Claudia Ruiz
Northridge,CA
Summary
Adept at CRM software and exceptional in communication, I significantly enhanced client satisfaction and operational efficiency at KROST Certified Public Accountants & Consultants. My proven track record in client relationship building and inter-department collaboration has consistently driven positive outcomes, showcasing my ability to meet critical deadlines and manage complex schedules with professionalism and courtesy. Highly organized Client Service Representative possesses strong communication, problem-solving, and multitasking skills. Skilled in building strong relationships with clients and providing quality service.
Overview
26
26
years of professional experience
Work History
Client Service Coordinator
KROST Certified Public Accountants & Consultants
2019.10 - 2023.09
- Maintained detailed records of client interactions, enabling better tracking of account history and facilitating continuity among team members handling the same accounts.
- Managed multiple client accounts simultaneously, prioritizing tasks effectively to meet deadlines without compromising quality.
- Enhanced client satisfaction by promptly addressing inquiries and resolving issues efficiently.
- Adapted quickly to changes in company policies and procedures, ensuring continued adherence to best practices and compliance requirements.
- Maintained accurate record-keeping with proactive attention to client information updates.
- Offered assistance with technical issues and navigate smooth process.
- Communicated with clients regarding account services, statements, and balances.
- Utilized active listening skills to identify customer needs and provide appropriate solutions.
- Assisted in organizing and overseeing assignments to drive operational excellence.
- Liaised between internal departments to expedite resolution of complex cases requiring input from multiple stakeholders.
- Helped clients every day with positive attitude and focus on customer satisfaction.
- Developed strong relationships with clients through regular check-ins, fostering loyalty and trust.
- Collaborated to onboard new clients seamlessly into our services offerings, ensuring a smooth transition process for all parties involved.
Executive Assistant to the Vice President
Advanced Bionics, LLC
2007.04 - 2019.10
- Supported the successful execution of departmental initiatives by coordinating resources, tracking progress, and providing regular updates to involved parties.
- Streamlined communication for the Vice President by handling phone calls, emails, and in-person inquiries.
- Increased office efficiency by maintaining organized filing systems and updating database records.
- Ensured seamless integration of new team members with comprehensive onboarding materials, mentorship programs, and ongoing support throughout their initial transition period.
- Promoted a healthy work-life balance for the Vice President with diligent calendar management that accounted for personal appointments alongside professional commitments.
- Enhanced executive productivity by managing schedules, organizing travel arrangements, and coordinating events.
- Safeguarded sensitive company information through strict adherence to confidentiality protocols when handling documents and communications.
- Improved information flow between departments by serving as a liaison between the Vice President and other executives or team members.
- Optimized use of available resources with thorough budget management for office supplies, travel expenses, and event planning costs.
- Contributed to project success by tracking progress, coordinating resources, and ensuring timely completion of deliverables.
- Handled confidential and sensitive information with discretion and tact.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Organized and coordinated conferences and monthly meetings.
- Facilitated training and onboarding for incoming office staff.
- Filed paperwork and organized computer-based information.
- Worked with senior management to initiate new projects and assist in various processes.
- Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.
- Volunteered to help with special projects of varying degrees of complexity.
- Led staff and vendors in providing high level of service.
- Promoted team productivity by keeping supplies organized and well-stocked.
- Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
- Managed office systems to efficiently deal with documentation.
- Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
- Screened calls and emails and responded accordingly to support executive correspondence.
- Demonstrated adaptability by seamlessly adjusting to shifting priorities while maintaining focus on long-term goals set forth by the Vice President.
- Served as an essential point of contact for internal and external stakeholders, ensuring timely responses to inquiries and effective communication between parties.
- Boosted team morale by fostering a positive work environment through effective conflict resolution and proactive problem-solving measures.
- Impacted company growth by supporting the recruitment process through scheduling interviews, conducting reference checks, and orienting new hires to the department culture.
Assistant Office Manager
Weiss Properties, LLC
1998.01 - 2007.04
- Managed daily operations, ensuring timely completion of tasks and maintaining a well-organized work environment.
- Created and updated records and files to maintain document compliance.
- Maintained inventory of office supplies, proactively restocking materials when needed to minimize downtime due to shortages.
- Transferred and directed phone calls, guests, and mail to correct staff members.
- Sorted, opened, and routed mail and deliveries to meet business requirements.
- Kept front office clean and well-organized to keep areas presentable for guests and maximize professional appeal.
- Supported the Office Manager with various tasks such as preparing reports or presentations for executive-level meetings.
- Delivered top-notch administrative support to office staff, promoting excellence in office operations.
- Served as liaison between management and staff, effectively resolving conflicts and fostering positive relationships.
- Created and updated physical records and digital files to maintain current, accurate, and compliant documentation.
- Provided exceptional customer service by responding promptly to inquiries from clients or stakeholders both in-person and via phone or email correspondence.
- Handled sensitive information with discretion by adhering to confidentiality protocols at all times.
- Enhanced team productivity with strong leadership, training, and support for all staff members.
- Collaborated closely with other departments in order to achieve shared goals efficiently.
- Authored business documents to organize and emphasize information quickly and effectively.
- Implemented time-saving techniques to optimize administrative processes, increasing overall efficiency within the office.
- Played a key role in developing an effective employee training program, which led to an increase in overall staff competency.
- Conducted research to assist with routine tasks and special projects.
- Drafted agendas, recorded minutes and generated documents to facilitate meetings.
- Delivered performance reviews, recommending additional training or advancements.
- Recorded and tracked operational expenses to identify and eliminate wasteful spending.
- Cultivated a professional atmosphere by maintaining open lines of communication among team members.
- Assisted in budget preparation and financial management, helping to reduce expenses while maintaining quality service levels.
- Coordinated board and committee meetings, schedules, information preparation and distribution.
- Organized company events and meetings, contributing to an engaging workplace culture that promoted collaboration among employees.
- Maintained computer and physical filing systems.
- Updated reports, managed accounts, and generated reports for company database.
- Developed and maintained successful relationships with vendors, suppliers and contractors.
- Managed office operations while scheduling appointments for department managers.
- Coached new hires on company processes while managing employees to achieve maximum production.
- Reported to senior management on organizational performance and progress toward goals.
- Managed compliance to keep organization operating within legal and regulatory guidelines.
- Improved safety procedures to promote employee well-being and safety and protect company from potential liability.
- Provided backup to front desk to step in to assist with various tasks whenever employee was absent or at lunch.
- Interceded between employees during arguments and diffused tense situations.
- Delegated tasks to staff to organize and improve office efficiency.
- Optimized organizational systems for payment collections, deposits, and recordkeeping.
- Organized spaces, materials and catering support for internal and client-focused meetings.
- Built highly-efficient team with positivity and through ongoing coaching and professional development opportunities.
- Managed supervisor itinerary and appointments and streamlined scheduling procedures.
- Implemented project management techniques to overcome obstacles and increase team productivity.
- Resolved issues through active listening and open-ended questioning.
- Completed bi-weekly payroll for 65 employees.
Education
Certificate - Computer Office Automation
Adelante Career Institute
Van Nuys, CA06.2005
Skills
- CRM software knowledge
- Scheduling and Planning
- Customer Relations
- Client Relationship Building
- Proficient in MS Office (Outlook, Word, Excel, PowerPoint)
- Exceptional communication
- Inter-department collaboration
- Client Support
- Time management expertise
- Professional and Courteous
- Financial Management
- Strong Organization
- Meeting deadlines
- Follow-up skills
- Customer Service
- Teamwork and Collaboration
- Decision-Making
- Documentation And Reporting
Accomplishments
- Achieved Spotlight Award through effectively helping with Department Projects.
- Used Microsoft Excel to develop inventory tracking spreadsheets.
- Supervised team of 75 staff members.
- Documented, developed, and introduced a new Purchasing Spreadsheet which led to the purchasing department submitting spreadsheet to document control implementing a new company policy.
Languages
Spanish
Native or Bilingual
Timeline
Client Service Coordinator
KROST Certified Public Accountants & Consultants
2019.10 - 2023.09
Executive Assistant to the Vice President
Advanced Bionics, LLC
2007.04 - 2019.10
Assistant Office Manager
Weiss Properties, LLC
1998.01 - 2007.04
Certificate - Computer Office Automation
Adelante Career Institute
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