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Secretary Resume Example

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SECRETARY
Summary
Energetic administrative assistant with 5 1/2 years experience specializing in high level administrative assistant support roles for property management company. Sixteen years experience in state government as a secretary-receptionist in support roles for high level management for various departments. Organized and professional.
Highlights
MS Office Suite (Word, Excel, PowerPoint, Access) Vendor Relations Ten Key Tenant Relations General Accounting Tenant/Vendor Work Order Administration Transcription Preventative Maintenance Work Orders Multiple Phone Systems Typing Speed: 64 wpm Contracts with vendors Insurance Terminology for certificates of liability insurance and Workers Compensation Accomplishments Organization Increased office organization by 30% by developing a more efficient filing system.
Experience
Company NameCity, StateSecretary10/2013 to Current
  • LandPort Work Orders/Preventative Maintenance Work Orders Worked with company systems such as LandPort software and diligently completed all assigned tasks, working overtime as needed.
  • Customer Service Researched, calmed and rapidly resolved client conflicts.
  • Handled customers effectively by identifying needs, quickly gaining trust, approaching complex situations and resolving problems to maximize efficiency.
  • Investigated and analyzed tenant complaints to identify and resolve issues.
  • Multi-tasking Handled several emergency and non-emergency situations on phone from tenants and vendors at buildings at same time to maximize tenant and vendor flow.
  • Demonstrated proficiencies in telephone, e-mail, fax and front-desk reception within high-volume environment.
  • Created Training Meetings Assisted in four separate training meetings for maintenance workers of various tenant buildings to learn LandPort maintenance software and to streamline preventative maintenance work orders.
  • Landport Software System Developed Helped develop an innovative preventive maintenance program for property maintenance.
  • Set up information for LandPort programmers who designed the interface.
  • Saved property management company about 50% in costs with computerized software.
  • Multi-line System Operated six incoming phone lines and properly directed all calls.
  • LandPort software system saved about 20% in call volume.
  • Tenants could check online to see status of work orders and fill out work orders as well.
  • Volunteer position as secretary for board.
  • Takes and maintains minutes of meetings.
  • Maintains memberships, reports, documents, and other related material connected with the legal and daily operation of the association.
  • Ensure timely assignments are made and follow up takes place.
  • Proficient with Microsoft Office Software (Microsoft Word, Excel).
  • Helped manage and assist with three to five activities for residents including Cleanup Day, Summer Games, Summer BBQ potluck, Christmas Dinner, Outside Garage Sales for Tenant Spaces, acts as liaison with owner and manager, takes complaints from residents and makes sure they are resolved.
  • Involves monthly board meetings.
Company NameCity, StateAdministrative Assistant04/2008 to 09/2013
  • Drafted meeting agendas, supplied advance materials for roofing inspections, and executed follow-up for meetings and team conferences.
  • Managed the receptionist area, including greeting visitors and responding to telephone and in-person requests for information.
  • Managed incoming and outgoing calls for busy property management office.
  • Designed electronic file systems and maintained electronic and paper files.
  • Served as central point of contact for all outside vendors needing to gain access to the building.
  • Planned meetings and prepared conference rooms.
  • Wrote reports and correspondence from dictation and handwritten notes.
  • Dispersed incoming mail to correct recipients throughout the office.
  • Made copies, sent faxes and handled all incoming and outgoing correspondence.
  • Facilitated working relationships with co-tenants and building management.
  • Organized files, developed spreadsheets, faxed reports and scanned documents.
  • Created weekly and monthly reports and presentations.
  • Properly routed agreements, contracts and invoices through the signature process.
  • Received and distributed faxes and mail in a timely manner.
  • Received and screened a high volume of internal and external communications, including email and mail.
  • Managed daily office operations and maintenance of equipment.
  • Created and maintained spreadsheets using advanced Excel functions and calculations to develop reports and lists.
  • Requested updated certificates of liability insurance and Workers Compensation Certificates for tenants and vendors.
  • Kept track of work orders and preventative maintenance work orders on Landport software system.
  • Also recorded inventory on same system for different buildings.
  • Maintained detailed administrative and procedural processes to improve accuracy and efficiency.
  • Verified and logged in deadlines for responding to daily inquiries.
  • Successfully established effective systems for record retention by creating database for daily correspondence tracking.
  • Standardized department filing system to increase efficiency.
  • Improved communication efficiency as primary liaison between departments, clients and vendors.
  • Maintained and organized master tenant and vendor Index and information files in master database.
Education
MPA - Coursework Only - Did Not Graduate: Public Administration programUniversity of Utah, City, State, USA
Bachelor of Science:Liberal ArtsBrigham Young University, City, State, USALiberal Arts
Skills
Ten Key, General Accounting, administrative, streamline, central point of contact, conferences, Contracts, client, clients, Customer Service, database, dictation, e-mail, email, faxes, fax, filing, Insurance, inventory, legal, notes, materials, Meetings, Access, Excel, mail, Microsoft Office Software, MS Office Suite, office, PowerPoint, Word, Microsoft Word, Multi-tasking, Phone Systems, presentations, processes, property management, receptionist, reception, Sales, spreadsheets, telephone, phone, Transcription, Typing Speed, Vendor Relations
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Resume Overview

School Attended

  • University of Utah
  • Brigham Young University

Job Titles Held:

  • Secretary
  • Administrative Assistant

Degrees

  • MPA - Coursework Only - Did Not Graduate: Public Administration program
    Bachelor of Science : Liberal Arts

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