Oumaima Kossemtini

As part of this project, I held the position of administrative assistant with the aim of providing comprehensive support to a training organization, particularly in administrative and billing aspects.

I was responsible for the preparation and follow-up of health professional support files: collection and verification of supporting documents, checking information compliance, submitting files, and monitoring their progress. I also handled the issuance of various certificates (attendance, end of training, etc.), ensuring data accuracy and compliance with administrative obligations.

In parallel, I compiled and updated data using Excel, maintaining clear and structured tracking spreadsheets to facilitate activity monitoring. I also processed billing (preparation, verification, and sending of invoices) and managed payment follow-up, including reminders for customer collection.

This assignment allowed me to contribute to the efficiency of internal processes while ensuring rigor, organization, and timely delivery.

Administrative Assistant & Office Manager (mission completed)

In this role, I supported the company in all administrative, financial, and organizational aspects, with a rigorous and highly operational approach.

Client Billing & Collections

I handled invoice issuance, payment tracking, and overdue payment reminders. I worked with Sellsy, which allowed me to be quickly effective. I also ensured that client records were kept up-to-date for clear follow-up and easy reminders.

Accounting & Suppliers

I managed supplier invoices by correctly assigning them to the appropriate accounting codes, in coordination with the accounting firm. I was in direct contact with them: sending documents, responding to their requests, following up on the file… The goal was to avoid back-and-forth and save time. I also used Pennylane for tracking.

Payroll & HR Administration

I monitored variable payroll elements and answered questions related to payslips, always with great rigor and strict confidentiality.

Expense Reports

I was responsible for reviewing and processing expense reports, checking supporting documents, internal policies, and deadlines, to ensure clarity and fairness for everyone.

Management Dashboards

I set up and monitored dashboards (turnover, margins, expenses), paying attention to billing timing differences to maintain a realistic view of performance.

Supplier Payments

I prepared payments based on priorities and cash flow, considering urgent needs and ensuring good relationships with partners.

Office Management

I also managed day-to-day tasks: orders, subscriptions, service providers, comparing offers… everything that helps the team work in good conditions.

• • Complete management of the billing process: issuing and sending client invoices, tracking purchase orders, managing changes in contact details or client requests, and uploading invoices to relevant platforms.

• • Implementation and monitoring of collection procedures: client reminders, dispute tracking, and coordination with lawyers for litigious cases.

• • Internal administration and organization: meeting planning and facilitation, schedule management, supply management, and team coordination (office management).

• • Configuration and migration of billing and expense management tools: user training (in-person and video conference), ticket management, bug tracking, and coordination with technicians and support to propose improvements.

• • Training and support for employees on internal tools and procedures, answering questions and ensuring team skill development.

• • Drafting reference documents for new employees and users, capitalizing on best practices and key points identified in meetings, with AI support for summarizing and explaining essential information.

• • Rigorous management of supplier and client accounting, payment file preparation, bank reconciliations, cut-off, and fixed assets.

• • Preparation of accounting documents for transmission to the accounting firm, monitoring tax and VAT declarations, analysis of turnover, management of monthly closings, and financial reporting.