Khaliah Johnson
Phoenix
Summary
Personable and diligent administrator with10 years experience, with strong organizational and communication skills. Well-versed in legal documentation and possessing keen eye for detail, ensuring accurate and timely completion of all tasks. Committed to providing exceptional service and maintaining highest ethical standards.
Results-driven candidate with successful track record of providing administrative support in busy office environments. Adept at handling multiple projects and prioritizing tasks.
Strong leader and problem-solver dedicated to streamlining operations to decrease costs and promote organizational efficiency. Uses independent decision-making skills and sound judgment to positively impact company success.
Overview
13
13
years of professional experience
1
1
Certification
Work History
Certified Online Notary Public/signing Agent Self Employed
AZ Mobile Notary Public Services
08.2024 - 08.2028
- Execute notarization for critical documents including Power of Attorney and Affidavits, ensuring legal compliance and validity
- Facilitate mortgage and finance transactions by authenticating necessary financial documents and loan packages
- Administer oaths and acknowledgments, providing reliable and accurate service for various bank and legal documents
- Documented, dated, and certified the contents of legal and official documents
- Greeted, directed, and assisted customers that entered the office
- Filed and kept complex paperwork and extensive documents in a locked storage cabinet
- Requested that signers provided government-issued identification prior to the signings of agreement forms
- Created notarial certificates attesting that the documents are legally binding
- Used a notary seal stamp to complete the signings of documents
- Maintained knowledge of department policies and procedures Ensured that notaries' signatures and seals were distinct and unchanged from their original forms
- Entered and retrieved information from computer, answered multi-line phone system, and followed up with phone calls to customers when necessary
- Filed important documents and sensitive materials in a safe and secure storage facility
- Traveled to various locations to be present for the signings of insurance forms
- Verified that all parties executed all documents following proper protocol
- Ensured compliance with laws, regulations, and company policies
- Traveled between title offices and customer offices to notarize documents and handle paperwork
- Performed daily cash out processes and daily shipment processes
- Ensured that document and ID signers executed jurats, meaning they acknowledged the legitimacy of the forms they were signing
- Secured over200 commercial and residential real estate transactions
Office Manager/Coordinator
Evergreen Devco Inc.
10.2023 - 09.2024
- Proficient in Yardi software
- Managed senior-level personnel working in marketing and sales capacities.
- Enhanced customer satisfaction by responding promptly to inquiries and addressing concerns professionally.
- Strong organization and planning skills
- Managed daily office operations, including scheduling appointments, coordinating meetings, and handling correspondence
- Developed and implemented efficient filing systems, improving document organization and retrieval
- Coordinated office moves, renovations, and maintenance, minimizing downtime and disruptions
- Collaborated with the IT department to troubleshoot hardware and software issues
- Maintained confidential employee records, ensuring compliance with privacy regulations
- Negotiated contracts with vendors for office supplies and services, securing cost-effective solutions
- Provided training to new employees on company policies, procedures, and office equipment
- Implemented new onboarding procedures, reducing training time while maintaining quality standards
- Coordinated logistics for company events, including venue selection, catering, and accommodations
- Maintained accurate financial records by reconciling accounts payable/receivable transactions regularly to ensure balanced budgets.
- Conducted regular inventory assessments of office supplies, ordering necessary items proactively to prevent stock shortages.
- Managed vendor relationships, negotiating contracts for cost savings while maintaining high-quality services.
Administrative Assistant3
Arizona Department of Economic Security
10.2021 - 10.2023
- Copied & Scanned confidential documents
- Uploaded sensitive documents to the correct files
- Created key cards for new employees
- Creating maintenance requests for office
- Ordered snacks & drinks for break room
- Organized and planned for upcoming office events
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Maintained confidentiality of sensitive information by adhering to strict privacy policies and implementing secure filing systems.
- Ordered office supplies
- Maintained copy machine
- Set up breakfast and lunch for large meetings
- Scheduled conference meetings on daily calendar
- Knowledge of Outlook, Microsoft teams, Excel, Powerpoint
- Collaborated on special projects as assigned by leadership, contributing research findings or coordinating event logistics as needed for success.
- Attended weekly team meetings
- Hybrid-Remote3 days -In-Office2 days
- Maintained electronic and hard copy filing system
- Performed general clerical duties including photocopying and filing
- Conducted research and compile data as needed
- Managed daily Calendar and schedule
- Handled sensitive information in a confidential manner
- Created file folders for new and existing vendor sites and services
- Created and organized new hire packets
- Created new site manuals for new vendor sites and services
- Actively filed and archived files for Audit
- Actively completes printing confidential documents for Supervisors as needed for new hires & scheduled meetings
- Scheduled upcoming work events
- Completed Survey Monkey data for Vendor Attestations and Self Assessments
- Actively entered initial onsite to readiness review data spreadsheet
- Uploaded vendor documents to the k-drive for existing / new sites and services, Creates file folders
- Actively Filed AHCCCS & HCBS BTP reviews
- Back up fleet assistant, dropping and picking up company vehicles to and from ADOT for repair or to emissions office for testing and transporting vehicles to company assigned car wash as needed
- Data entry input on Excel or Google Sheets
- Maintained confidential files and records with utmost discretion
- Managed and maintained executive calendars, scheduling appointments, meetings, and travel arrangements
- Ordered office supplies and equipment while staying within budget constraints
- Scheduled interviews for job applicants; greeted candidates upon arrival; coordinated interview logistics
- Managed inventory levels of office supplies to prevent shortages or excess stockpiling
- Collaborated with IT department to troubleshoot computer hardware/software issues as the first point of contact for employees' technical needs
- Assisted in the onboarding process of new hires by preparing orientation materials/packages
- Managed office equipment maintenance/servicing requests ensuring minimal downtime and uninterrupted workflow
- Provided exceptional customer service by promptly addressing inquiries/complaints from internal/external stakeholders
- Assisted in the preparation of financial documents such as invoices, purchase orders, and budget reports
- Collaborated with cross-functional teams to plan and execute company-wide initiatives/events/meetings/training
- Maintained confidentiality when handling sensitive information/documents pertaining to employees or company operations
Executive Assistant
Solace Builders LLC & FSR Realty
01.2020 - 10.2021
- Virtual Assistant & Remote
- Strong verbal and written communication skills
- Managed 20 employee's M-F
- Strong phone & customer service skills
- Knowledge of ZipForms
- Strong Knowledge of ADP
- Lead follow up
- Social Media management
- Monthly P-card reconciliation sheet, account for monthly purchases from bank statement
- Maintained and coordinated Broker calendar
- Maintained Drive with all important documents
- Maintained General Ledger
- Maintained Excel log of all expenses for contractors
- Added all Broker checks for closed homes to excel sheet
- Kept track of all chase expenses for the company
- Paid Security weekly
- Light bookkeeping
- Tracked payments for all purchases
- Kept track of receipts for monthly purchases
- Uploaded ,Scanned and filed Settlement statements
- Ordered supplies, office equipment
- Collected checks, cash and credit card payments for clients
- Knowledge of workman's comp and liability insurance
- Bought materials for all homes under construction, cabinets, flooring, windows, paint, etc
- Scheduled Broker and Agent meetings
- Scheduled all maintenance appointments for
- Scheduled pick up and drop off equipment & dumpsters for construction site for each home building project
- Traveled to each job site to take notes and give updates on construction progress
- Gathered signatures from neighborhood for future projects
- Checked resident packages in when delivered by carrier
- Prepared for resident H.O.A and Board meetings
- Supported executives in decision-making processes by conducting research and presenting findings in clear formats.
- Supporting the lead agent Assisting the lead agent and others in achieving success
- Managing finances Paying bills, handling payroll, collecting commissions, maintaining the budget, and generating financial reports
- Customer inquiries Being the first point of contact for customer inquiries or complaints, and keeping the lead agent informed
- Liaising with clientele Acting as a liaison between the managing broker and clientele
- Screening messages Screening messages and notifying the broker of important information
- Overseeing schedules Overseeing schedules and travel arrangements
- Prepared and edited correspondence, reports, and presentations for executive team using Microsoft Office Suite
- Managed confidential information with utmost discretion and maintained strict confidentiality protocols
- Coordinated complex travel itineraries including flights accommodations ground transportation visas etc
- Created detailed expense reports ensuring accuracy compliance with company policies guidelines
- Conducted research compiled data reports presentations support decision-making processes executives
- Handled confidential and sensitive information with discretion and tact.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
Front Office Manager/Registrar
Robert L. Duffy High School
06.2015 - 01.2020
- Enrolled/Withdrew Students9-12 grade
- Printed and distributed student schedules/grades for all four terms throughout the year
- Printed daily attendance on all students
- Greeted Parents-Students
- Scheduled parent/student meetings with the principal
- Trained and knowledge of running reports in ADE
- Trained in Schoolmaster-ADE
- Performed basic light bookkeeping for all payments/cash receipts
- Managed school cash for all school functions
- Established and maintained student records, documents, files and certificates for students and requests from additional schools
- Distributed outgoing and incoming mail daily
- Faxing/scanning confidential student documents & records
- Completed office orders, stocked supplies and distributed office supplies to staff
- Ordered breakfast/lunch to students
- Prepared students for graduation, ordered all caps and gowns for students
- Organized school functions with other team members
- Set up meetings for principal with parents
- Mentored students to help achieve their goals
- Supported students in their academic and personal development
- Managed front desk operations, overseeing a team of15 including students9-12
- Ensuring smooth check-in/check-out processes for guests
- Resolved parent & student complaints or issues promptly and effectively, maintaining high levels of customer satisfaction
- Conducted regular performance evaluations for front office staff, providing feedback on areas of improvement and recognizing outstanding achievements
- Oversaw the maintenance of lobby area cleanliness standards by coordinating with housekeeping staff throughout the day
- Demonstrated exceptional problem-solving skills when handling difficult or escalated guest situations
- Managed the front office budget, monitoring expenses and identifying cost-saving opportunities without compromising service quality
- Demonstrated exceptional leadership skills by fostering a positive work environment that promotes teamwork, collaboration, and employee engagement
- Monitored daily arrivals/departures to anticipate staffing needs during peak periods
- Maintained accurate records of room availability status throughout the day using computerized reservation systems
- Implemented cost-saving measures such as energy conservation
- Initiatives and paperless processes in the front office department
Education
Diploma - General Studies
Gateway Community College
High School Diploma -
West Valley High School
Skills
- Diligent and detail-oriented administrative professional with10 years of experience in various administrative roles
- Proficient in managing office operations, including scheduling, filing, and customer service, property management, virtual assistant and executive assistance experience
- Skilled in scheduling, document management
- Possess strong organizational and planning skills, with experience in creating and implementing efficient filing systems and standardized procedures for administrative tasks
- Proven ability to maintain confidentiality and handle sensitive information with discretion
- Skilled in Microsoft Office Suite and Google Suite, with experience in data entry, bookkeeping, and financial reporting
- Certified Notary Public with experience in notarizing documents and executing oaths and acknowledgments
- Seeking an administrative role where I can utilize my skills and experience to support the success of the organization
- Notarial acts
- Mobile notary services
- Document review
- Identity confirmation
Certification
Certified Notary Public
Timeline
Certified Online Notary Public/signing Agent Self Employed
AZ Mobile Notary Public Services
08.2024 - 08.2028
Office Manager/Coordinator
Evergreen Devco Inc.
10.2023 - 09.2024
Administrative Assistant3
Arizona Department of Economic Security
10.2021 - 10.2023
Executive Assistant
Solace Builders LLC & FSR Realty
01.2020 - 10.2021
Front Office Manager/Registrar
Robert L. Duffy High School
06.2015 - 01.2020
Certified Notary Public
Diploma - General Studies
Gateway Community College
High School Diploma -
West Valley High School
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