Viktoria Helmeczy, Support and Operations Expert in Clearwater, FL, United States
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Viktoria Helmeczy

Support & Operations Expert

Clearwater, FL, United States

Toptal member since February 6, 2026

Expertise
Administrative AssistantData AnnotationHR GeneralistsData EntryExecutive AssistantVirtual Assistant
Bio

Viktoria is an operations and logistics professional with 20+ years of experience managing complex workflows, client communications, and multi-location projects. She excels at streamlining processes, coordinating teams and schedules, and delivering reliable, efficient results. With virtual assistance and independent project experience, Viktoria provides proactive support, clear communication, and operational excellence.

Expertise

  • Administration
  • Administrative Assistance
  • Communication
  • Human Resource Managementm
  • Logistics Coordination
  • Operations Coordinations
  • Project Coordination
  • Supply Chain Management (SCM)

Work Experience

Independent Operations & Client Coordination Expert

2020 - PRESENT
Shipt
  • Managed order fulfillment from start to finish, coordinating purchases and timely delivery to clients.
  • Communicated directly with clients to clarify needs, resolve issues, and ensure satisfaction.
  • Organized multiple concurrent tasks, routes, and schedules to optimize efficiency and meet deadlines.
  • Maintained accurate tracking of orders and workflow, ensuring consistent operational performance.
  • Achieved 100% on-time delivery, demonstrating reliability and process discipline.
  • Built strong client relationships through proactive communication and problem-solving.

Google Sheets Expert

2026 - 2026
Piraneseum, LLC
  • Completed an Excel project focused on cleaning and organizing multiple data sheets to improve usability and navigation.
  • Standardized data formats and structures across spreadsheets to ensure consistency and reduce errors.
  • Implemented clear labeling and logical organization to streamline data access and improve efficiency.

Virtual Assistant

2022 - 2022
DWD Development
  • Supported land leasing and development projects by managing data entry, spreadsheets, research, and documentation.
  • Assisted with CRM updates and ensured timely completion of assigned tasks.
  • Prepared and uploaded lease listings and marketing materials, maintaining accuracy and consistency.
  • Coordinated mapping and drawing materials to support project planning and decision-making.
  • Provided general operational support to ensure smooth workflow across multiple small projects.
  • Successfully contributed to the progress of a developing land leasing project, supporting timely execution and organized project documentation.

Procurement & Operations Assistant

2021 - 2022
Kirkendall Design
  • Managed purchase orders and tracked delivery timelines for furniture and accessories, ensuring on-time arrivals.
  • Maintained ongoing communication with warehouse staff, vendors, and internal team members to resolve issues and keep projects on track.
  • Utilized Asana to document tasks, track project progress, and facilitate team collaboration.
  • Updated client files, design documentation, and mood boards to maintain accurate project records.
  • Coordinated with vendors to resolve logistical challenges and ensure smooth operations.
  • Identified and resolved issues proactively to minimize project delays.
  • Managed multiple projects and task flows in Asana, contributing to seamless operational execution.

Virtual Assistant

2021 - 2022
M2W
  • Managed end-to-end recruitment processes, improving efficiency and supporting timely staffing for events.
  • Created and managed job postings across multiple platforms, including Indeed, Breezy, and Trusted Herd, for various locations.
  • Collected, organized, and screened resumes to support hiring managers in candidate selection.
  • Conducted preliminary interviews to assess candidate suitability and streamline the recruitment process.
  • Scheduled and coordinated staff assignments using Schedulehead, ensuring coverage across locations.
  • Maintained ongoing communication with internal teams to facilitate smooth operations and staffing coordination.

Virtual Assistant & Customer Operations Specialist

2020 - 2021
Thera Wellness
  • Provided executive support to the CEO, managing day-to-day operations and strategic tasks.
  • Handled invoicing, accounts receivable, and inventory management using QuickBooks.
  • Delivered customer service excellence, responding to inquiries and resolving client issues.
  • Created and maintained websites using Squarespace, ensuring accurate content and branding.
  • Coordinated shipping and logistics using FedEx, tracked orders, and monitored outstanding invoices and accessories.
  • Managed social media accounts to enhance engagement and brand visibility.
  • Assisted in recruitment and hiring, including job postings, candidate screening, Zoom interviews, and onboarding support.

Client Services & Event Operations Coordinator

2016 - 2016
Management Success
  • Coordinated logistics for client workshops, training events, and industry seminars.
  • Managed event scheduling, room setup, and on-site logistics to ensure smooth execution.
  • Confirmed client attendance, handled communications, and managed participant coordination.
  • Supported the Client Services Manager with administrative planning and event execution.
  • Assisted with organizing conventions and multi-client events within the automotive services industry.
  • Successfully organized and supported multiple client workshops and company events.
  • Contributed to improved client experience through efficient coordination and communication.

Clerical & Operations Assistant

2013 - 2013
Marlene Rose Glass
  • Managed high-volume correspondence, preparing and sending thousands of client letters efficiently and accurately.
  • Performed general office support, including errands, document handling, and administrative assistance.
  • Supported office operations by maintaining organization, tracking deadlines, and ensuring timely completion of tasks.
  • Successfully processed and sent over 2,500 letters within a short timeframe, demonstrating strong organizational skills and attention to detail.
  • Streamlined clerical processes to improve efficiency and meet tight deadlines.

Central File Clerk

2012 - 2013
David Singer Enterprises
  • Managed the company’s central client and prospect database, ensuring all contacts and contracts were accurately recorded and accessible across departments.
  • Coordinated data entry and e-filing processes, streamlining workflows and supporting operational efficiency.
  • Maintained organized records to facilitate project and client coordination within the company.
  • Provided administrative support, including reception duties and call management, to ensure smooth office operations.
  • Ensured accurate and actionable data that supported multiple departmental functions.
  • Created a reliable system for tracking and managing client relationships, similar to a small-scale project management workflow.

Billing Clerk

2010 - 2012
MDT Personnel
  • Coordinated daily operations with 30+ MDT branch offices, ensuring timely processing of work orders and invoices.
  • Received and organized FedEx work order packages from branches, maintaining accurate records.
  • Produced 300+ invoices per day, verifying data accuracy and resolving discrepancies.
  • Communicated with branches to correct errors and ensure smooth operational workflows.
  • Provided customer support, addressing and resolving issues to maintain client satisfaction.
  • Managed high-volume billing and operational coordination across multiple branches.
  • Streamlined invoicing and error-resolution processes, improving efficiency and client satisfaction.

Shipping Coordinator

2009 - 2010
Custom Components
  • Coordinated shipping operations, including verifying shipment requirements, preparing Bills of Lading, and maintaining internal records.
  • Negotiated custom quotes and freight contracts with preferred and new carriers to optimize costs.
  • Monitored outgoing goods, tracked shipments, and handled logistics-related issues, including occasional international shipping to Canada.
  • Maintained close communication with packaging and operations teams to ensure timely and accurate deliveries.
  • Developed creative routing solutions to provide cost-effective and efficient service.
  • Managed multiple priorities and executed special projects or informational requests as needed.
  • Negotiated shipping quotes to stay within budget while improving service quality.
  • Streamlined logistics processes to increase operational efficiency and reduce errors.

External Events Director

2008 - 2009
Ulan Nutritional Systems
  • Coordinated nationwide weekend seminars for chiropractic professionals, managing logistics from start to finish.
  • Worked closely with speakers, hotels, banquet managers, and partner company sales representatives to ensure seamless event execution.
  • Managed travel arrangements, including flight bookings and hotel accommodations, while keeping costs under budget.
  • Negotiated contracts and revised agreements to align with company requirements.
  • Maintained clear communication with internal departments and external contacts to ensure smooth operations.
  • Provided on-site support occasionally, including reception duties and participant coordination.
  • Executed multiple high-profile seminars, maintaining operational efficiency and client satisfaction.
  • Streamlined event planning processes, reducing costs and improving coordination across teams.

Inventory Coordinator

2007 - 2008
Renew Life Formulas
  • Managed off-site raw material storage and maintained accurate inventory records.
  • Reported directly to the Director of Distribution and assisted in optimizing distribution operations.
  • Prepared reports to guide order determinations and support operational decisions.
  • Maintained effective communication with vendors to ensure timely and accurate deliveries.
  • Collaborated closely with accounting, sales, and marketing departments to coordinate operational workflows.
  • Conducted quality control checks on samples to maintain product standards.
  • Improved internal inventory procedures, enhancing efficiency and accuracy.
  • Strengthened cross-departmental coordination, supporting smoother distribution operations.

Logistics Manager

2003 - 2004
Shell
  • Supervised multiple startup projects, including distribution, sales support, and computerized programs.
  • Reported to the cluster business manager and collaborated with Central European and global teams.
  • Optimized distribution operations, warehouse processes, and supply chain flow.
  • Managed procurement, stock levels, dead stock reduction, and budget adherence.
  • Provided customized client services and supported the sales team with logistics needs.
  • Produced operational and KPI reports for Shell European oil products.
  • Negotiated with subcontractors and implemented cost-control strategies.
  • Reduced warehousing costs and optimized stock levels.
  • Enhanced communication and coordination with Central European teams.
  • Implemented strategies to improve overall logistics and distribution efficiency.

Education

2000 - 2001

Associate's Degree in Human Resource Management

McHenry County College - McHenry, Chicago, IL, USA

1996 - 2000

Bachelor's Degree in Human Resource Management

Jannus Pannonius University - Pecs, Hungary

1992 - 1993

Vocational Degree in Foreign Trading

Marker OTK - Eger, Hungary

Skills

Tools

Shopify Admin, Asana, ClickUp

Skill Ladders

Onboarding

Project Management Tools

Monday.com

Project & Task Management

Project Coordination

Marketing Tools

Canva

Data & Reporting

KPI Tracking

Business Function Support

Training

Travel & Events

Hotel Booking, Events

Tool Features

Reporting

Scheduling & Meetings

Scheduling

Sales Operations

Logistics Coordination, CRM

Professional Skills

Multi-tasking, Data Annotation

Productivity Suites

Google Sheets, Spreadsheets

Customer Support

Communication, Billing

Customer Experience

Attention to Detail, Team Collaboration

Communication

Client Communication, Workshops

Collaboration Tools

Zoom

Administrative Operations

Vendor Coordination, Time Management, Shipping Coordination, Event Logistics, Travel Booking, Executive Support, Data Entry

Other

Microsoft Office, Google Workspace, Project Supervision, Supply Chain Management (SCM), Foreign Trading, Transportation & Shipping, Logistics, Purchase Order Management, Delivery Tracking, Project Tracking, Workflow Documentation, Operations Coordinations, Workflow Tracking, Troubleshooting & Issue Resolution, End-to-end Order Fulfillment, operational support, Office Support, Record Keeping, Administration, Customer Support, Operational Flow, Event Management, Inventory Management, Administrative Assistance, Product Listings, Ecommerce Content, iOS, Negotiation, Event Planning, Contract Negotiation, Squarespace, Schedulehead, Human Resource Managementm, Recruitement, Employee Relations, Performance Management, HR Documentation, Procurement, Vendor Negotiation, Human Resources (HR), Financial Administration, Website Management, Recruitment Support, Recruitment, Job Posting, Resume Screening, Candidate Screening, Warehouses, Office Administration, coomercial real estate listing, Mapping, Budgeting, Quality Control (QC), Wix

Collaboration That Works

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