Administrative Assistant & Client Services Specialist

Jazmin Perez

805-***-**** ******************@*****.*** Port Hueneme, CA

Summary

Personable and dedicated administrative professional with a solid background in high-volume office environments committed to delivering excellent client experiences, and exceptional clerical and operational support. Comfortable working alone or with teams to accomplish on-time and accurate administrative tasks. Highly developed communicator with outstanding skills in complex problem-solving and conflict resolution. Bringing a detail-oriented and decisive nature with sound judgement, good multitasking abilities. Self-motivated with a friendly demeanor and able to handle diverse daily tasks with minimal to no oversight. Well-versed in managing paperwork, multi-line phone, customer relations, resource allocation and schedule/calendar maintenance.

Skills

Microsoft Office/ Microsoft Excel

Organizational skills

Scheduling coordination

Effective communication

Financial reporting

Office management

Attention to detail

Time management

Problem solving

Team collaboration

Adaptability

Critical thinking

Multi-line phone proficiency

Advanced computer skills

Confidential document control

Business operations support

Program file maintenance

Self-starter/self-motivated

Excellent client relationship management

Experience

Administrative Assistant, LPL Financial, January 2023-December 2024

Port Hueneme, CA (Remote)

Scheduling meetings between clients and advisors.

Prepared and maintained client documentation and financial reports.

Assisted in onboarding paperwork for new clients and advisors.

Handled incoming communications and directed inquiries to appropriate staff and/or department.

Collaborated with team members to streamline administrative processes.

Conducted research to assist in the preparation of client presentations.

Answered phone calls and emails to provide information, resulting in effective business correspondence.

Entered data into spreadsheets using Microsoft Excel.

Organized and maintained filing systems for electronic documents, ensuring accuracy and confidentiality of records.

Handled confidential documents in an organized fashion according to established protocol.

Composed memos, reports, emails, and other correspondence as required by management staff.

Provided administrative support to the executive team, including scheduling meetings, managing calendars, taking over complex and simple tasks.

Directed customer inquiries to appropriate department personnel, when out of scope.

Proofread content for typo-free emails and documents.

Facilitated communication between different departments within the company.

Compiled data from various sources into organized reports for review by management team.

Conducted research on various topics such as; estate plans, annuity plans, trust accounts, will accounts, life insurance, and different investment type accounts as requested by management.

Created new accounts, and updated client information such as; updates to marital status, employment, name updates, and financial status.

Administrative Assistant/ Office Manager, John Lopez LPL Financial LLC, January 2019-January 2023

Ventura, CA

Managed appointment scheduling for the financial advisor and clients.

Coordinated communication between clients and the advisor.

Assisted in preparing financial documents and reports for client meetings.

Maintained organized filing systems for client records and correspondence.

Handled incoming calls and inquiries with professionalism and courtesy building strong client rapport.

Supported office operations by managing inventory.

Developed efficient workflows to streamline day-to-day administrative tasks.

Trained new staff on office procedures and software applications.

Answered multi-line phone calls and emails to provide information, resulting in effective business correspondence.

Entered data into spreadsheets using Microsoft Excel.

Organized and maintained filing systems for physical and electronic documents, ensuring accuracy and confidentiality.

Handled confidential documents in an organized fashion according to established protocol.

Maintained office supplies inventory by checking stock to determine inventory level.

Composed letters, memos, reports, emails, presentations and other written correspondence as required by the advisor.

Greeted visitors in a professional manner, responding to inquiries and directing them to the advisor when needed/requested.

Provided administrative support to the advisor directly, including scheduling meetings and managing his calendar using CRM programs such as (redtail)

Answered questions from customers regarding products and services offered by the advisor.

Managed database systems containing sensitive client information.

Ensured efficient operation of office equipment such as printer, copier, and fax machine.

Updated contact lists regularly.

Proofread content for typo-free emails and documents.

Facilitated communication between different departments within the company.

Conducted research on various topics as requested by advisor.

Compiled data from various sources into organized reports for review by the advisor.

Developed and maintained filing systems for confidential documents and records.

Organized files, developed spreadsheets, faxed reports and scanned documents, maintaining front desk and reception area in a neat and organized fashion.

Handled incoming calls and directed callers to the advisor when necessary.

Managed daily office operations and maintained a productive work environment.

Oversaw scheduling and coordination of client appointments for regular meetings and consultations with the advisor.

Implemented office procedures to enhance workflows and improve efficiency.

Trained new staff on office protocols and operational best practices.

Resolved client inquiries in a timely manner while maintaining a positive relationship with clients.

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

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

Managed advisor’s personal branch website.

Tracking client accounts for any RMD (required minimum distribution) amounts due for clients 72.5 and older and managing amounts that are sent out in lump sums or throughout the year.

Creating different financial reports for the advisor to review such as; gains/losses, cash and equivalents, distributions, contributions.

Collecting information from annuity companies to help determine best opportunity for clients to start receiving distributions based off of charges, riders, age, and payout percent. As well as new products offered for new clients.

Preparing paperwork for new accounts, distribution/contribution requests, ACH information, and marital changes.

Research for possible new funds for the advisor to use in client portfolios using Morningstar, Riskalyze, and yahoo finance determining risk score, potential annual return, CEO rating, and current hold or buy recommendation.

Managing transfer of client accounts in and out of the business such as 401K accounts.

In-Home Caregiver, Ventura County Human Services, February 2018-April 2019

Oxnard, CA

Provided compassionate care and companionship to client in their home.

Assisted client with daily living activities, including bathing and dressing.

Managed medication schedule and ensured timely administration of prescribed medications.

Monitored client health conditions and recorded any changes to mental and physical health.

Provided care to the client with dementia and Alzheimer’s disease.

Maintained safe and clean environment for the client, ensuring safety protocols were followed.

Performed light housekeeping tasks such as laundry, dusting, vacuuming, and washing dishes.

Provided emotional support by listening attentively to concerns expressed by client.

Responded promptly to emergency situations in a calm manner.

Helped administer medications, supervised personal hygiene, and other activities of daily living.

Transported client to doctor’s appointments and errands.

Respected client privacy rights at all times when providing care.

Aided with mobility and continually monitored safety.

Tracked blood pressure and signs of discomfort/distress.

Concierge, Clocktower Inn, January 2018-March 2018

Ventura, CA

Greeted guests warmly and provided personalized service throughout their stay.

Managed guest inquiries and resolved issues promptly and professionally and handled complaints in an efficient manner while working towards satisfactory resolutions.

Assisted with check-in and check-out processes to ensure efficiency.

Provided information on local attractions, dining, and entertainment options.

Collaborated with housekeeping and maintenance teams to fulfill guest requests.

Developed strong relationships with guests to enhance their experience at the inn.

Handled mail and package deliveries, keeping items secure.

Directed incoming calls and messages to appropriate staff or residents.

Maintained a professional presence at the front desk area by adhering to dress code standards.

Performed administrative duties such as filing paperwork related to concierge service transactions.

Acknowledged and greeted guests entering or leaving the building, promoting a pleasant environment.

Conducted regular inspections of lobby areas to ensure cleanliness was always maintained.

Membership Representative, LA Fitness, July 2017-January 2018

Oxnard, CA

Assisted members in selecting appropriate fitness programs and services.

Guided new members through facilities and helped them get familiar with equipment.

Managed member accounts and processed membership renewals efficiently.

Provided exceptional customer service to enhance member satisfaction and retention.

Assisted in coordinating community events to promote fitness awareness and management.

Processed new applications, renewals, cancellations, and upgrades in a timely manner.

Performed regular audits of member accounts to ensure proper credit was applied.

Generated weekly reports on new memberships, renewals, and cancellations to determine opportunities for sales.

Provided timely resolutions to customer complaints and escalated issues when necessary.

Researched industry trends to identify opportunities for growth within the membership program.

Conducted surveys to measure customer satisfaction levels regarding services provided.

Developed strategies to increase membership sales by identifying potential customers through cold calling, emails, and prospecting in different locations in person.

Communicated effectively with clientele to maintain customer satisfaction and loyalty.

Assistant General Manager/Weekend Manager, Edge Fitness Club, August 2015-July 2017

Oxnard, CA

Facilitated training sessions for new employees on club policies and procedures.

Assisted in daily club operations and member engagement initiatives.

Addressed member inquiries and resolved issues to maintain satisfaction.

Collaborated with marketing team to promote club services and memberships,

Assisted in scheduling shifts and assigning duties.

Maintained up-to-date knowledge of company products and services.

Provided guidance and support to junior staff members on daily tasks, projects, and objectives.

Resolved conflicts between team members in an effective manner.

Conducted regular performance reviews for employees to identify areas of improvement.

Completed thorough opening, closing, and shift change functions to maintain operational standards each day.

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

Delegated work to staff, setting priorities and goals.

Reviewed completed work to verify consistency, quality, and conformance.

Managed front desks and completed daily tasks; greeting members, scanning memberships and answering phone calls.

Worked with members to update billing information.

Supplied and upkept gym amenities such as; fresh gym towels, coffee with sugar and creamer, and bathroom stock.

Maintained the facility, cleaned equipment, and sauna and steam room.

Executed sales of memberships meeting monthly goals and increasing revenue.

Tracked total monthly gym revenue in Microsoft Excel.

Education and Training

Certificate of Completion

Medical assisting, Oxnard Adult Trade School, Oxnard CA August 208-June 2019

Certificate of Completion

Medical Billing, Oxnard Adult Trade School, Oxnard CA August 2018-June 2019

Some college

Oxnard Community College

High School Diploma

Channel Islands high school

References

Karla Castro: LPL Financial, Administrative Assistant, phone 714-***-****

Geraldine Gonzalez: LPL Financial, Administrative Assistant, phone 323-***-****

John Lopez: Branch Owner/Advisor, LPL Financial John Lopez LLC, phone 805-***-****

Contact this candidate