Summary
Overview
Work History
Education
Skills
Languages
Timeline
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Celia Catalan

Austin,TX

Summary

Dynamic Administrative Assistant with a proven track record at Rainbow Management enhancing office efficiency and customer satisfaction through expert database management and exceptional customer service. Skilled in bilingual communication and comprehensive administrative support, I excel in streamlining processes, improving document organization, and fostering professional relationships. Achieved a significant boost in team productivity by optimizing administrative procedures.

Overview

23
23
years of professional experience

Work History

Administrative Assistant

Rainbow Mgmt.
06.2012 - 10.2023
  • Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
  • Maintained confidentiality of sensitive information by adhering to strict privacy policies and implementing secure filing systems.
  • Delivered excellent customer service through prompt responses to client inquiries, addressing concerns effectively, and building strong relationships.
  • Ensured accurate record-keeping with diligent data entry and database management for vital company information.
  • Promoted a positive work environment through effective communication skills and fostering professional relationships among colleagues.
  • Improved document organization with thorough file maintenance, archiving outdated records as necessary for efficient retrieval when needed.
  • Received and sorted incoming mail and packages to record, dispatch, or distribute to correct recipient.
  • Coordinated office supply inventory management, proactively ordering necessary items before depletion to avoid workflow disruptions.
  • Scheduled office meetings and client appointments for staff teams.
  • Created and maintained databases to track and record customer data.
  • Executed record filing system to improve document organization and management.
  • Restocked supplies and placed purchase orders to maintain adequate stock levels.
  • Supported executive staff through scheduling meetings, coordinating travel arrangements, and preparing crucial documents.
  • Assisted with human resources tasks such as updating employee files or submitting time-off requests per company policy guidelines.
  • Assisted in onboarding new employees, providing training materials, and coordinating orientation schedules to ensure a smooth integration into the team.
  • Coordinated and scheduled meetings and conference calls to optimize scheduling of senior staff.
  • Enhanced office efficiency by streamlining administrative processes and implementing organizational systems.
  • Sorted and distributed office mail and recorded incoming shipments for corporate records.
  • Assisted development and implementation of new administrative procedures.
  • Organized office events such as holiday parties or team-building activities, promoting a positive company culture and boosting employee morale.
  • Collaborated on special projects as assigned by leadership, contributing research findings or coordinating event logistics as needed for success.
  • Streamlined invoice processing procedures to ensure timely payment of vendors while minimizing errors in financial records.
  • Boosted team productivity by managing communication channels and ensuring timely responses to inquiries.
  • Drafted correspondence and other documents for CEO and department heads in company's voice.
  • Negotiated contracts with vendors and suppliers for office supplies, equipment and services.
  • Contributed to cost reduction efforts by identifying opportunities for process improvements and negotiating vendor contracts.
  • Managed filing system, entered data and completed other clerical tasks.
  • Managed phone and email correspondence and handled incoming and outgoing mail and faxes.
  • Assisted coworkers and staff members with special tasks on daily basis.
  • Managed paper and electronic filing systems by routing various documents, taking messages and managing incoming and outgoing mail.
  • Built and maintained excellent customer relationships through timely response to inquiries and going above and beyond to accommodate unusual requests.
  • Created and maintained detailed administrative processes and procedures to drive efficiency and accuracy.
  • Interacted with vendors, contractors and professional services personnel to receive orders, direct activities, and communicate instructions.
  • Volunteered to help with special projects of varying degrees of complexity.
  • Recorded new hires, transfers, terminations, changes in job classifications and merit increases to main human resources files.
  • Supported company leaders by managing budgets, scheduling appointments and organizing itinerary.
  • Identified and recommended changes to existing processes to improve accuracy, efficiency, and quality service.
  • Established administrative work procedures to track staff's daily tasks.

Personal Assistant

Susan S
03.2006 - 09.2010
  • Aided executive in personal tasks such as scheduling appointments or running errands when needed.
  • Completed household tasks by assisting with laundry, light housekeeping and grocery shopping.
  • Handled incoming mail, bills and invoices and completed appropriate actions.
  • Identified needs and coordinated plans for travel and out-of-town functions.
  • Served as first point of contact for incoming visitors or phone calls, ensuring prompt responses or directing inquiries appropriately.

Auto Dealership Accounting Clerk

Auto Showplace
03.2004 - 03.2006
  • Improved cash flow management with diligent monitoring of outstanding invoices and proactive follow-up on overdue payments.
  • Worked closely with sales teams to ensure accurate invoicing and prompt receipt of payments from clients.
  • Contacted clients with past due accounts to formulate payment plans and discuss restructuring options.
  • Followed up overdue payments and payment plans from clients to establish good cash flow.
  • Monitored accounts to verify compliance with payment terms and schedules.
  • Negotiated payment arrangements with customers to establish timely receipt of payments.
  • Reviewed accounts on monthly basis to assess aging and pursue collection of funds.

Clerk

Texas Department Of Criminal Justice
01.2001 - 04.2003
  • Utilized strong multitasking skills to manage multiple priorities and tasks, ensuring timely completion of each assignment.
  • Interacted with customers by phone, email, or in-person to provide information.
  • Reduced errors in data entry by carefully inputting information into computer systems with attention to detail.
  • Improved customer satisfaction by promptly answering inquiries and providing accurate information.
  • Provided quality clerical support through data entry, document management, email correspondence, and overseeing operation of office equipment.
  • Managed incoming calls professionally, directing callers to appropriate personnel or taking detailed messages when necessary.
  • Maintained filing system and organized customer documents for easy retrieval of information.
  • Processed mail accurately and efficiently, ensuring that all correspondence was distributed to the correct recipients in a timely manner.
  • Facilitated communication between departments through prompt forwarding of messages and coordination of inter-departmental meetings.
  • Reviewed files, records and other documents to obtain information to respond to requests.
  • Processed incoming and outgoing mail and packages according to established procedures.
  • Edited and proofread documents for accuracy and completeness.
  • Processed documents and materials to disseminate information to appropriate parties.

Education

Austin Community College
Austin, TX

High School Diploma -

Lanier High School
Austin, TX
05.2001

Skills

  • Customer Service
  • Data Entry
  • Computer Skills
  • Administrative Support
  • Computer Proficiency
  • Clerical Support
  • Scheduling
  • Strong Problem Solver
  • Documentation and Recordkeeping
  • Database entry
  • Professional Communication
  • Scheduling and calendar management
  • Appointment Scheduling
  • Recordkeeping
  • Verbal Communication
  • Data organization
  • Deadline-oriented
  • Records Management
  • Filing and data archiving
  • Mail handling
  • Prioritization
  • Client Relations
  • Records administration
  • Meeting Arrangements
  • Purchase orders organization
  • Letter preparation
  • Microsoft Word
  • Dedicated Team Player
  • Document Management
  • Writing reports
  • Correspondence Writing
  • Reception oversight

Languages

Spanish
Native or Bilingual
English
Native or Bilingual

Timeline

Administrative Assistant

Rainbow Mgmt.
06.2012 - 10.2023

Personal Assistant

Susan S
03.2006 - 09.2010

Auto Dealership Accounting Clerk

Auto Showplace
03.2004 - 03.2006

Clerk

Texas Department Of Criminal Justice
01.2001 - 04.2003

Austin Community College

High School Diploma -

Lanier High School

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Celia Catalan