Summary
Overview
Work History
Education
Skills
Additional Training
Certification
Timeline
Generic

Cristina Olivarez

Gardner,KS

Summary

Professional Administrative Coordinator skilled in executing administrative duties to support and enhance effectiveness of senior-level executives in a fast-paced business environment. Demonstrated success interacting with internal and external organizations. Proficient in Microsoft Office & Adobe applications and maintains high degree of confidentiality in handling sensitive materials. Experienced in optimizing productivity, efficiency and service quality across various environments. Highly dependable, ethical and reliable support specialist and leader that blends advanced organizational, technical and business acumen. Works effectively with cross-functional teams in ensuring operational and service excellence.

Overview

9
9
years of professional experience
1
1
Certification

Work History

Executive Administrative Coordinator

Flynn Group
08.2020 - Current
  • Developed strategies to streamline and improve office operations by implementing efficient administrative processes & procedures, restock supplies, scheduled maintenance for office & equipment, sorted & distributed office mail and recorded incoming shipments for corporate records.
  • Coordinated effective communications of company news & events.
  • Enhanced executive productivity by managing calendars, scheduling meetings & conference calls, and coordinating travel arrangements to optimize scheduling of senior-level executives.
  • Coordinated large-scale events such as conferences and company retreats.
  • Organized internal meetings for executives and coordinated availability of conference rooms, materials and catering support for client-focused meetings.
  • Managed complex projects with tight deadlines, ensuring timely completion and high-quality results.
  • Increased accuracy of financial reporting by maintaining detailed expense reports, managing budgets for multiple projects and invoice processing.
  • Drafted correspondence and other documents for CEO and department heads in company's voice.
  • Assisted executives with document revisions and presentation preparation.
  • Facilitated seamless transitions during personnel changes through comprehensive training programs for new hires and temporary staff members.
  • Contributed to a positive workplace culture and professional work environment by actively participating in company-wide initiatives such as volunteer efforts or social events and promptly addressing employee concerns or conflicts among team members.
  • Strengthened relationships with team members by providing exceptional customer service and prompt resolution of issues or concerns and improved communication between departments by organizing and facilitating regular team meetings.
  • Safeguarded confidential information through meticulous record management practices and secure storage solutions, and executed record filing systems that improved document organization, management and retrieval times while reducing physical and electronic storage requirements.
  • Assisted in the development of marketing materials to support sales efforts, driving revenue growth.
  • Developed strong partnerships with vendors and suppliers who provided valuable resources at reduced costs due to effective negotiation strategies for office supplies, equipment and services.
  • Delegated tasks to administrative support staff to organize and improve office efficiency.

Office Manager & Administrative Assistant

The Athletic Club By TruFit
11.2014 - 08.2020
  • Enhanced office operations by creating, maintaining and updating filing systems, ensuring accurate record-keeping and implementing organizational strategies with diligent data entry and database management for vital company information in compliance with applicable laws, ensuring efficient data retrieval when required.
  • Collaborated with department managers in team meetings to identify staffing needs, create strategic recruiting plans, provide staff performance feedback, develop new leadership strategies, and enhance business direction through diligent administrative assistance such as report generation and data entry.
  • Enhanced team productivity by overseeing daily workflow, delegating tasks effectively, and coordinating operations schedule.
  • Supported sales team by researching member prospects, providing club tours, maintaining all club memberships, processing all membership billing agreements and used industry expertise, customer service skills and analytical nature to resolve customer concerns and promote loyalty.
  • Enhanced the company policy manual by outlining procedures & guidelines and contributing to a well-organized workplace culture to assure the club is in a state of operational readiness.
  • Oversaw facility maintenance requests, coordinating with building management to address repairs or improvements efficiently and contributed to workplace safety by ensuring compliance with established emergency protocols and conducting regular equipment inspections.
  • Conducted regular inventory assessments of office, café & pro shop supplies, ordered necessary items proactively to prevent stock shortages, and sorted & distributed office mail and recorded incoming shipments for corporate records.
  • Developed and maintained successful relationships with vendor, suppliers and contractors by negotiating contracts for cost savings while maintaining high-quality services.
  • Maintained accurate bookkeeping by reconciling accounts payable & receivable transactions, department spending, accounting daily cash in/out, processing deposits, and filing receipts & billing invoices regularly to ensure balanced budgets.
  • Assisted in the recruitment process, conducted interviews, facilitated onboarding sessions and on-the-job training for new employees, provided training materials, and coordinated orientation schedules to ensure a smooth integration into the organization.
  • Optimized payroll processing procedures and complex benefits administration for employees, ensuring accurate enrollment and timely processing.
  • Monitored all employees performance, attendance, labor hours & paid time off, administered employee leave requests in accordance with FMLA guidelines, performed exit procedures, managed employee relations issues and resolved conflicts efficiently while maintaining confidentiality at all times.
  • Coordinated company-wide training programs to enhance workforce skills and promote professional growth.
  • Coordinated club activities and events, created and designed flyers, ensuring timely execution and optimal scheduling for all participants.
  • Organized travel arrangements for management by researching cost-effective options while accommodating individual preferences.

Education

Graphic Design

Kansas City Art Institute
Lenexa, KS

Liberal Arts And General Studies

Johnson County Community College
Overland Park, KS

Skills

  • Customer Service, Operations, Staff, Office and Project Management
  • Human Resources, Marketing and Administrative Support
  • Expense Reporting, Invoice Processing, Billing, Bookkeeping, Payroll, Credit and Collections
  • Presentation Design & Development and Document Preparation
  • Strategic Event & Meeting Planning and Travel Coordination
  • Scheduling and Calendar Management
  • Research, Filing and Data Entry & Archiving
  • Professional Communications
  • Exceptional Organization & Time Management, Adaptable, Problem Resolution and Resourceful
  • Advanced Multitasking and Strong Attention to Detail
  • Microsoft Office Suite, Adobe Creative Suite, Acrobat Reader and Quickbooks

Additional Training

Rockhurst University Continuing Education Center

  • Instructor Training
  • Business Writing and Grammar Course


Social Security Administration Lenexa, KS Field Office

  • Diversity and Inclusion Training
  • Ergonomics Training – Transmittal Training Part 1 & 2


First Student

  • Sexual Harassment Training
  • Injury Prevention Program (IPP)
  • Early Childhood and Special Needs Transportation Services Training
  • Training on six types of security events & procedures to meet the safety needs and requirements of passengers during specific event situations

Certification

  • Medical DOT Certified - September 2019 to September 2021
  • Certificate of Merit Business Writing and Grammar Skill - 2011

Timeline

Executive Administrative Coordinator

Flynn Group
08.2020 - Current

Office Manager & Administrative Assistant

The Athletic Club By TruFit
11.2014 - 08.2020

Graphic Design

Kansas City Art Institute

Liberal Arts And General Studies

Johnson County Community College

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Cristina Olivarez