Music Ministry
Crystal Whitaker
Office Administrator
Glendale,AZ
Summary
Proven Office Administrator, skilled in administrative support and office supply management, coupled with a positive attitude and reliability. Excelled in multitasking and fostering professional relationships, significantly contributing to a productive and pleasant work environment. Almost15 years of experience prioritizing multiple tasks requiring prompt solutions. Talented problem-solver managing workloads while greeting visitors, answering incoming phone calls and fulfilling office members' requests. Professional and welcoming in creating upbeat work environment.
Overview
17
17
years of professional experience
Work History
Office Administrator/Receptionist
Russ Lyon Sothebys Intl Realty
11.2013 - 10.2024
- Coordinated communications, financial processing, registration, recordkeeping, and other administrative functions.
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Maintained electronic and paper filing systems for easy retrieval of information.
- Tracked office supplies and restocked low items to keep team members on-task and productive.
- Increased customer satisfaction through professional handling of inquiries and prompt resolution of issues.
- Maximized office space utilization by maintaining a clean, organized work environment that encouraged productivity and efficiency.
- Contributed to a positive work environment by fostering strong working relationships among colleagues.
- Demonstrated exceptional multitasking abilities while juggling diverse responsibilities, including reception duties and ad-hoc administrative tasks.
- Facilitated smooth operations by maintaining updated inventory records, anticipating supply needs, and placing timely orders for essential materials.
- Improved workplace efficiency with the regular maintenance of office equipment and proactive troubleshooting of technical issues.
- Expedited invoice processing by accurately reviewing vendor submissions, reconciling accounts payable discrepancies, and conducting timely payments.
- Aided in employee onboarding through training new hires on office procedures, software applications, and company policies.
- Improved office efficiency by streamlining filing systems, ensuring documents were easily accessible.
- Supported onboarding process for new hires, facilitating smooth transition into team.
- Coordinated office maintenance and repairs, ensuring safe and pleasant working environment.
- Maintained confidentiality of sensitive information, adhering to strict data protection policies.
- Oversaw inventory management, ensuring office supplies were adequately stocked without overordering.
- Maintained professional demeanor by staying calm when addressing unhappy or angry customers.
- Cultivated positive rapport with fellow employees to boost company morale and promote employee retention.
- Used industry expertise, customer service skills and analytical nature to resolve customer concerns and promote loyalty.
- Opened and closed location and monitored shift changes to uphold successful operations strategies and maximize business success.
- Greeted incoming visitors and customers professionally and provided friendly, knowledgeable assistance.
- Responded to inquiries from callers seeking information.
- Resolved customer problems and complaints.
- Answered phone promptly and directed incoming calls to correct offices.
- Kept reception area clean and neat to give visitors positive first impression.
- Answered central telephone system and directed calls accordingly.
- Maintained a well-organized reception area with updated materials, contributing to a welcoming environment for visitors.
- Managed multiple tasks and met time-sensitive deadlines.
- Streamlined front desk operations for increased efficiency by effectively managing phone calls, emails, and walk-in clients.
- Enhanced customer satisfaction by promptly addressing inquiries and providing accurate information.
- Supported office efficiency by performing clerical tasks such as data entry, photocopying, scanning, and faxing documents.
- Maintained confidentiality of information regarding clients and company.
- Demonstrated strong multitasking abilities while managing numerous tasks simultaneously under tight deadlines.
- Cultivated positive relationships with clients through professional demeanor and excellent interpersonal skills.
- Assisted with planning office events and meetings for smooth execution.
- Interacted with vendors, contractors and professional services personnel to receive orders, direct activities, and communicate instructions.
- Handled incoming and outgoing package deliveries, working with vendors to complete special requests and track missing packages.
- Handled assignments independently with good judgement and critical thinking skills.
- Assisted internal staff with clerical and administrative needs to maximize efficiency and team productivity.
- Operated multi-line telephone system to answer and direct high volume of calls.
- Routed incoming mail and messages to relevant personnel without delay.
- Organized, maintained and updated information in computer databases.
- Welcomed customers with friendly greeting, answered general questions, gathered nature of visit and directed to specific offices.
- Optimized resource allocation by managing inventory of office supplies and reordering as necessary.
- Enhanced visitor experience by providing detailed information and assistance as needed.
- Streamlined invoice processing to ensure timely payments and financial operations.
- Maintained clean and welcoming reception area, contributing to positive first impression for visitors.
- Supported company correspondence by drafting and distributing memos and emails.
- Contributed to team effectiveness by providing ad-hoc support to various departments during peak periods.
- Facilitated positive customer experiences by resolving complaints and inquiries promptly and professionally.
- Increased customer satisfaction by warmly greeting visitors and promptly addressing their needs.
- Enhanced front desk operations by efficiently managing incoming calls, ensuring prompt customer service.
- Strengthened vendor relationships through regular communication and timely coordination of services.
- Facilitated smooth communication channels by promptly forwarding messages to appropriate departments.
Personal Administrative Assistant
Camelback Retirement Planners
01.2010 - 10.2013
- Enhanced executive productivity by managing daily schedules, coordinating meetings, and handling travel arrangements.
- Improved communication between departments by acting as a liaison for executives, ensuring prompt responses to inquiries and requests.
- Assisted in the development of internal processes and procedures by providing valuable input based on executive needs and expectations.
- Managed expense reports, invoices, and budgets for executives in order to maintain financial accuracy and accountability.
- Ensured a well-maintained work environment through proper inventory management of office supplies and equipment maintenance coordination.
- Safeguarded executive time by screening phone calls, sorting mail, and addressing issues that did not require executive input.
- Expedited document processing times by efficiently proofreading official documents; ensuring accuracy and adhering to company standards.
- Increased client satisfaction rates by promptly addressing concerns and providing exceptional customer service when needed.
- Supported team members during high-pressure situations, providing guidance and assistance as needed to maintain a positive work atmosphere.
- Collaborated effectively with cross-functional teams on various projects for optimized results and streamlined workflow management.
- Maintained confidentiality of sensitive information while drafting correspondence, preparing presentations, and organizing documents.
- Oversaw personal and professional calendars and coordinated appointments for future events.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Maintained appropriate filing of personal and professional documentation.
- Displayed absolute discretion at handling confidential information.
- Used discretion when handling confidential information.
- Provided multifaceted services to career professionals by running errands, managing mail, scheduling appointments, and arranging transportation.
- 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 filing system, entered data and completed other clerical tasks.
- Kept detailed track of household and maintenance inventory and schedules.
- Managed paper and electronic filing systems by routing various documents, taking messages and managing incoming and outgoing mail.
- Completed forms, reports, logs, and records to quickly handle all documentation for human resources.
- Opened and properly distributed incoming mail to promote quicker response to client inquiries.
- Supported company leaders by managing budgets, scheduling appointments and organizing itinerary.
- Created and maintained detailed administrative processes and procedures to drive efficiency and accuracy.
Paraprofessional
Sunrise Elementary School
08.2007 - 05.2008
- Enhanced student support by delivering one-on-one and small group assistance in various subjects.
- Delivered personalized educational, behavioral, and emotional support to individual students to enable positive learning outcomes.
- Oversaw students in classroom and common areas to monitor, enforce rules, and support lead teacher.
- Supervised students during non-instructional periods such as lunch, recess, or field trips, ensuring safety at all times.
- Improved classroom management by assisting teachers with behavioral interventions and monitoring student progress.
- Supported special education teachers in implementing accommodations and modifications for students with diverse learning needs.
- Fostered a positive learning environment by establishing strong rapport with students, parents, and faculty members.
- Promoted a respectful classroom culture by modeling appropriate behavior and reinforcing positive interactions among peers.
- Monitored students on field trips, handling roll call, and group movement to keep youths safe in public settings.
- Assisted classroom teacher in supervising snack time and indoor and outdoor play.
- Fostered positive learning environment, managing classroom behavior effectively.
- Provided one-on-one support to students with special needs, fostering supportive learning environment.
- Supported teachers in grading assignments, ensuring timely feedback for students.
- Developed and maintained positive relationships with students, parents, and staff, enhancing school community.
- Utilized technology in classroom to enhance learning experiences.
- Facilitated small group tutoring sessions for students struggling in math and reading.
- Engaged with students during extracurricular activities, supporting their interests beyond classroom.
- Enforced rules and instructions to maintain discipline.
- Assisted students in developing deeper understanding of course concepts by providing one-on-one support.
- Monitored students in computer lab to enforce proper use of resources.
- Utilized answer sheets and electronic marking devices to grade homework and tests, accurately computing and recording results.
Education
Bachelor of Arts - Music
California Lutheran University
Thousand Oaks, CA 05.2001 -
Skills
Administrative Support
Customer Engagement
Mail handling
File Maintenance
Office Administration
Telephone reception
Office Supply Management
Document Scanning
Processing expenses
Positive Attitude
Reliability
Multitasking
Interests
Music Performance Groups
Timeline
Office Administrator/Receptionist
Russ Lyon Sothebys Intl Realty
11.2013 - 10.2024
Personal Administrative Assistant
Camelback Retirement Planners
01.2010 - 10.2013
Paraprofessional
Sunrise Elementary School
08.2007 - 05.2008
Bachelor of Arts - Music
California Lutheran University
05.2001 -
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