Administrative Scheduling Coordinator with 14 Years Experience
Resume:
Victoria Lucas
Los Angeles, CA, CA *****
****************@*****.***
Professional Summary
Seasoned administrative professional with nearly 14 years of experience in appointment scheduling, calendar management, and front-desk operations. Demonstrated expertise in coordinating meetings and handling multi-line phone systems, ensuring efficient communication and smooth office workflow. Brings exceptional organizational skills and proven ability to manage vendor relations and document management critical for a scheduling coordinator role. Work Experience
Legal switchboard Receptionist
Ricoh Office Solutions-Los Angeles, CA
April 2024 to Present
• Scheduled appointments and maintained calendars for multiple executives, ensuring efficient time management and organization
• Managed visitor access control systems, issuing badges and maintaining security protocols for all guests
• Provided support during company events by assisting with setup, registration, and attendee coordination
• Trained new receptionists on office procedures, phone etiquette, and customer service best practices
• Developed strong relationships with vendors to negotiate favorable pricing on office supplies and services
• Greeted and welcomed visitors, providing a positive first impression and clear communication
• Handled inbound and outbound calls, transferring to appropriate departments and ensuring accurate message delivery
Administrative Assistant
Little Blessing Academy
April 2017 to January 2023
• Handled insurance claims and maintained accurate records for government-funded childcare program participants
• Performed filing, document management, duplication, and scanning to ensure organized and up-to- date records
• Answered phone calls, provided information to callers, took messages, and transferred calls to appropriate individuals
• Made copies of correspondence and other printed materials for efficient office operations
• Operated office equipment, such as fax machines, copiers, printers, and phone systems, and arranged repairs as needed
• Arranged conference, meeting, or travel reservations for office personnel, supporting scheduling needs
• Opened, read, routed, and distributed incoming mail via UPS, DHL, and FedEx, and answered routine letters
• Assisted in maintaining office supplies inventory, anticipating needs and verifying receipt of orders Administrative Assistant/ Receptionist
Dieterich & Associates (Law Firm)-Los Angeles, CA
May 2020 to May 2022
• Greeted clients over the phone, took messages, sent emails, and scheduled court dates and mediations for attorneys
• Directed visitors and callers to appropriate personnel based on their needs, ensuring clear communication
• Handled front desk reception, screened phone calls, and operated the switchboard and multi-line phone system
• Answered phone calls, provided information, took messages, and transferred calls to appropriate individuals
• Set up conference rooms prior to meetings, arranged furniture, set up audio-visual equipment, and ensured refreshments were available
• Coordinated conferences, meetings, and special events, preparing materials such as flyers or invitations
• Made copies of correspondence and other printed materials, supporting document management
• Performed filing and document management duties to maintain organized records
• Operated office equipment and arranged for repairs when needed
• Arranged conference, meeting, or travel reservations for office personnel
• Opened, read, routed, and distributed incoming mail via UPS, DHL, and FedEx, and answered routine letters
• Assisted in maintaining office supplies inventory, placing orders and verifying receipt Office Assistant
Patriot Energy Group-Beverly Hills, CA
May 2016 to April 2020
• Greeted visitors or callers, handled inquiries, and directed them to appropriate personnel
• Answered incoming and outgoing phone calls, assisted clients with information, and mailed out welcome letters
• Kept records of conversations by inputting notes and dates into computer systems (Excel or Word)
• Performed filing and document management duties to maintain organized office records
• Operated office equipment, such as fax machines, copiers, printers, and phone systems, and arranged repairs as needed
• Managed conference room setup before and after meetings, coordinated conferences, meetings, and special events
• Maintained office supplies to support daily operations Administrative Assistant/ Receptionist
Dieterich & Associates (Law Firm)-Los Angeles, CA
January 2009 to December 2016
• Greeted visitors or callers, handled inquiries, and directed them to appropriate personnel
• Managed front desk reception, screened phone calls, and operated the switchboard and multi-line phone system
• Answered phone calls, provided information, took messages, and transferred calls to appropriate individuals
• Performed office assistant duties, including subleasing tenants, maintaining office supplies, and delegating tasks
• Set up conference rooms prior to meetings, arranged furniture, set up audio-visual equipment, and ensured refreshments were available
• Coordinated conferences, meetings, and special events, preparing materials such as flyers or invitations
• Made copies of correspondence and other printed materials to support office operations
• Performed filing and document management duties, maintaining organized records
• Operated office equipment and arranged repairs as needed
• Arranged conference, meeting, or travel reservations for office personnel
• Opened, read, routed, and distributed incoming mail via UPS, DHL, and FedEx, and answered routine letters
• Ordered and dispensed office supplies, maintained scheduling and event calendars, and used computers for various applications
Education
Upper secondary education
Business Administration and Management (Associate Degree) The West Los Angeles College
Skills
• Appointment scheduling
• Calendar Management
• Patient interaction
• Phone communication
• Switchboard and multi-line phone system
• Document Management
• Filing
• Mail handling
• Microsoft Office
• Microsoft Outlook
• Organizational skills
• Attention to detail
• Administrative Assistant/Support
• Customer service
• Handling customer inquiries
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