Carmen Singleton
Coco's at Colette LLC
Queens,NY
12
years of professional experience
Administrative professional with 12 years of experience supporting daily operations, coordinating schedules and meetings, managing confidential records and communicating with internal and external stakeholders. Proven ability to work independently, manage competing priorities, develop operational systems and support leadership in fast-paced environments.
Work History
Reception Team Leader/Administrative Assistant
3 Years 4 Months- Developed SOPs, schedules, training materials, and administrative systems, enhancing operational consistency and efficiency.
- Managed daily administrative operations, coordinating scheduling, communications, and documentation while prioritizing operational needs.
- Serve as a primary point of contact for phone, email, and in-person communications, exercising professionalism and discretion.
- Maintain organized records, internal documentation, and inventory processes while supporting management with day-to-day operational needs.
- Process invoice requests and assist with wire transfer documentation and coordination, ensuring financial information is handled accurately and confidentially.
- Conducted weekly audits to ensure communication from the Reception Team meet business standards.
- Supervise the front desk ensuring efficient guest check-in and check-out procedures.
- Implement scheduling systems for appointments, enhancing organizational efficiency and client satisfaction.
- Manage multiple communication systems, addressing inquiries and directing calls promptly to appropriate departments.
- Coordinate communication between guests and management, facilitating seamless service delivery and issue resolution.
- Develop front desk training materials to improve staff onboarding processes and service consistency.
- Oversee inventory of office supplies, optimizing stock levels to ensure uninterrupted workflow at reception area.
- Train new receptionists on company policies, software systems, and best practices for exceptional client service delivery while overseeing staff performance.
- Provide exceptional customer service through effective communication skills via telephone, email correspondence or face-to-face interactions with clients.
- Support management with accurate data entry, report generation, and record-keeping tasks to ensure smooth daily operations.
- Assist team members with administrative duties, contributing to a collaborative work environment and increased productivity.
- Reduce errors significantly by meticulously reviewing data entries before submission.
- Resolve client issues promptly and professionally, fostering positive relationships and promoting loyalty to the business.
- Directed incoming calls to internal personnel and the best-qualified departments, routing to best-qualified department.
- Keeping the reception area clean and neat to give visitors positive first impressions and a welcoming environment.
- Improved overall guest experience by proactively anticipating their needs during visits or addressing inquiries more rapidly.
- Greet incoming visitors and customers professionally by providing friendly, knowledgeable assistance.
- Implement an updated filing system that allowed for easy document retrieval while adhering to confidentiality requirements.
- Organize conference room bookings and prepar meeting materials, ensuring efficient use of resources and well-executed events.
- Process incoming mail and packages efficiently, ensuring prompt distribution to appropriate recipients within the organization.
- Increase office efficiency by coordinating appointments, maintaining detailed records, and providing timely reminders.
- Act as first point of contact and set appointments for prospective clients.
- Streamline check-in processes for clients, resulting in reduced wait times and improved overall experience.
- Facilitate new client onboarding by preparing and distributing welcome kits, contributing to building long-lasting relationships.
Office Assistant
1 Year 8 Months- Coordinated reservations, appointments, special events, scheduling logistics and attendance tracking to support management and daily operations.
- Managed high-volume communications and maintained accurate records, operational data and time sensitive information.
- Answered routine inquiries (via phone and/or email) while maintaining a log of inquiries as required.
- Prepared copies and menus for the restaurant staff and management team to ensure seamless service.
- Served as a liaison between team members and management, ensuring timely communication of operational updates, priorities and changes.
- Facilitated communication between departments, enhancing collaboration and workflow efficiency.
- Assisted in preparing reports and presentations, ensuring accuracy and clarity of information.
- Delivered excellent customer service through prompt responses to client inquiries, addressing concerns effectively, and building strong relationships.
- Managed scheduling for executive team, balancing complex calendars to ensure optimal use of time.
- Monitored office supplies inventory, ensuring availability of essential items without overstocking.
- Supported recruitment processes, scheduling interviews and communicating with applicants to improve hiring timelines.
- Contributed to policy updates, researching regulations to ensure company compliance.
Office Assistant
5 Years 1 Month- Opened and routed incoming mail; distributed correspondence and other material to department staff and faculty.
- Managed correspondence and inquiries from families, powers of attorneys, vendors and other stakeholders, escalating complex matters to management as appropriate.
- Managed incoming correspondence and distributed time sensitive materials to appropriate staff and leadership.
- Established, maintained, processed and updated client files, records, and supporting documentation with a high degree of accuracy and discretion.
- Coordinated meetings between families, staff, and management, including scheduling, communication and preparation of relevant information.
- Collaborated with healthcare professionals to develop personalized care strategies tailored to individual client needs.
- Implemented feedback mechanisms to improve service quality and client satisfaction within home care settings.
- Led initiatives for process improvements that enhanced operational efficiency within the caregiving team at the agency.
- Assisted in preparing documents, reports, and presentations for management review.
- Oversaw inventory management, maintaining adequate supplies for daily operations.
- Facilitated smooth operations by efficiently handling incoming mail, phone calls, and visitor inquiries.
- Prepared and edited documents to produce precise, accurate and professional communication.
Certified Medical Technician
2 Years 5 Months- Maintained accurate and confidential patient records in compliance with healthcare standards.
- Communicated time-sensitive updates to nurses and clinical staff to support coordinated care.
- Managed documentation and patient information with accuracy, discretion, and attention to detail.
- Administered medications and monitored patient vital signs to ensure optimal care standards.
- Collaborated with healthcare teams to develop individualized patient care plans.
- Trained and mentored junior staff on best practices in medical procedures and safety protocols.
- Implemented quality assurance measures to enhance accuracy in patient documentation and reporting.
- Streamlined workflow processes, improving efficiency in daily operations and patient management.
- Conducted routine medical equipment checks and maintenance to uphold operational readiness.
- Assisted in managing inventory of medical supplies, ensuring availability for treatment needs.
- Educated patients and families on health conditions, treatments, and preventive care strategies.
- Ensured patient safety through proper specimen handling, storage, and disposal procedures.
- Maintained a high level of accuracy by adhering to established protocols and quality control measures.
Education
Bachelor of Arts - Psychology
Skills
Process Improvement
SOP Development
Documentation Management
Microsoft Office 365
Staff Training and Supervision
Follow-up Tracking
Engagement Coordination
Multiple systems communication
Administrative Support
Team motivation
Multitasking proficiency
Customer service focus
Meeting coordination
Confidential Information Management
Timeline
Reception Team Leader/Administrative Assistant
Coco's at Colette LLC
04.2023 - CurrentRead More
Office Assistant
Bar Boulud/ Boulud Sud
08.2022 - 04.2024Read More
Office Assistant
Hands That Heal (Home Care Agency)
06.2017 - 07.2022Read More
Certified Medical Technician
BRIGHTON GARDENS
02.2015 - 07.2017Read More
Kean University
Bachelor of Arts from Psychology
Read More