PETRA PEÑA

SANTA MARIA, CA

Cell# 559-***-****

advn52@r.postjobfree.com

PROFESSIONAL SUMMARY

Personable, energetic and motivated Administrative Professional with 15+ years expertise in providing administrative support to executive and management staff. Experienced in client relations, data management and process improvement. Demonstrated capacity to produce high standard of excellence, accuracy in judgment, discretion and diplomacy. Superior ability to multi-task with internal and external audiences in fast-paced changing environments.

• Outstanding Communication Skills – Comfortable interacting with all organizational levels.

• Highly Organized – Skillfully manages large projects from beginning to end.

• Flexible and Adaptable – Exceptional change management skills.

• Strategic Problem Solver – Adept in anticipating, analyzing and solving problems.

• Detail-Oriented & Conscientious – Keen eye for errors and inconsistencies, striving for flawless output.

PROFESSIONAL SKILLS

• Excellent organizational skills

• Experience in handling confidential issues and paperwork

• Ability to take accurate phone messages and delivery messages promptly

• Multi-line phone systems

• Good customer relations background

• Bilingual in Spanish (speak, read and write)

• Typing Speed: 65+ WPM

• Transcription from recording, minute taking for meetings

• Working knowledge in Microsoft Suite- Excel, PowerPoint, Access, MS Outlook, WebEx, Survey Monkey, SalesForce.com applications, OneTouch Billing System, RxNT Billing System EXPERIENCE:

Virtual Front Office Assistant

Laser Surgical Solutions RGV – McAllen, TX May 2018 thru December 2021

• Ensuring all accounts are verified with insurance payers, posting payments, setting up patient’s insurance profiles

• Adjusting encounter insurance payments

• Coding of medical encounters for General Practice facility

• Reviewing provider notes to ensure notes are up to standard

• Reporting trends/issues to Billing Manager on a weekly basis

• Contacting insurance providers to get further information on denied claims

• always Following HIPAA law while working with confidential patient information Corporate Services Administrative Assistant II

Summit Funding, Inc. April 2016 to May 4, 2018

• Invoice processing and coding through Concur Systems for Corporate Services department and branch offices

• Monthly expense reports and mileage reports for four (4) managers

• Department scheduling assistance including calendaring for department meetings, project related meetings and internal team meeting

• Special projects – Organization of Digital Team Drive files, Branch Information, Folder Audits

• Front Desk Reception Assistance – Phone Answering, Guest Check-in and Guest Badges

• Vendor contact and furniture ordering for branches and remote employee offices

• General Liability Insurance submissions for new branch offices, relocations, COI for Events, off- boarded offices, remote team members and regular policy audits

• Researching and ordering of pest control, plumbing and electrical vendors for branch offices or corporate office for problems that may come up

• Contact vendor and ordering of shred service, new electrical connections and cancellations of services for offboarded branches and all necessary utility services for all branch offices

• Ordering of signage and artwork for canvas signs, building directories, monument and reception signage and window decals

• Tracking and ordering of supplies for corporate kitchens, breakrooms, supply rooms, new team member set-up

• Vendor contact and ordering of bottled water & coffee services for new locations, moving services, and regular account audits

• Assist new team members with training on new procedures, etc.

• This position primarily assists the Project Managers in obtaining services, etc. for all new on- boarding of branches and satellite offices. It is a fast pace, quick turn-around basis position

• The position requires knowledge in vendor management, research skills, reliable and proactive diligent work to get the duties completed per the set deadline. Administrative Assistant/Sales Coordinator

SuperShuttle/ExecuCar – Sacramento November 2013 – April 2016

• Meet with customers regarding contracts, sales of service, attend events representing company

• Soliciting business via e-mail, researching conference/events to reach out and offer services

• Duties include heavy data entry, fielding phone calls and research potential business opportunities

• Lead salesperson for the department, interacts and negotiates with all customers in sales of services

• Prepare contract/service agreements, quotes, coordinate logistics for all group and large transports

• Work closely with dispatch staff in the logistics and execution of transports

• Assist the General Manager in planning daily and weekly sales initiatives and producing weekly report of sales activities and results attending corporate sales meetings, events, assist Airport Supervisor with reservation and group issues

• Meet with hotel sales managers, corporate planners and other clients regarding sales of group transports and services

• The position reported directly to the General Manager

• Calendar management and meeting logistics for the General Manager and Airport Supervisor Administrative Assistant/Marketing Coordinator

Contract with Volt Employment at VSP Vision Care November 2012 – September 2013

• Calendar management and meeting logistics for Manager, Director and support staff of six (6) managers

• Expense management and management support for Provider Marketing/Communications Team

• Fulfill travel requests – including employee hotel reservations, car and flight needs

• Manage vendor relationships and contract management

• Compile and submit weekly Friday Highlights for management communications

• Oversee event logistics and contract management – venue selection, venue contracts, catering, AV contracts

• Compile, ship collateral and meeting supplies to all areas of the country in a timely manner

• Deploy mass fax communications for various department communications

• Update of communication calendar

• Exhibit Force project updates for events and speaking opportunities

• Support travel requests for LOB representatives and doctors

• Back-up for Executive Director’s administrative assistant on a regular basis

• Marketing Manager (8 managers) support for Premier, WebEx Events and Premier Doctor Sales Meetings

• On-boarding all new hires in department including set-up of computer/laptop, security badge, set-up of printers, office supplies, etc.

Executive/Administrative Assistant

Temp positions with Office Team May 2011 – November 2012

• Calendar management for Vice President, two (2) Directors and four (4) coordinators

• Answering multi-line phone system, responding to inquiries, forwarding calls, etc.

• Taking and transcribing minutes for three committee meetings

• Responsible for scheduling webinars, preparing and posting notices on company website

• Scheduling events - responsible for contacting caterers and planning menu

• Working on specific projects on Survey Monkey to obtain information and input data into database, keep detailed electronic files for all projects

• Follow-up on inquiries from e-mail messages for Vice President, Directors and Coordinators

• Preparation of meeting packets, logistics for all meetings of the team

• Travel arrangements – flight, hotel, transportation for all team members in the department

• Daily data entry into SalesForce.com website

• Accounts Payable/Accounts Receivable

• Office management responsibilities – vendor relationships, weekly staff meeting coordination Administrative Assistant November 2007 – May 2011

Risk Management - Doctors Hospital at Renaissance

• Handled multi-faceted secretarial tasks (e.g., data entry, filing, records management) as the assistant to the Director of Risk Management. Coordinated travel arrangements, maintained database and ensured the delivery of premium service to patients/complainants

• A trusted assistant known for a “can-do” attitude, a “go-to” person, flexibility and high-quality work

• Communicated effectively with multiple departments to plan meetings and calendar appointments

• Coordinated travel arrangements for director’s travel and prepared travel expense reports to submission for payment to accounting

• Entrusted to manage office in director’s absence. Provided timely, courteous and knowledgeable response to information requests, screened and transferred calls, prepared correspondence in response to complaints, inquiries, etc.

• Ability to learn and master new concepts, positive work ethic and commitment to providing unsurpassed service

• Tracking and entry of contracts and certificates of insurance into Meditract System

• Assisting staff with questions regarding department functions, entry of incident reports in peer review reporting system

• Supported Legal Department with litigation cases as well as filing of cases with claims administrator

• Meeting with patients, family members and employees regarding concerns to resolve billing/incident issues with minimal delay

• Processing of vendor invoices and purchase orders

• Researching in archived files for documentation for use in defense of cases

• Primary contact person for outside pathologists for the payment of all autopsies and forwarding of autopsy reports to medical records department

• Working closely with defense attorneys to obtain deposition appointments with staff and contacting staff and directors as needed

• Responsible for all ordering of equipment and office supplies for department

• Managing calendar for director and arrangement of meeting locations, catering and equipment set-up

Administrative Assistant

City of La Feria, La Feria, TX January 2006 – November 2007

• Secretarial support to City Manager, Assistant City Manager, City Secretary and Planning Director

• Issuing code enforcement letters for weedy lots and follow-up on non-compliance

• Back-up on answering incoming calls and disseminating appropriate information

• Data entry of various spreadsheets for water department, planning department and city secretary

• Organizing meeting appointments, reminder calling for various committees

• Assisting city secretary in preparation of bi-weekly meeting packets for City Commission meetings

• Drafting and typing letters for City Manager and Planning Director

• Taking and transcribing minutes for City Commission and other committee meetings

• Attendance of City Commission meetings and construction project meetings

• Scheduling of air travel arrangements, hotel reservations, transportation, etc. for City Manager Administrative Specialist III

Kaiser Permanente Hospital, Fresno, CA April 2002 – May 2005 Administrative Assistant

USA Waste of California (Waste Management, Inc.) February 2000 – April 2002 Education:

• Graduate - Santa Maria High School, Santa Maria, CA

Contact this candidate