Carlota Saldana
Maricopa,USA
Summary
Dynamic and self-motivated professional with a proven track record in customer service and effective time management, consistently driving project success. Expertise in troubleshooting complex issues and developing innovative solutions that enhance operational efficiency. Exceptional verbal and written communication skills complement a strong ability to cultivate positive relationships, ensuring collaboration and exceeding performance goals. Committed to delivering high-quality results in fast-paced environments while maintaining a focus on customer satisfaction.
Overview
33
33
years of professional experience
1
1
Certification
Work History
Office Operations Administrator
Husch Blackwell, LLC
Phoenix, Arizona
05.2022 - Current
- Assist HR by playing a key role in onboarding and collecting all necessary I9 documentation of new hires for submission to employment team.
- Facilitate training of Admin Coordinators and ART members ensuring their understanding of roles, responsibilities and organizational protocols.
- Ensure all credit card charges are submitted and reconciled in a timely and efficient manner adhering to accounting procedures.
- Work closely with clients in picking up checks and handling end-of-day deposits into company bank account.
- Assist with notarizing documentation for our clients for both our Litigation and Private Wealth offices.
- Process various vendor invoices ensuring accuracy and timely submission in Chrome River.
- Handle incoming and outgoing FedEx and Certified mailings for office.
- Work closely with IT in receiving laptops and assist in setting up new hires, assist with IT equipment updates, trouble shoot printer equipment, work with vendors in receiving/returning of office equipment for both Phoenix offices.
- Work closely with IT Cloud department in updating Genetic system for new hire and terminated employees ensuring all relevant data is up to date. Work closely on troubleshooting server equipment with IT Cloud to ensure data is up to date.
- Support A/V team by troubleshooting and assisting with AV equipment to ensure it is kept up to date.
- Manage incoming and outgoing mail and facsimiles, ensuring accurate processing and timely distribution.
- Coordinate group events, including vendor procurement while maintaining positive relationships with vendors and stakeholders.
- Support meetings by organizing conference space, preparing documentation, and completing audio/visual equipment setup and food ordering.
- Organize and update various file systems, keeping records easily retrievable.
- Order and distribute office supplies while adhering to required purchasing procedures and budgets.
- Work closely with building management and report any office issues that need immediate handling.
- Work closely with Parking Management for oncoming new hires/employee terminations as well as to address employee parking issues.
Administrative Resource Team Assistant
Husch Blackwell LLC
Phoenix, Arizona
08.2021 - 05.2022
- Demonstrated independent judgment and discretion in prioritizing daily tasks, resulting in efficient completion of responsibilities.
- Coordinated travel arrangements for attorneys and Paralegal.
- Facilitate positive working relationships with colleagues in various departments, team members, attorneys, Regional Office Admin and Regional Directors contributing to a collaborative work environment.
- Updated continuing education for attorneys in system.
- Completed time entry for attorneys as well as made edits to time when necessary.
- Delivered clerical support for daily and special project needs. Proofread and edited documents and reports for colleagues.
- Handled transcription of time entry edits and entry of time.
- Handled binder creations for upcoming hearings for attorneys.
- Assisted with FedEx and certified mailings for office.
- Worked with Nationwide Legal to ensure documents were filed with the court in a timely manner.
- Created documentation for steps in becoming a Notary in Arizona.
- Assisted Private Wealth office with scanning and entry of client documentation in Case Management and NetDocs.
Administrative Liaison
Herbalife International of America, Inc.
Torrance, California
07.2014 - 07.2021
- Wrote and updated Policy documents (worldwide) and kept system updated based on changes in the Law, New Business Models and New Country Openings.
- Maintained Rules and Advisories by updating within the company applications as changes arose.
- Worked on migration of company site for Asia Pacific Region.
- Maintained interaction with Regional Liaisons, Privacy and Marketing teams to ensure any changes within company were provided accurately and timely within the policies and rules of the company.
- Lead and supported weekly conference calls with Regional Liaison to discuss any changes within the rules in the countries.
- Created on-board training presentation for Department to utilize for new hires.
- Assisted in creating company Procedures for department.
- Created system software with training team for streamline workflow within department which eliminated system errors.
- Conducted quarterly audits on companies’ policy page for different regions and addressed errors encountered.
Administrative Assistant (Temporary Assignment)
Herbalife International of America, Inc.
Torrance, California
12.2013 - 07.2014
- Provided administrative support to management team and Director.
- Managed Outlook calendars, scheduled conference calls, meetings and kept track of travel and time off for Director.
- Worked closely with the travel department to arrange travel, transportation and hotel for Director and Employees.
- Processed orders for the department of necessary supplies that required replenishment while adhering to purchasing procedures and budgets.
- Processed requisitions for payments to outside vendors/contractors.
- Processed expense reimbursements for Director.
- Maintained departmental monthly activity calendar and distributed to staff.
- Managed expense tracking report for employees for budget purposes.
- Processed and tracked requests submitted for technical issues as well as facilities request.
- Assisted Events Department with presentation materials for corporate events.
Office Administrator
State Farm Insurance
Culver City, California
08.2001 - 09.2013
- Managed an office for a sales force of 32 agents.
- Planned and coordinated meetings for on-site and off-site for 150 plus participants.
- Created agenda and materials necessary for quarterly meetings.
- Worked closely with Field Executives to discuss confidential information and high-profile clientele situations.
- Ordered and managed office supplies and equipment on a biweekly basis.
- Managed office calendars, appointment scheduling, and travel coordination for Executives and Consultants.
- Maintained the updating and redesigning of webpage for office.
- Assisted with technical system training and customer support for agents and staff.
- Created, updated and distributed office reports using various computer programs.
- Handled accounts receivables and submission of expenses for staff and executives.
- Processed vendor invoices and credit card reconciliation.
Claim Service Assistant
State Farm Insurance
Culver City, California
06.1999 - 08.2001
- Assist Team Manager & Claim Representatives with language translation with client visits.
- Create and distribute a wide range of monthly reports which provide status of claims.
- Handled and processed incoming and outgoing mail and distributed to team.
- Processed loss reports and issued drafts for customers.
- Entered claim info into company data entry system.
- Translated claim paperwork for policyholders and claimants.
Data Text Operator II
State Farm Insurance
Culver City, California
05.1997 - 06.1999
- Assisted the switchboard operator when coverage was needed.
- Transcribed memos and letters into professional documents to be sent to policyholders.
- Edited and proofed documents prior to sending out to policyholders.
Legal Secretary
Law Offices of Guagenti & Damsky
Lawndale, California
08.1993 - 05.1997
- Conducted client phone screening ensuring accurate data collection and entry.
- Scheduled appointments for potential clients.
- Scheduled hearings dates with the court.
- Translated for clients at Depositions and Arbitrations hearings.
- Transcribed and prepared legal documents for filing with the courts.
- Translated letters from English to Spanish for clients.
- Trained new hires on office policies and process of law firm.
- Handled accounts payable and receivable for law firm.
Education
Associates in Science - Computer Information System
El Camino College
Torrance, CAundefined
Inglewood High School
Inglewood, CASkills
- Verbal and written communication
- Customer engagement
- Customer support
- Staff training
- Document management
- Policy enforcement
Certification
- Arizona Notary
- CPR Certified
Languages
Spanish
Limited Working
Timeline
Office Operations Administrator
Husch Blackwell, LLC
05.2022 - Current
Administrative Resource Team Assistant
Husch Blackwell LLC
08.2021 - 05.2022
Administrative Liaison
Herbalife International of America, Inc.
07.2014 - 07.2021
Administrative Assistant (Temporary Assignment)
Herbalife International of America, Inc.
12.2013 - 07.2014
Office Administrator
State Farm Insurance
08.2001 - 09.2013
Claim Service Assistant
State Farm Insurance
06.1999 - 08.2001
Data Text Operator II
State Farm Insurance
05.1997 - 06.1999
Legal Secretary
Law Offices of Guagenti & Damsky
08.1993 - 05.1997
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Inglewood High School
Associates in Science - Computer Information System
El Camino College