Lucy Mwaura

-- LUCY MWAURA Career Summary Dependable accounting professional acknowledged for reliability, integrity, and quick-learning ability. Highly skilled in bookkeeping, accounting, and administration with an eye for identifying and correcting errors. Proficient in managing complex administrative tasks, including scheduling, coordinating meetings, and maintaining accurate records. Dedicated with a strong work ethic and resourceful nature, consistently ensuring efficient and effective operations. Skills, System Proficiency & Memberships Soft Skills • Critical Thinking Skills • Multitasking Skills • Communication Skills (English &Swahili ) • GL and Journal Entries • Project Management • Invoicing • Financial Budgeting and Planning • Stock and Inventory Management • Planning, Pricing and Price Management • Cash Flow Analysis • Account Payable Management • Bank Reconciliation • Grant Writing • Financial Auditing • Grant management • Sage and Pastel • NetSuite • Internal Revenue Services (IRS) • Asana • Divvy App • Certified QuickBooks pro adviser • Hubdoc -QuickBooks Online • Hub staff • Zoho Books & Xero • Slack. Zoom • Basecamp • Saasant • Bill.com • Whiteboards • Jira • Analytical Skills • Team Leadership Skills Core Skills • Cash Management • Documentation and Record Keeping • Financial Management and Reporting Analysis • Payroll processing and management • Corporate Tax • Fixed Asset Management • Account Receivable Management System Proficiency • EMR Systems • Trello • Everhour Work History Bookkeeping specialist Freelance – Remote - FiveW Technologies –United Kingdom -)          Conducted Comprehensive books clean-up for both 2023 and 2024, ensuring accuracy and Compliance with financial standards in preparation for Audits Reconciled multiple accounts and streamlined financial records to improve reporting efficiency and audit readiness Identified and resolved discrepancies leading to improved financial transparency and operational efficiency. Reconciled VAT and Payroll taxes, Ensuring compliance with relevant regulations and accurate financial reporting Coordinated with the Auditor, providing all required reports and documentation for audit process Utilized QuickBooks Online for thorough documentation .Reporting and audit preparation Created a detailed worksheet with fixed asset register and depreciation schedule to enhance asset management and financial accuracy Discovered unclaimed Vat Expenses, ensuring they were accounted for and maximizing tax benefits Re-engaged in 2024. Due to success of my work in 2023, they called me back to conduct cleanup for 2024,mainitating financial accuracy and preparing for audit process Achievements       Improved Efficiency: Reduced the time required for financial reporting by 30% through streamlined processes and automation Audit Readiness: Achieved 100% accuracy in financial records ensuring a smooth and error free audit process Tax Compliance: Successfully reconciled VAT and Payroll taxes, minimizing the risk of penalties and ensuring full compliance Process Improvement: Implemented best practices that resulted in a more efficient and accurate bookkeeping system Enhanced Asset management: Developed a comprehensive Fixed Asset register and depreciation schedule, Improving asset tracking and financial planning Maximized Tax Benefits: Identified and claimed Unaccounted Vat expenses resulting in significant tax saving for the company  Medical Billing /Customer Service and Accounting Specialist - Remote – BabiesMD –California -USA Feb 2023- Feb 2025 (Part-time) BabiesMD is a Concierge Pediatric clinic     Managed all accounting tasks including account payable, account receivable payroll and financial reporting Provided exceptional customer care by addressing patient inquiries, resolving billing issues and ensuring a positive patient experience Handled medical billing processes, including insurance claims, coding and compliance with regulatory requirements Reconciled all payments channels including square , credit card and Bank Achievements    Improved Billing Accuracy: Implemented of new verification process Financial Efficiency: Streamlined accounting processes Customer Satisfaction: Providing prompt and effective solutions to patients inquiries and billing issues Finance Specialist - Remote - Cyint Technology -Las Vegas -USA -Jan 2023 –Dec2023 CYINT L.L.C. provides consulting services to optimize your business processes Bookkeeping Clean-up (2022 Books and 2023) • Managed all aspects of Accounting , including account payable and Receivable , Payroll and Financial Reporting • Conducted regular reconciliations of bank statements, l credit cards, ledgers , and accounts to ensure accuracy • Prepare Financial statements and reports for internal and external stakeholders • Maintained comprehensive records of all financial transactions, ensuring compliance with company policies and regulatory requirements • Assisted with budget preparation, forecasting and Financial analysis • Coordinated with Auditors during the audit process , providing necessary documentation and reports • Provided support for tax preparation and filing , ensuring compliance and state and federal regulations • Conducted Comprehensive books clean-up for 2022, ensuring accuracy and compliance with financial standards Achievements • Enhanced Financial Accuracy :In Financial Reporting through meticulous record keeping and reconciliations • Process Improvement : Implemented and Maximized QuickBooks Online to reduce manual errors and increased overall efficiency • Audit Success: Successfully coordinated with auditors, leading to a smooth audit process with no significant findings. • Award Recognition : Successfully filed NEXT INS Audit on time and was awarded for outstanding performance and accuracy • 1099 Accuracy : Effienctly tracked an filed 1099 on QuickBooks online on time , ensuring 100% compliance with IRS regulations • Software Integration: Integrated QuickBooks with Jira , Improving project management and Financial tracking and enhancing overall productivity • Employee Withholding: Accurately revised multiple W-4forms , Ensuring correct employee withholding information and compliance with IRS regulations Grants Management Specialist -Remote position My S.I.S.T.A.H.S. Keeper Inc. - Virgins Islands -USA Sept 2020 to September 2022 My S.I.S.T.A.H.S. Keeper Inc. Is a nonprofit organization that empowers women to unleash their full potential, fostering inclusive relationships and driving Progress -plan and execute the grant making process by working with the finance team to work within the annual budget, manage documents and deadlines, and track grantee results. • Promote accountability through accurate posting of financial data and correctly coding of expenses in the financial system. Ensure financial processes are adhered to for true and fair reporting, including examination of physical documents, conducting accuracy tests Grants management (Monitoring Financial reports from the projects) • Reviewing proposals and budgets to ensure compliance with internal and external policies and nonprofit law as well particular requirements or restrictions connected to specific grant programs • Oversee monthly bank reconciliations and maintenance of accurate and updated records of bank correspondences, bank Instructions and confirmations • Process and disburse funds to grantees by ensuring funds are available to facilitate smooth implementation of projects. Monitor bank balances to ensure timely inter-bank transfers and healthy cash flows are maintained • Budgeting vs Actual Analysis and describe budget variances • Ensure w-2, 1099, W9, Federal and State tax filings are submitted timely Tax submission and (W-4 social security and Medicare) • Tracking and recording of FUTA and SUTA Liability following the IRS regulations • Assisting with Annual Returns Reports (Form 990) • Assisting with proposal writing and Grants Research  Promote accountability of grants processes, funds, and compliance to funder’s requirements. Ensure they adhere to reporting timelines by developing and maintaining a grant tracking database to monitor the flow of grants from the time full grant documentation is received to the time the first payment is made  Advise the Programme Managers and the Management on current financial status by ensuring accuracy and correct coding of financial transactions and reconciliations of grants financial reports in the financial system • Grants activities reports to the donors (In compliance with the donors) • Project Scope changes, budget justifications and other requirements needing sponsor approvals  Maintained accurate records of volunteer activities, attendance, and performance.  Managed communication channels with volunteers, providing timely updates and support.  Assisted in budget management and resource allocation for volunteer programs.   Managed communication channels with volunteers, providing timely updates and support. Assisted in budget management and resource allocation for volunteer programs • Track and gather feedback from all Volunteers to assess the effectiveness of each program and suggest improvement • Facilitate smooth, prompt (timely), and quality implementation of grants by preparing ad hoc operating reports, analysis, and financial statements from general and subsidiary ledgers for Management consumption. • Ensure Compliance with GAAP FASB AND IRS regulations • Engage with implementing partners to resolve finance, procurement, contracting, risk, compliance and budget Achievements    Secured Funding: Successfully secured grant funding, which significantly supported the organization’s programs and Initiatives Efficient Reporting: Streamlined grant reporting process, reducing the time required to prepare reports by maximizing QuickBooks Online Compliance Excellence: Ensured 100% compliance with grant requirements resulting in positive relationships with grant –making organizations FINANCE & TAX MANAGER- Mwezi Solar Limited (June 2019- July 2020) Mwezi Solar Is a Limited entity administering with business unit in distribution and integration of solar products. • Designed, reviewed and implemented financial policies and manual • Designed and reviewed financial reporting systems and preparation of financial reports on monthly basis closure. • Turned around the Finance and Human Resource Department by establishing new process of work and also ideas that altered the process of operations i.e., Introduced and designed requisitions Forms. Advance Forms, Leave Forms. Mileage Forms. exit Forms and Client contracts Forms • Introduced prospect features for all our upcoming Customers which reduced risk of credit sales • Prepare adequate provisions for bad debts and doubtful debts schedules and postings • Introduced Withholding tax for all the Agents earning commission and suppliers to ensure that the company complies with all tax laws and regulations. • Introduced Vat for all taxable products and trained the sales supervisors on how to operate the ETR Machines • Assist the Chief Executive Officer to implement internal controls to enable agreed credit terms are maintained as per finance policy and contracts are in place for all customers. ENGLISH & MATH TEACHER- GRACE MONTESSORI SCHOOL (Feb 2017 –May 2020) Part-time • Lesson Planning that aligns with curriculum standards • Teaching focusing on Grammar, Vocabulary , reading comprehension , writing and speaking skills • Assessing Students progress by designing and administering tests, quizzes and assignments • Providing feedback on students’ progress and highlighting where they need more improvement • Use of variety teaching aids and materials to enhance learning (Breakrooms which encourages students to be more active in participation and engagement • Use of various teaching tools and resources to aid in teaching complex math concepts ASSISTANT FINANCE | HR & ADMIN MANAGER – Data capture Systems Ltd | Kenya (Nov 2015 – March 2019) Data Capture Systems Co. LLC (DCS) is a leading provider of business enabling solutions in the field of AIDC using Bar-Coding, RFID, GPS and Biometric based technologies in the Middle East Region. • Implemented exit interview process • Developed, reinforced and changed the culture of the organization (interlocking set of goals, roles, processes, values, communications practices, attitudes and assumption • Introduced projects account to the system to be able to manage/track expenses as per the project and profit margin as per the budget which improved my project management skills • Introduced the project worksheet indicating the cost of the project and expected expenses before signing up for the project to be able to be within the company margin policy on sales contract • Introduced sales customer register for ease of follow-up or after sale service • Trained the staffs on tax implication on quotations (including importation customs duties) • Introduced and formatted cover letter, invoices delivery notes and quotations • Formatted sales agreement contract and equipment loan forms ASSISTANT CHIEF FINANCE OFFICER – Interiors Group of Companies (Feb 2010 – Sept 2015) Namsi or Interior Group of companies is an interior, product & construction industry which focuses on interior consultancy construction to supply of quality interior products (Imports and Local production) • Reviewed and prepared audit schedules, key in opening balances, Bank reconciliation and prepare correction Journals schedules and postings • Project Management: Introduced projects account to the system to be able to manage/track expenses as per the project and profit margin as per the budget/Quotations. • Cost Reduction: Changed profile of finance to match new industry requirements, reducing finance cost by 15% and increasing profitability by 30%. • System Development: Rebuild the system to capture the accruals and prepaid to be able have the correct amount at the end of the year and for easier auditing process. • Quotation: Changed the format of quotations to be able to track expenses as per the quotation to maintain the profit margin and cover up risks. • Business Development: Introduced business process improvements that enhanced A/P functions, established common vendor files, eliminated duplication and reduced monthly processing time • Office operation and Administration: Improved the process of preparation and Management of requisitions for projects, Administrative and Inventory • Credit Control: Continuously review all new and existing customer accounts within the Group and ensure all accounts have set credit limits and credit terms, with focus on minimizing credit exposures. • Preparation of provision of doubtful debts • Assist the Chief Finance Officer to implement internal controls to enable agreed credit terms are maintained as per finance policy and contracts & quotation are in place for all customers. • Introduced withholding taxes for suppliers and subcontractors of the company to be compliant with taxes rules and regulations in Kenya. • Introduced Requisition forms for projects, office administrative supplies and Inventory • Trained the Finance Team on Dividend computation and posting the ledger in the system ACCOUNTANT | ADMIN & HR – Empower Installation Contractors Ltd (Sept 2005 – Dec 2009) Empower installation is a registered electrical Engineering and construction contractors’ company. • Employee Engagement and Outreach • Anticipated future HR needs strategy • Implemented exit interview process and improved employee perception of HR department, which resulted in increased employee traffic to HR department for assistance with benefits, compensation and employee relations matters. • Coordinated change management efforts for staffing new departments, including recruitment, on-board process development and training • Cost Reduction: Cost reduction expense by purchase of equipment that are regularly hired for a job to cut cost of hiring (to increase income by hiring the equipment to other companies when not in use) • Project Management: Introduced projects account to the system to be able to manage/track expenses as per the project and profit margin as per the budget. • Account Development: Rebuilt accounting procedures, fastening a collaborative environment that improved productivity and standardize reporting procedures. • Managed to key in balances and prepare audit schedules VOLUNTARY PROJECTS - USA  Wisconsin Association of Free & Charitable Clinics, Inc, USA, 07/2021, 12/2021, setting up of the accounts (Online QuickBooks) and Training  St. Thomas Historical Trust, Virgin Islands, USA, 07/2021, 12/2021, Setting of the QuickBooks online Classes for tracking different programs and Training  OASIS Companies International, Santa Ana, CA, USA, 07/2021, 12/2021, Accounts Review, Budgeting and Budget Forecast and Training. Training on how to Record the budget per class/Program. Budget Variance analysis  The North American 3Rs Collaborative, Arvada, CO, USA, 07/2021, 12/2021, Setting of the Accounts (QuickBooks online) and Training  Clean sweep Frederiksted, Virgin Islands, USA, 07/2021, 12/2021, setting of the QuickBooks online Classes for tracking different programs and Training  Livemore Screen less, Minneapolis, MN, USA, 07/2021, 12/2021, Accounts Review, Budgeting and Budget Forecast and Training Education Academic Training LANGUAGE – SPANISH Alison Education (On going) CERTIFIED FRAUD EXAMINER (CFE) - USA (On-going) TEACHING ENGLISH AS FOREIGN LANGUAGE (TEFL) –Alison Education 11/2024 U.S FEDERATION TAX SPECIALIZATION – University of Illinois (USA) HUBDOC - QuickBooks Online CERTIFICATION - USA 12/2023 09/ 2022 CERTIFIED QUICKBOOKS PRO Adviser – QuickBooks University -USA 06/ 2022 BACHELOR OF BUSINESS ADMINISTRATION - Presbyterian University 10/ 2014 Other Courses & Seminars Elderly care and caring for the disabled –Alison HRM seminars in Dubai (sustainable HR Practices) Management Seminars in Abu Dhabi (Leadership) Languages English – Proficient C2 Spanish – Elementary A Swahili – Proficient C2 French – Elementary A2