  • Alternate Cashier in the absence of the main Class B Cashier to manage an Imprest Fund of up to US$20.000.

Analyst of Investment Policies

NATIONAL SECRETARY OF PLANNING AND DEVELOPMENT
12.2016 - 10.2017
  • Compiled economic, financial and other related public investment information.
  • Analyzed and developed national databases related to binational agreements, prepared technical reports and methodologies in Excel and Business Intelligence platforms.
  • Assisted in the annual human resource planning. Responsible for drafting templates and applying codification to digital files.
  • Responsible for preparing confidential information for the biannual audit processes.

Analyst of Public Investment Information

NATIONAL SECRETARY OF PLANNING AND DEVELOPMENT
10.2013 - 11.2016
  • Analyzed national public investment data bases and prepared official reports using Excel and Business Intelligence platforms.
  • Assisted the Director with the preparation of relevant information for the annual operation plan (POA) meetings. Provided administrative support to the Director when needed.
  • Organized events to train users on public investment system (SIPeIP).
  • Updated public investment system users’ manuals as well as developed official manuals of internal processes and procedures.
  • Monitored and reported failures of the public investment system (SIPeIP) and give recommendations to improve system usability.

Commercial Director

ROYAL CARGO S.A.
07.2011 - 08.2013
  • Developed and implemented fresh flowers export project to Russia by sea.
  • Participated in International Fairs (Ecuador, Colombia, USA, Ukraine, Japan, Canada) to develop new business.
  • Managed business relationship with clients overseas.
  • Trained the new employees.
  • Planned high season shipments such as Valentine's Day, Women's Day, Mother's Day, etc.
  • Prepared reports on carriers’ performance, least cost carriers and monthly revenue for the Headquarter office.
  • Problems solutions with airlines and flower companies.
  • Supervision of a team of 20 people from Coordination, Sales and Logistics Departments.

Programs Coordinator

GLOBAL CONNECTION
12.2007 - 06.2011
  • Undertook a variety of administrative, logistics and program management tasks.
  • Maintained budget and tracked expenditures/transactions.
  • Coordinated all activities related to a program such as selection of homestay families with overseas housing advisors, monitoring of selected services at destination, etc.
  • Supported to Ecuadorian students with preparation of documents for visas applications.
  • Organized meetings, events and training courses to address staff needs.
  • Ensured technology is working correctly for all operations (video conference, presentations etc.).
  • Updated web site content using Typolight program.
  • Prepared paperwork kept updated records and created reports and proposals.
  • Developed and maintained oral and written communication with embassies and other organizations.

External Advisor

ONLY ROSES LTD
12.2007 - 09.2010
  • Advice on exportation policies and tariffs, preparation and verification of shipping documents.
  • Establish and maintain effective communication with network of contacts, negotiate services and air transport rates with agents and cargo airlines in origin.
  • Organize, coordinate and control the supply chain and transportation service.
  • Act as a liaison between Flower Label Program certified growers and the London office.
  • Update and report on new foreign trade regulations of Ecuador to the London office.
  • Develop an emergency plan to reduce impact due to last-minute logistics inconveniences.
  • Keep updated payable accounts; receive, check and control that account statements sent by suppliers are correctly done and match with our records.
  • Receive money wire transfers from the HQ Office and pay to the flower supplier monthly.
  • Plan, budget and execute the annual plan of reforestation of lands in the indigenous communities in Ecuador to offset the emissions caused by the transportation of flowers to London.

Account Executive

OPERFLOR CARGO
03.2005 - 11.2007
  • Assisted Japanese and Canadian flower importers with their inquiries.
  • Created and maintained contact with carriers and clients to ensure timely delivery of goods.
  • Controlled freight costs and documentation.
  • Maintained communication with warehouse staff to ensure proper reception and dispatch of goods.
  • Ensured that all collection and payments are processed in time.
  • Participated in a commercial mission to the United States to find new business opportunities.

Sales Assistant

MARTINAIR HOLLAND B.V.
09.2003 - 03.2005
  • Helped controlling that all policies and special rates are met.
  • Prepared monthly sales reports to the office of Quito and Amsterdam.
  • Made important administrative and commercial decisions during the manager’s absence.
  • Managed all local claims in coordination with the Claims Office in Amsterdam.

Accounting Assistant

DEIJL CARGO S.A.
09.2003 - 03.2005
  • Managed the accounting system, processed invoices and other accounting documents.
  • Answered a high volume of incoming calls and in-person inquiries from clients, suppliers and colleagues; provided information and referrals with discretion.
  • Safekeeping, replenishment, and processing of all cash disbursements.
  • Responsible for keeping the file organized alphabetically and chronologically.

Bilingual Executive Assistant

LAW FIRM QUEVEDO & PONCE
03.2001 - 06.2002
  • Took notes and prepared legal documents, letters and external communications.
  • Prepared and/or edited executive-level presentations and memorandums.
  • Arranged business trips and completed expenses vouchers.
  • Re-organized personal library of the lawyer; encoded and labeled all books alphabetically.
  • Translated documents from English into Spanish and vice versa.

Education

Business Creation Specialist - Business Administration

Universidad Andina Simon Bolivar
Quito
10.2010 - 06.2011

BA in Business Administration - Mayor in Finances, Minor in International Trade

Universidad Del Pacifico
Quito
10.2004 - 09.2006

Technology in Finances - Finances

American Junior College
Quito
09.2000 - 07.2003

Technician in Bilingual Executive Secretary - Admi

American Junior College
Quito
09.1998 - 07.2000

Skills

  • Microsoft Office

  • Qlikview (BI solution)

  • Skilled in using financial software applications

  • Effective time management skills

  • Effective communication abilities

  • Problem-solving ability

  • One-team oriented

  • Adaptability

  • Strong English communication skills

  • Strong customer support expertise

Certification

English as a Second Language Certificate, Higher Advanced Level, Vancouver English Centre, Vancouver, Canada

Professional References

  • Laura Weir, Peace Corps Washington, lweir@peacecorps.gov, 001-202-642-0469
  • Mr. Anian Schmittd, Only Roses Ltd., anian@only-roses.com, Unknown but can be contacted by email
  • Ab. Carlos Julián Trueba, Abogado Quevedo & Ponce, 099 9737699

Timeline

Administrative Assistance / Finance Specialist

PEACE CORPS ECUADOR
08.2018 - Current

Administrative Assistance / Logistics

PEACE CORPS ECUADOR
10.2017 - 08.2018

Analyst of Investment Policies

NATIONAL SECRETARY OF PLANNING AND DEVELOPMENT
12.2016 - 10.2017

Analyst of Public Investment Information

NATIONAL SECRETARY OF PLANNING AND DEVELOPMENT
10.2013 - 11.2016

Commercial Director

ROYAL CARGO S.A.
07.2011 - 08.2013

Business Creation Specialist - Business Administration

Universidad Andina Simon Bolivar
10.2010 - 06.2011

Programs Coordinator

GLOBAL CONNECTION
12.2007 - 06.2011

External Advisor

ONLY ROSES LTD
12.2007 - 09.2010

Account Executive

OPERFLOR CARGO
03.2005 - 11.2007

BA in Business Administration - Mayor in Finances, Minor in International Trade

Universidad Del Pacifico
10.2004 - 09.2006

Sales Assistant

MARTINAIR HOLLAND B.V.
09.2003 - 03.2005

Accounting Assistant

DEIJL CARGO S.A.
09.2003 - 03.2005

Bilingual Executive Assistant

LAW FIRM QUEVEDO & PONCE
03.2001 - 06.2002

Technology in Finances - Finances

American Junior College
09.2000 - 07.2003

Technician in Bilingual Executive Secretary - Admi

American Junior College
09.1998 - 07.2000

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María Augusta Contreras TrujilloAdministrative And Financial Assistant