LiveCareer-Resume

Office Administrator resume example with 14+ years of experience

Jessica
Claire
resumesample@example.com
(555) 432-1000,
, , 100 Montgomery St. 10th Floor
:
Professional Summary

Experienced Office Manager and Administration Professional with 20 plus years of experience optimizing productivity, efficiency and service quality across various environments. Highly dependable, ethical and reliable support specialist and leader that blends advanced organizational, technical and business acumen. Works effectively with cross-functional teams in ensuring operational and service excellence.

Skills
  • Meeting coordination
  • MS Office
  • Inbound Phone Call Handling
  • Financial Services Support
  • Office management
  • Administrative support
  • Staff Management
  • Project Management
  • Scheduling
  • Business administration
  • Expense reporting
  • Office administration
  • Bookkeeping
  • Event Coordination
  • Documentation and control
  • Policy and procedure modification
  • Clear oral/written communication
  • Account Reconciliation
  • Organizational skills
  • Credit and collections
  • Clerical support
  • Database administration
  • Excellent multi-tasking ability
  • Contract negotiations
  • Relationship building
  • Travel coordination
Education
Miami Coral Park Sr High School Miami, FL, Expected in 03/1997 GED : - GPA :
Florida National College Miami, FL, Expected in Associate of Arts : Business Administration - GPA :
Miami Dade College , Expected in Associate of Science : Accounting And Business Management - GPA :
Work History
Partners Healthcare System - Office Administrator
Swampscott, MA, 06/2019 - Current
  • Worked with upper management to complete complex projects on tight budgets within specific timelines.
  • Reconciled account files and produced monthly reports to keep CFO informed about office operations.
  • Delivered clerical support by efficiently handling wide range of routine and special requirements.
  • Reported on daily office activities to help managers stay on top of dynamic conditions and make proactive decisions.
  • Supported CEO, CFO and COO with effective correspondence management, document coordination and customer relations.
  • Tracked and recorded expenses and reconciled accounts to maintain accurate, current and compliant financial records.
  • Maintained open communication with customers to foster positive relations and provide updates on rental and delivery issues.
  • Liaised with assorted base of customers and reps, addressing requests and inquiries via phone or email.
  • Performed general office duties, including answering multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
  • Assisted upper management by coordinating travel plans, coordinating special event and taking meeting minutes.
  • Trained new employees on administrative procedures, company policies and performance standards.
  • Interacted with customers professionally by phone, email or in-person to provide information and directed to desired staff members.
  • Properly compiled and distributed reports and contracts, auditing data prior to shipping to promote accuracy.
  • Booked flights, car rentals and hotel accommodations for business travel for business executive's.
  • Completed bi-weekly payroll for 15 employees.
  • Managed CRM database, including troubleshooting, maintenance, updates and report generation.
  • Handled all incoming business and client requests for information.
  • Compared vendor prices and negotiated for optimal savings.
  • Hired, managed, developed and trained staff, established and monitored goals, conducted performance reviews and administered salaries for staff.
  • Developed and implemented office management procedures, increasing training efficiency, team productivity and accuracy.
  • Handled new-hire orientation and basic recruiting tasks for best-in-class talent identification.
  • Maintained office supplies inventory by checking stock and ordering new supplies as needed.
  • Received, screened and routed incoming calls.
  • Reconciled accounts and reviewed all materials, including surplus, income, expense data, net worth and assets.
  • Maintained up-to-date knowledge on permits, certificates and documents mandatory for government departments.
  • Generated financial statements and reports detailing accounts receivable status
  • Entered invoices requiring payment and disbursed amounts via check, electronic transfer or bank draft.
  • Verified vendor accounts by reconciling monthly statements and related transactions.
  • Paid vendors by monitoring discount opportunities and paid employees by receiving and verifying expense reports.
  • Generated and submitted invoices based upon established accounts receivable schedules and terms.
  • Kept vendor files accurate and up-to-date to expedite payment processing.
  • Generated accounts payable reports for management review to aid in financial and business decision making.
  • Organized budget documentation and tracked expenses to maintain tight business controls.
  • Reconciled account information and reported figures in general ledger by comparing to bank account statement each month.
  • Reconciled accounts receivable ledger to verify payments and resolve variances.
  • Submitted cash and check deposits and generated cash receipts to record money received.
  • Prepared and mailed invoices to customers, processed payments and documented account updates.
  • Completed bi-weekly payroll for company employees, including calculating taxes, vacation and sick time.
  • Reported financial data and updated financial records in ledgers and journals.
  • Made outbound calls to vendors and customers to discuss and resolve account needs.
  • Responded to inbound inquiries regarding accounts and payments.
  • Optimized organizational systems for payment collections, AP/AR, deposits and recordkeeping.
  • Maintained computer and physical filing systems.
  • Sourced vendors for special project needs and negotiated contracts.
  • Supported logistics for programs, meetings and events, including room reservations, agenda preparation and calendar maintenance.
  • Reconciled account files and produced monthly reports to keep company President informed about office operations.
Corizon Health, Inc. - Administrative Assistant
Vandalia, MO, 10/2014 - 06/2019
  • Developed and updated spreadsheets and databases to track, analyze and report on performance and sales data.
  • Created PowerPoint presentations for business development purposes.
  • Composed internal memos and external correspondence for senior management and reviewed all documentation to eliminate errors.
  • Executed record filing system to improve document organization and management.
  • Sorted and distributed office mail and recorded incoming shipments for corporate records.
  • Identified and recommended changes to existing processes to improve accuracy, efficiency and quality service.
  • Prepared packages for shipment, pickup and courier services for prompt delivery to customers.
  • Handled client correspondence and tracked records to foster office efficiency.
  • Organized weekly staff meetings and logged minutes for corporate records.
  • Performed general office duties, including answering multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
  • Optimized information gathering and presentations with implementation of practical filing system.
  • Followed up with staff and customers by phone and email regarding missing or needed information and compiled retrieved information into files.
  • Upheld confidentiality of all information to avoid potential data breaches and client lawsuits.
  • Adhered to all related company policies and government regulations regarding data oversight and confidentiality to promote overall information security.
  • Tracked incoming and outgoing files and materials and maintained accurate records for potential discrepancies.
  • Prepared new files and assigned tracking identification numbers, which resulted in better retrieval efficiency.
  • Processed correspondence, including post office pick-ups, sorting and distribution to appropriate parties.
  • Created reports, correspondence and spreadsheets with Microsoft Office programs.
  • Wrote documents outlining file management protocols.
  • Responded to internal and external requests for information.
  • Examined, categorized and sorted incoming documents.
  • Maintained physical and computer-based filing systems.
  • Implemented improvements to file systems and procedures.
  • Inputted data such as file numbers, new or updated information or document information codes into computer systems to support document and information retrieval.
  • Proved successful working within tight deadlines and fast-paced atmosphere.
  • Resolved problems, improved operations and provided exceptional service.
  • Collected data to complete detailed financial reports for stakeholders and management.
  • Managed invoicing and payment processing operations.
  • Monitored outstanding invoices and performed collections duties.
  • Assisted management with implementing new accounting software program.
  • Developed rapport with clients and vendors to cultivate loyalty and satisfaction.
  • Executed billing tasks and recorded information in company databases.
  • Handled account payments and provided information regarding outstanding balances.
  • Processed payment via telephone and in person with focus on accuracy and efficiency.
  • Created improved filing system to maintain secure client data.
  • Paid vendors by monitoring discount opportunities and paid employees by receiving and verifying expense reports.
  • Generated and submitted invoices based upon established accounts receivable schedules and terms.
  • Entered invoices requiring payment and disbursed amounts via check, electronic transfer or bank draft.
  • Generated financial statements and reports detailing accounts receivable status
  • Generated accounts payable reports for management review to aid in financial and business decision making.
  • Kept vendor files accurate and up-to-date to expedite payment processing.
  • Verified vendor accounts by reconciling monthly statements and related transactions.
Partners Healthcare System - Upgrades Assistant Manager
Brockton, MA, 01/2015 - 08/2017
  • Created organization systems for inventory control, merchandising, financial reports and schedules, dramatically increasing operational efficiency.
  • Achieved recognition from senior management for contribution to department success, including managing sales, employees and operations to foster optimal performance.
  • Verified inventory counts remained within monthly tolerance levels and compiled financial data in compliance with budget.
  • Set and enforced policies focused on increasing team productivity and strengthening operational efficiency.
  • Generated repeat business through exceptional customer service and responded to customer concerns with friendly and knowledgeable service.
  • Directed merchandising, promotion and brand loyalty efforts for business segment with greatest sales volume.
  • Monitored cash intake and deposit records, increasing accuracy and reducing discrepancies.
  • Helped with planning schedules and delegating assignments to meet coverage and service demands.
  • Monitored security and handled incidents calmly.
  • Exceeded sales goals and accomplished business objectives by inspiring staff and promoting target products.
  • Reviewed sales and gross profit reports to determine options for increasing market growth.
  • Offered hands-on assistance to customers, assessing needs and maintaining current knowledge of consumer preferences.
  • Conducted weekly staff meetings to motivate staff members, address concerns and questions, plan improvements, and evaluate progress toward goals.
  • Strengthened merchandising and promotional strategies to drive customer engagement and boost sales.
  • Collaborated with internal teams and suppliers to evaluate costs against expected market price points and set structures to achieve profit targets.
  • Managed entire sales cycle across customer accounts, proposing and closing sales to achieve total revenue growth, profit and customer satisfaction plans.
  • Presented products to clients using dynamic presentations and practical use-case scenarios.
  • Maintained detailed records of sales progress, inventories and marketing success to better align goals with company priorities.
  • Executed local, regional and national marketing and branding initiatives to drive sales within existing and prospective accounts.
  • Protected top-priority accounts by employing effective sales and marketing techniques.
  • Negotiated sales deals between customers and agency, resulting in mutually beneficial agreements and cultivated relationships.
  • Negotiated contracts and sales terms with new and existing clients.
  • Reported sales data to upper management as directed.
Juan M. Ruiz-Unger MD - Office Administrator
City, STATE, 10/2002 - 12/2010
  • Audited customer files to verify medical necessity and satisfaction of coverage criteria.
  • Entered procedure codes and diagnosis codes into medical billing software.
  • Maintained optimal supply levels by closely monitoring and proactively replenishing supply inventory.
  • Verified benefits and worked with insurance companies to obtain payments.
  • Maintained patient databases and updated information in alignment with HIPAA protocols.
  • Pulled charts and prepared for nurse and doctor assessment.
  • Coordinated luncheons with Pharmaceutical Representatives.
  • Trained all new employees on records management system.
  • Oversaw office records and maintained strict document control.
  • Reviewed and sent medical records to other physicians upon request.
  • Aided with prescription refill requests.
  • Accurately collected personal, billing and medical details for 80/100 patients per day.
  • Managed appointments, registrations and patient relations in busy pediatrics office.
  • Received, recorded and filed medical payments by check, cash and credit card.
  • Double-checked forms for accuracy and completion in terms of admission, transfer and discharge of patients.
  • Scheduled, rescheduled and handled cancelled appointments for patients.
  • Interacted with customers professionally by phone, email or in-person to provide information and directed to desired staff members.
  • Managed supervisor itinerary and appointments and streamlined scheduling procedures.
  • Managed CRM database, including troubleshooting, maintenance, updates and report generation.
  • Enhanced collaboration between team members by preparing meeting materials and taking clear notes to distribute to stakeholders.
  • Established and developed highly efficient and dependable administrative team by delivering ongoing coaching and motivation and fostering career advancement.
  • Managed files and records for clients and adhered to safety procedures to prevent breaches and data misuse.
  • Developed highly-efficient administrative team through ongoing coaching and professional development opportunities.
  • Helped employees with day-to-day work and complex problems by applying motivational and analytical strategies.
  • Delivered clerical support by efficiently handling wide range of routine and special requirements.
  • Communicated corporate objectives across all divisions through regular correspondence and scheduled status updates.
  • Aggregated and analyzed data related to administrative costs to prepare budgets for corporate-level management.
  • Established and updated work schedules to account for changing staff levels and expected workloads.
  • Oversaw office inventory activities, including ordering and requisitions, stocking and shipment receiving.
  • Hired, managed, developed and trained staff, established and monitored goals, conducted performance reviews and administered salaries for staff.
  • Tracked and recorded expenses and reconciled accounts to maintain accurate, current and compliant financial records.
  • Analyzed and solved multi-faceted problems that effected executive leaders and business initiatives.
  • Established efficient workflow processes, monitored daily productivity and implemented modifications to improve overall effectiveness of personnel and activities.
  • Oversaw appointment scheduling and itinerary coordination for both clients and personnel.
  • Completed bi-weekly payroll for 12 employees.
  • Kept physical files and digitized records organized for easy updating and retrieval by authorized team members.
  • Maintained accurate, current and compliant financial records by monitoring and addressing variances.
  • Assessed personnel performance and implemented incentives and team-building events to boost morale.
  • Optimized organizational systems for payment collections, AP/AR, deposits and recordkeeping.
  • Followed-up and documented patients' condition after surgery or other invasive procedures.
  • Reviewed and maintained charts for completeness and compliance with EMR guidelines.
  • Communicated with outside facilities for scheduling tests or surgeries.
  • Verified or obtained referral numbers or authorizations for upcoming appointments.
  • Escorted patient from waiting area to triage area, ranging from patients with full to limited mobility.
  • Reviewed initial vital signs evaluations and lab specimens.
  • Coordinated front office duties, including customer service, patient scheduling and billing.
  • Facilitated organized record retrieval and access by maintaining filing system for both in-house and discharged residents.
  • Carried out front office duties utilizing data entry skills in framework of medical database.
  • Successfully scheduled patient appointments and placed reminder calls to deliver exceptional customer experience.
  • Completed skilled administrative work to support all office staff and operational requirements.
  • Organized paperwork such as charts and reports for office and patient needs.
  • Completed and filed financial documentation for accounting purposes.
  • Supported providers in outpatient medical office through coordinating all administrative operations.
  • Improved timely payment of bills by developing flexible payment plans for patients.
  • Documented patient medical information, case histories and insurance details to facilitate smooth appointments and payment processing.
  • Managed financial documentations such as expense reports and invoices.
  • Located, checked in and pulled medical records for patient appointments and incomplete charts.
  • Received, recorded and addressed incoming and outgoing communication via telephone and email.
  • Coordinated patient scheduling, check-in, check-out and payments for billing.
  • Promoted office efficiency, coordinating charts, completing insurance forms and helping patients with diverse needs.
  • Prepared and administered medications to alleviate patient symptoms.
  • Developed close working relationships with front office and back office staff.
  • Consulted with healthcare professionals on business decisions.
  • Recruited, hired and educated staff on state and federal statutes on sleep service and independent diagnostic testing facility(IDTF) guidelines.
  • Oversaw fiscal operations, including accounting, budgeting, authorizing expenditures and financial reporting.
  • Created and implemented organizational policies and procedures.
  • Leveraged patient feedback and performed continuous process improvements to streamline day-to-day business operations and patient satisfaction.
  • Built relationships with physicians to create steady referral pipeline.
  • Addressed and remedied all patient or team member issues.
  • Performed patient assessments and contributed to development of interdisciplinary care plans.
  • Communicated effectively with staff members, physicians and patients, employing active listening and interpersonal skills.
  • Assessed processes and procedures, complying with OSHA and HIPAA regulations.
  • Developed policies and procedures for effective practice management.
  • Assisted with regulatory issues such as compliance.
  • Contacted patients regarding unpaid and underpaid accounts to resolve issues.
  • Scheduled appointments for doctor visits and procedures using desktop calendar software.
  • Called and faxed pharmacies to submit prescriptions and refills.
  • Gathered forms, copied insurance cards and parent's ID to collect patient information for billing and insurance filing.
  • Sanitized, restocked and organized exam rooms and medical equipment.
  • Adhered to strict HIPAA guidelines at all times to protect patient privacy.
  • Directed patients to exam rooms, fielded questions and prepared for physician examinations.
  • Accommodated patients by scheduling appointments, and establishing relationships with managed care organizations, area hospitals and insurance companies to expedite payments and resolve issues.
  • Scheduled surgeries for multiple surgeons and booked operating rooms.
  • Efficiently performed insurance verifications, pre-certifications and pre-authorization functions.

By clicking Customize This Resume, you agree to our Terms of Use and Privacy Policy

Your data is safe with us

Any information uploaded, such as a resume, or input by the user is owned solely by the user, not LiveCareer. For further information, please visit our Terms of Use.

Resume Overview

School Attended

  • Miami Coral Park Sr High School
  • Florida National College
  • Miami Dade College

Job Titles Held:

  • Office Administrator
  • Administrative Assistant
  • Upgrades Assistant Manager
  • Office Administrator

Degrees

  • GED
  • Associate of Arts
  • Associate of Science

By clicking Customize This Resume, you agree to our Terms of Use and Privacy Policy

*As seen in:As seen in: