Data Entry Office Assistant
Resume:
Karen R. Gray
Unit A
Chicago, IL 60649
**************@*****.***
Experience:
Newark Grubb Knight Frank
Receptionist
Job Summary:
Under close supervision, answer and direct incoming calls and direct visitors to appropriate party.
Essential Job Duties:
1. Answer incoming calls. Provide general information and direct callers to appropriate party or voice mail box.
2. Greet visitors. Maintains log of visitors. Announces visitors to appropriate party. Direct guests and clients to the waiting area and offer beverages (if available).
3. Display professionalism and a sense of pride in all aspects of his/her duties and responsibilities.
4. Establish a strong rapport in client relationships as well as with vendors and contractors.
5. Expedite emergency calls (when possible) by contacting vendors and building manager, or other appropriate individual(s). 6. Provide support to administrative staff when needed, by filing or typing/word processing: in Microsoft Office, Windows, or compatible software based on location. May support administrative staff by preparing A/P coding tables for review and approval.
7. Maintains schedule for conference rooms at location. 8. Adhere to company policies and procedures.
9. Keep reception area and any adjacent conference areas neat and orderly. 10. Distribute facsimiles, mail and overnight packages. 11.Assist with mailing, e-mails, and any other clerical projects. Pacific Resources Chicago, IL January 2012-June 2014 Administrative Support/Receptionist
Open & close office
Greet guests in a professional, friendly manner
Scheduling travel arrangements for employees
Answering switchboard
General office maintenance
Support Facilities Manager with ordering food for the office or meetings, keeping all common areas including the kitchen clean
Keeping a neat & tidy reception area
Scheduling and maintaining calendar for corporate apartment
Work with Building Management on any office needs
Aiding Hiring Managers in preparing interview packages and correspondence for instructional candidates meetings/conference room schedule
Order, receive, stock and distribute office supplies
Coordinate incoming and outgoing mail and deliveries; distribute to staff
Office equipment maintenance
Maintain employee directory
Prepare and maintain spreadsheets as appropriate
Manage conference room reservations in Outlook and ensure main conference rooms are clean before and after meetings
Data entry/Salesforce
IT / Phones
Type memos, correspondence, reports, and other documents as requested
Perform clerical duties as requested: printing, copying, faxing, filing, collating, etc.
Maintain control and tracking of “Petty Cash”
Visiting employees
Order business cards for employees
New hires orientation
Administrative support for the office
Prepare and audit monthly corporate credit card reconciliation
Coordinate birthday and anniversary cards, bagel fridays, etc. Playboy Enterprises Chicago, IL Aug 2008-April 2011 Receptionist/Telecommunications Assistant
Answering multi-line switchboard.
Independently generating weekly and monthly report from telephone database Creating and updating departmental directories
Coordinates activities with office manager to ensure Records Management runs smoothly Analyzes and resolves telephone complaints of varying complexity Provides administrative support for office manager, including typing correspondence (some sensitive and confidential information) and proofreading Communicating with accounts payable department to code FedEx bills Coordinating the repair and maintenance of office space and equipment Faxing and distributing incoming faxes
Communicates effectively with staff, phone callers, building staff, staff, and other key constituents who conduct business with the company Kopka Pinkus, Dolin & Eads Chicago, IL Feb 2007-June 2008 Legal Receptionist
Creating, sending and signing for packages and daily mail ( FedEx, UPS, DHL USPS )
Creating and updating departmental directories
Coordinated Outlook calendar for travel, scheduling meetings and appointments
Processing weekly checks as well as, filing invoices along with check stubs
Coordinated extensive travel arrangements
Distributing mail
Maintain conference room organization, scheduling, and meeting requirements
Coordinating the repair and maintenance of office space and equipment
Answering phones and greeting clients and vendors
Data entry and other computer work
Receive, open, and date stamp Legal Services Mail (USPS, Facsimile, Certified, FedEx/UPS and Inter-Office) that is not marked Personal and Confidential. Route items handled by Legal Services, which include Citations, Garnishments, Levies, Subpoenas, Child Support Orders, and other Court Orders, to the Legal Services Specialists Marcus Evans Inc Chicago, IL Feb 2005–Feb 2007
Executive Assistant/Receptionist
Coordinated Outlook calendar for travel, scheduling meetings and appointments
Coordinated extensive travel arrangements
Answered multi-line switchboard and greeting clients and vendors
Creating, sending and signing for packages and daily mail ( FedEx, UPS, DHL & USPS
)
Handled telephone inquiries, coordinated travel arrangements, maintained confidential database and files
Maintained calendar in Microsoft Outlook
Prepared memos/letters for upcoming meetings and events from the CFO
Invoicing
Creating and updating departmental directories
Copying and binding reports
Maintain conference room organization & scheduling
Inventory and purchasing office and kitchen supplies
Coordinating the repair and maintenance of office space and equipment
Ordering breakfast and lunch for business meetings
Prepared monthly financial reports
Post job ads
Running personal errands for CFO & CEO
Prepare new hire orientation packets
MarketerNet LLC Chicago, IL June 2003-Feb 2005
Receptionist/Office Assistant
Invoicing, ordered supplies
Creating, sending and signing for packages and daily mail ( FedEx, UPS, DHL & USPS
)
Record Management Assistant
Inventory and purchasing office and kitchen supplies
Coordinating the repair and maintenance of office space and equipment
Handled telephone inquiries
Creating and updating departmental directories
Administrative duties
Prepare and audit monthly corporate credit card reconciliation
Maintain conference room organization, scheduling, and meeting requirements
Answered multi-line switchboard and greeting clients and vendors
Ordering breakfast and lunch for business meetings
Making daily bank deposits
Running errands
Homeland Security Chicago, IL Dec 2002-June 2003
Transportation Security Screener
Physical searches and pat downs
Bag inspections
X-raying carrying on baggage for weapons and explosive devices CB Richard Ellis, Chicago, IL April 2001-Nov 2002
Account Payables Clerk/Receptionist
Answered telephones, greeted guests and vendors
Creating and updating departmental directories
Maintain conference room organization, scheduling, and meeting requirements
Entered payments in Oams
Processed payments
Creating, sending and signing for packages and daily mail ( FedEx, UPS, DHL & USPS)
Faxing
Distributing mail
Skills:
Microsoft Office, Word, Excel, Power Point, Outlook, Oams, Salesforce, I-Visitor, Multi-Line Switchboard, SmartDraw, Adobe, Internet Explorer
Education
Chicago State University Chicago, IL 1989 -1991
Accounting
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