Operations & Administrative Specialist resume title
Resume:
Jessica Olivarez
Aurora, IL, ***** ************@*****.***
Detail-oriented Operations and Administrative Specialist with a Bachelor of Arts in English and a diverse background spanning healthcare, municipal government, and corporate security. Proven expertise in high-stakes environments, managing Honeywell/Lenel security systems, EPIC electronic health records, and FOIA compliance. Adept at navigating complex regulatory frameworks (HIPAA) while delivering exceptional service to top-tier client accounts.
CORE COMPETENCIES
• Operations & Leadership: Workforce Dispatching, Resource Scheduling, Technical Team Management, Payroll Administration (Timecards), Project Lifecycle Management.
• Security & Logistics: Badge Access Systems (Honeywell/Lenel), CCTV Monitoring, Supply Chain Coordination, Technical Closeouts.
• Administrative Systems: FOIA Processing, HIPAA Compliance, Medical Records, Permit/License Issuance, Procurement (PO/Invoicing).
• Technical Proficiency: EPIC, Lenel/Honeywell, GovQA, Legistar, FileBound, TeamUp, DocuSign, Microsoft Office Suite, Google Workspace, PestRoutes. PROFESSIONAL EXPERIENCE
Sound Incorporated Dispatcher / Customer Service Specialist April 2025 – May 2026
• Workforce Management: Orchestrate daily operations and routing for a team of 10 field technicians, including 4 specialized programmers, ensuring optimal site coverage and project completion.
• Project Lifecycle Management: Serve as the primary liaison between vendors and clients, managing the end-to-end process from initial service request to technical closeout in the dispatch system.
• Financial Administration: Streamline the procurement process by ordering specialized parts, generating purchase orders (POs), and managing timecard submissions for payroll accuracy.
• Client Relationship Management: Lead monthly strategic reviews with high-value accounts to evaluate open service tickets, provide status updates, and align project delivery with customer expectations.
• Resource Scheduling: Act as the sole scheduler for onsite electrical and programming teams, balancing urgent service calls with long-term project installations.
ADVOCATE MEDICAL GROUP Administrative Coordinator January 2024 – April 2025
• Perform high-volume data entry and patient scheduling within the EPIC system.
• Maintain strict HIPAA compliance while managing medical records and sensitive correspondence.
• Coordinate office operations, including inventory procurement, mail distribution, and internal equipment maintenance.
CITY OF AURORA Administrative Support Specialist March 2022 – July 2023
• Processed and issued FOIA requests and managed official records via GovQA and Legistar.
• Administered municipal permits, including liquor licenses and solicitor permits, ensuring accuracy for public reporting.
• Provided high-level administrative support to the executive team, managing complex filing systems and correspondence.
DEVRY UNIVERSITY Admissions/Academic Coordinator November 2021 – March 2022
• Advised students on academic and career goals while facilitating communication between faculty and staff.
• Directed recruitment activities and assisted in the development of individual financial and educational plans.
FOX VALLEY DEVELOPERS Property Management Assistant November 2019 – March 2020
• Managed rental property operations, including lease updates, tenant inquiries, and financial data entry in Excel.
• Supported the recruitment process by screening applications and coordinating new hire onboarding.
• Assisted in the launch of digital platforms for apartment complexes to streamline tenant applications.
POINTE PEST CONTROL Account Manager / Billing Specialist October 2017 – October 2019
• Developed and maintained long-term client relationships and resolved complex service and billing disputes.
• Managed commercial documentation, contract accuracy, and technician audit reports.
• Utilized PestRoutes for meticulous record-keeping and billing of services rendered. RUSH COPLEY MEDICAL CENTER Patient Access Representative September 2016 – September 2017
• Managed front-desk operations, including patient check-in/out and insurance verification.
• Scheduled specialized medical visits (lactation/hearing tests) and ensured 100% HIPAA protocol adherence.
EDUCATION
Bachelor of Arts in English Aurora University, Aurora, IL May 2016 High School Diploma Rosary High School, Aurora, IL May 2012 References
Sound Incorporated
Tianna Scaletta Service Manager
Sound Incorporated
Amanda Marrera
Advocate Medical Group
Maritza Appel Cardiology and Vascular RN Lead
Advocate Medical Group
Daniela Coyomani – PSR Lead
Questions To Ask:
• I have the job description in front of me. Which of these responsibilities is your immediate priority?
• How would you define doing an excellent job in this position?
• What sort of employee thrives in this position/company?
• How would you describe the company culture?
• Can you describe the team I’d be working with?
• What do you enjoy most about working here?
• Are there any areas I need to clarify to confirm suitability?
• What are the next steps in the interview process?
• What is the dress code?
• How is conflict handled withing the team/supervisor(s)?
• What’s a typical day like?
• Is there training? If so, what does that look like?
• What is the PTO like and what holidays are observed? Is PTO earned per paycheck or granted up front?
Talking About Yourself – Sell Yourself!
• Why have you changed jobs so often? Each job change was driven by a desire for growth and new challenges. The different roles that I’ve had were an opportunity to learn and take on more responsibilities and diversify my skill set. My experience has given me the confidence to know that I can step into any role and add value to any team.
• Adaptability – ability to adjust to new situations. At this point in my life, I view this quality as my greatest strength. We no longer live in a world where you find a job, and you do the same thing for the rest of your career. Nowadays you must wear many hats and learn to go with the flow of your work environment.
• Leadership – Experience in guiding and motivating teams to achieve goals. In my current role I oversee 5-10 techs (it varies by day). In customer service, it can be disheartening at times, and I like to connect with my guys in a respectful and uplifting manner and because of this I’ve developed a great relationship with them. On the technical side we collaborate often to find solutions to best help our customers. I did the same in my previous role at the clinic; I brought together 3 different departments just by taking the lead on day-to-day operations and delivering results in a timely manner. This created respect and trust amongst the staff which led to a more harmonious workflow where we could prioritize our patient’s care.
• Work ethic - Demonstrating dedication, reliability, and a strong sense of 8responsibility.
• Innovation – Introducing new ideas and approaches to improve processes.
• Customer service – I have many years of experience in customer service, and this is what makes or breaks a company. Every interaction with a client should be memorable for the right reasons.
• Interpersonal skills – I generally get along with everyone I work with. I firmly believe we spend most of our time at work and we should be kind to one another. If they ask – Why should we hire you?
I bring relevant experience, a strong work ethic, and the ability to adapt quickly – making me ready to contribute from day one.
If they ask – Where do you see yourself in the next 5 years? I see myself growing into a role with more responsibility and continuously learning and contributing to the organization adding long term value. If they ask – What is your biggest achievement?
The time I made a drastic change to company culture. I worked for a company that invited me to join a panel and provide feedback on employee retention. I recommended that they increase the PTO as 3 days for the year was not enough to cover sick days or vacation time. I pointed out that this was extremely important for employees with health issues and parents. I also pointed out that providing healthcare coverage would help with retention as marketplace insurance was very expensive. The company later approved separate sick time, vacation time, and provided healthcare benefits. With recent organizational shifts and downsizing at my current company, I've decided to proactively explore new opportunities. I’m looking for a role that offers long-term stability and aligns with my experience in managing complex logistics and workflows. I'm currently initiating a proactive job search. My company is navigating some downsizing, so I want to stay ahead of the curve
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