Administrative Assistant Customer Service

Alicia Blaine

856-***-**** ***********@*****.*** Salem, NJ 08079

SUMMARY

Efficient Administrative Assistant known for productivity and ability to complete tasks swiftly and accurately. Possess specialized skills in customer service, data entry, and schedule management. Excel in communication, problem-solving, and organizational abilities, ensuring smooth office operations and positive client interactions.

Skilled professional knowledgeable about monitoring metrics and maximizing team success in fast-paced settings. Performance- and quality-driven with several years of experience. Natural leadership talent with motivational approach.

Take-charge professional delivering executive support and team leadership to business operations. Dependable and detail-oriented to manage multiple tasks and priorities. Broad experience includes office management, accounting, accounts receivable, invoicing, dispatching, database management, vendor negotiations and contract management. Recognized for exemplary customer service and team collaboration.

Organized Administrative Assistant with great time management, multitasking and scheduling skills. Works well in fast-paced, changing and challenging environments. Dependable in handling operational needs and improving office performance.

SKILLS

●Scheduling appointments

●Call handling

●Client relations

●Meeting coordination

●File organization

●Facilities management

●Supply oversight

●Expense tracking

●Visitor assistance

●Appointment setting

●Calendar management

●Maintenance tracking

●Office equipment maintenance

●Reception area maintenance

●Mail handling

●Multi-line phone operation

●Project coordination

●Visitor access management

●Reception management

●Confidential information management

●Supply management

●Fee collection

●Travel arrangements

●Document management

●Policy enforcement

●Document retrieval

●Mail routing

●Guest relations

●Document scanning and digitization

●Appointment scheduling

●Meeting support

●Payment collection

EXPERIENCE

Receptionist Administrator, Aronberg & Kouser, June 2020-June 2023

Cherry Hill, New Jersey

●Developed work schedules according to budgets and workloads, covering priority tasks.

●Organized daily office operations such as filing paperwork, ordering supplies, and setting up meeting spaces.

●Computed balances, totals or commissions to support accounting team.

●Adhered to company policies regarding confidentiality of sensitive information.

●Handled diverse needs for clients in-person, by phone or through email.

●Maintained reception area cleanliness and tidiness.

●Guided employees in handling difficult or complex problems.

●Screened and responded to emails, messages and other correspondence, freeing up senior management.

●Facilitated smooth communication between staff and senior management through diligent message delivery.

●Obtained and processed payments from clients for products and services.

●Created spreadsheets to track customer information such as contact details and preferences.

●Created presentations using Microsoft Office software applications.

●Coordinated appointment calendar and balanced schedules to promote optimal productivity.

●Responded promptly to emails from customers and other departments within the organization.

●Issued work schedules, duty assignments and deadlines for office or administrative staff.

●Managed the distribution of incoming mail, faxes, and packages.

●Welcomed visitors and customers by greeting and answering or directing inquiries.

●Displayed professional standards at reception desk to impress visitors.

●Trained employees on best practices and protocols while managing teams to maintain optimal productivity.

●Researched and prepared reports required by management or governmental agencies.

●Ordered office supplies as needed and maintained inventory records.

●Scheduled maintenance visits for office equipment such as computers or printers.

●Assisted with coordination of events including booking venues, catering services.

●Processed invoices using accounting software programs like QuickBooks or Sage 50 Accounting Solutions.

●Recommended solutions related to staffing issues and proposed procedural changes to managers.

●Developed strong relationships with vendors in order to secure favorable pricing for office supplies.

●Greeted visitors and customers warmly, offering refreshments as appropriate.

●Managed office cleaning and sanitizing to comply with infection control protocols.

●Scheduled appointments and maintained calendars for staff members.

●Recruited, interviewed and selected employees to fill vacant roles.

●Maintained an organized filing system for all employee records in compliance with legal regulations.

●Assisted with administrative tasks such as data entry into company databases.

●Participated in subordinates' tasks to facilitate productivity or help overcome difficulties.

●Reviewed employees' work to check adherence to quality standards and proper procedures.

●Performed data entry and other administrative tasks to support departments.

●Delegated work to staff, setting priorities and goals.

●Discussed job performance problems with employees, identifying causes and issues to find solutions.

●Reviewed reports on employee attendance, productivity and effectiveness to evaluate performance.

Office Manager, Blaine Drywall, April 2012-August 2018

Millville, New Jersey

●Implemented and maintained company protocols to facilitate smooth daily activities.

●Monitored inventory levels and placed orders when needed.

●Answered phone calls, responded to emails, routed mail and coordinated courier services.

●Assisted with the preparation of budgets, forecasts and financial statements.

●Managed, scheduled and coordinated office functions and activities for employees.

●Negotiated contracts with vendors to secure favorable terms and pricing.

●Assisted in recruiting, onboarding and training new employees.

●Ordered supplies and equipment to maintain adequate inventory levels.

●Managed front desk operations including greeting visitors, answering questions or directing them to appropriate personnel.

●Processed payroll accurately ensuring all employees were paid on time.

●Evaluated individual and team business performance and identified opportunities for improvement.

●Maintained filing system for records, correspondence and other documents.

●Prepared agendas for board meetings along with taking minutes during sessions.

●Created spreadsheets in Excel to track data such as vacation requests, sick days .

●Reviewed files and records to obtain information and respond to requests.

●Provided training to new hires on office policies and procedures.

●Oversaw receiving and organizing correspondence, answering and forwarding calls and creating business letters and records.

●Remained calm and professional in stressful circumstances and effectively diffused tense situations.

●Coordinated office activities and operations to secure efficiency and compliance with company policies.

●Maintained impeccable office organization to support efficiency, professionalism and performance objectives.

●Supervised staff members, organized schedules and delegated tasks.

●Maintained confidential records relating to personnel matters.

●Automated office operations for managing client correspondence, payment schedules and data communications.

●Negotiated contracts with vendors, securing favorable terms and cost savings.

●Responded to customer inquiries via phone or email in a professional manner.

●Used judgment and initiative in handling confidential matters and requests.

●Organized team activities to build camaraderie and foster pleasant workplace culture.

Receptionist, Jackson Medical, July 2004-October 2012

Jackson, NJ

●Performed data entry tasks into various computer systems accurately and promptly.

●Organized travel arrangements for staff members including flights, hotels, car rentals.

●Used company badging system to create badges for new employees and visitors.

●Investigated and analyzed client complaints to identify and resolve issues.

●Updated and recorded customer or client information to maintain accounts.

●Coordinated pick-up and delivery of express mail services.

●Participated in emergency response drills and maintained knowledge of safety procedures.

●Monitored office supplies inventory and placed orders when necessary.

●Coordinated meeting room bookings and arranged catering for meetings and events.

●Maintained daily calendars, set appointments with clients and planned daily office events.

●Assisted in maintaining office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing orders for supplies; verifying receipt of supplies.

●Greeted and directed visitors to appropriate personnel and answered large number of calls and emails daily.

●Sorted incoming mail and directed to correct personnel each day.

●Answered incoming calls, took messages, and transferred calls to appropriate departments or personnel.

●Updated daily log book with information about visitors entering the premises.

●Processed payments and updated accounts to reflect balance changes.

●Protected clients' rights by maintaining confidentiality of personal and financial information.

●Coordinated with vendors for repairs and maintenance of office equipment.

●Handled customer inquiries and complaints, providing timely and appropriate solutions.

●Ensured that all necessary forms were completed accurately prior to submitting them for processing.

●Developed and maintained a filing system for essential documents, improving office organization.

●Handled mail distribution, including sorting and forwarding incoming mail and preparing outgoing mail.

●Transcribed tapes and notes from meetings into prescribed formats.

●Processed customer payments using cash registers or point-of-sale terminals according to company policies and procedures.

●Sorted invoices for accounting department by date stamping and filing by vendor code.

●Performed clerical duties such as filing, photocopying, transcribing, and faxing.

●Maintained business office inventory and equipment by checking stock for needed supplies.

●Scheduled appointments for clients, customers, and other visitors.

●Answered multi-line telephone with polite tone of voice to provide general information and answer inquiries.

●Answered and directed incoming calls using multi-line telephone system.

●Provided excellent customer service at all times while interacting with both internal and external customers.

●Answered, screened, and forwarded incoming phone calls while managing multi-line telephone systems.

●Scheduled and confirmed appointments.

●Ensured cleanliness and organization of the reception area to maintain a professional atmosphere.

EDUCATION AND TRAINING

Some College (No Degree)

Business Administration, Monmouth University, West Long Branch NJ

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