Stephany Barker
Verified Expert in Support and Operations
Support & Operations Expert
St. Augustine, FL, United States
Toptal member since February 10, 2026
Stephany is an operations and financial systems specialist with 15+ years of experience strengthening workflows, financial visibility, and business processes. Experienced in QuickBooks Online, expense management, vendor coordination, and executive support, she builds organized, scalable systems that increase efficiency, improve clarity, and enable leaders to focus on strategic growth.
Expertise
- Administrative Support Management
- Business Communication
- Calendar Management
- Document Management
- Executive Support
- Operations Management
- Organizational Management
- Process Improvement
Work Experience
Senior Executive Operations & Finance Consultant
Self-Employed / Freelance Clients
- Streamlined operational and administrative workflows to improve executive visibility and reduce project delays across multiple active business initiatives.
- Managed executive calendars, communications, and competing priorities across distributed teams operating in multiple time zones.
- Organized financial processes, including invoicing, expense tracking, and QuickBooks Online reconciliation, supporting accurate reporting.
- Coordinated vendors, subcontractors, and internal stakeholders to maintain operational continuity and deadline accountability.
- Implemented structured digital systems for contracts, documentation, and workflow tracking, improving team efficiency and organization.
Senior Contracts, Finance, & Operations Manager
Commercial and Residential Construction Company
- Coordinated day-to-day administrative and operational functions to support leadership, vendors, and internal teams.
- Maintained accurate documentation, contracts, and records while ensuring compliance and organized information flow.
- Supported residential and commercial project operations by tracking expenses, documentation, and timelines.
- Improved internal workflows by standardizing processes and reducing inefficiencies across administrative tasks.
Healthcare Administrative & Operations Coordinator
Healthcare Practice / Medical Services Organization
- Coordinated scheduling, documentation, and administrative workflows supporting clinical staff and daily healthcare operations.
- Maintained confidential patient records and ensured compliance with HIPAA regulations and internal procedures.
- Managed high-volume communications while assisting patients, providers, and administrative teams.
- Improved office organization by maintaining structured documentation and record management systems.
- Supported operational efficiency by coordinating appointments, follow-ups, and administrative processes.
Project History
Remote Executive Operations and Multi-time Zone Coordination
Provided independent remote executive support, coordinating schedules, projects, and communications across distributed teams and multiple time zones.
• Delivered high-level remote operational and administrative support to executive leadership within fast-paced business environments.
• Managed scheduling, communications, documentation, and workflow coordination using cloud-based collaboration platforms, including Google Workspace and Trello.
• Served as a central coordination point between leadership, vendors, and internal teams while maintaining organized digital systems and ensuring deadlines and priorities remained aligned.
• Supported executives working across multiple time zones, requiring proactive planning, strong communication, and independent problem-solving to maintain operational continuity.
Business Operations Infrastructure & Financial Workflow Transformation
Designed and managed operational and financial systems that stabilized daily business operations, improved project visibility, and supported executive decision-making across multiple active construction projects.
I served as the central operational and financial coordinator for a growing construction and development company, building structured systems that connected contracts, financial tracking, project workflows, and executive oversight. Organized digital operations were implemented using QuickBooks Online, Trello, and project accounting platforms to manage job costing, billing, subcontractor compliance, and documentation across numerous simultaneous projects.
I acted as the operational backbone of the organization by anticipating needs, preventing workflow breakdowns, and ensuring leadership maintained clear visibility into financial and project performance. Repeatable administrative and financial processes were developed that reduced delays, improved coordination between teams, and enabled executives to focus on company growth and strategic planning rather than daily operational challenges. This work required independent decision-making, high confidentiality handling, and continuous optimization of business workflows within a fast-paced environment.
Contract Lifecycle and Project Financial Administration
Managed contracts, invoicing, and project financial coordination using Unanet and QuickBooks within project-based operational environments.
• Oversaw contract tracking, invoicing workflows, and financial coordination supporting active projects within engineering and construction operations.
• Utilized Unanet project accounting software alongside QuickBooks Online to maintain accurate records, monitor project activity, and support billing processes.
• Coordinated communication between executives, vendors, and project teams while ensuring compliance documentation and deadlines were maintained.
• Helped maintain financial organization and operational transparency critical to successful project execution.
Education
Bachelor's Degree in Business Administration
Jones College - Jacksonville, FL, USA
Certifications
Florida Notary Public
State of Florida
HIPAA Certification
HIPAA
Bilingual English/Spanish
Education
Skills
Tools
Trello, Microsoft Teams
Accounting Tools
QuickBooks Online
Administrative Operations
Executive Support, Calendar Management, Vendor Coordination, Workflows, Contracts, Records Management, Customer Service
Policies
Privacy Policy
Productivity Suites
Google Docs, Gmail, Google Sheets
Project & Task Management
Project Coordination
Tool Features
Inbox Management
Business Function Support
Calendars
Collaboration Tools
Zoom
Customer Support
Communication
Professional Skills
Remote Collaboration
Scheduling & Meetings
Scheduling
Other
Business Operations, Office Administration, Business Communication, Organizational Management, Remote Work Operations, Operations Coordination, Notary, Operations Management, Process Improvement, Document Management, Financial Administration, Project Support, Administrative Support Management, Microsoft 365, Operational Finance, Systems, Remote Work, Remote Support, Accounting, Operations, Healthcare, Patient Coordination, HIPAA Compliance, Workflow, Languages
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