Heather Tolan
Eugene
Summary
Experienced with coordinating administrative tasks and maintaining organized office environments. Utilizes strong organizational skills to enhance office efficiency and support team operations. Track record of effective communication and multitasking to meet diverse administrative needs.
Overview
11
11
years of professional experience
Work History
Patient Scheduling Coordinator
Thornton Orthodontics
08.2023 - Current
- Answered telephone calls to offer office information, answer questions, and direct calls to staff.
- Used specialized orthodontic software to schedule patients.
- Managed high call volumes while maintaining exceptional accuracy in appointment scheduling.
- Provided compassionate assistance to patients experiencing difficulties in navigating the scheduling process.
- Worked closely with other departments to resolve complex scheduling conflicts or accommodate special requests from patients or physicians.
- Handled confidential patient information professionally, adhering to HIPAA regulations at all times.
Marketing Assistant
Bray Whaler International
10.2019 - 03.2020
- Maintained accurate records of all marketing activities using CRM software
- Created and designed portfolios of projects using Microsoft Powerpoint
- Wrote and delivered communications and key messages to staff and coworkers
- Undertook administrative tasks, driving functionality and helping coordinate department activities
- Composed and posted online content on company website and social media accounts
Administrative Assistant
RMG Engineers
11.2017 - 04.2019
- Routed agreements, contracts and invoices through the signature and acceptance processes
- Worked closely with the engineers, helping compose the geotechnical reports to submit to our clients
- Accurately input all sales orders
- Aided in management of document processes by reviewing files, records and critical information to confirm accuracy and ensure compliance with the company's Standard Operating Procedures
- Acted as first point of contact dispatcher to efficiently schedule observation and inspection meetings for construction projects
- Pleasantly welcomed visitors, answered phone calls at a high volume
- Created and maintained spreadsheets using Microsoft Excel
Customer Service Manager
Njevity Inc
12.2015 - 08.2017
- Aided in the development of and implemented new customer support portal via Microsoft Dynamics CRM to improve client experience
- Trained employees to utilize new customer support portal prior to implementation to clients
- Routinely prepared and evaluated CRM reports to identify problems and areas for improvement
- Capitalized on opportunities to enhance customer experiences and bring in repeat business
- Contacted customers about potential service upgrades and new accounting software services to suit their specific needs
- Consulted with customers regarding their accounting software needs to assess, address and resolve concerns
Office Manager/Bookkeeper
Njevity Inc
11.2013 - 12.2015
- Planned and executed new filing procedures to consolidate space and be as paperless as possible
- Provided C-Level administrative support to the CEO of the company
- Interviewed, on-boarded, developed and oversaw daily activities of two accounting and administrative office personnel
- Coordinated all department functions for team of 20 employees
- Monitored and controlled office inventory to ensure adequate supply levels, timely product ordering and efficient management of company resources
- Maintained reception area in orderly manner to provide visitors with a positive first impression of the company
- Handled cash and check deposits using the proper accounting procedures and documentation
- Maintained financial records for the CEO on behalf of the company
- Entered Accounts Payables and Receivables
- Investigated and reconciled issues and discrepancies in Microsoft Great Plains
Education
Associate Of Arts - Graphic Design
Westwood College of Technology
Denver, CO09.2002
Skills
- Adobe Creative Suite
- Microsoft 365 & Office Products
- Microsoft Dynamics
- Google Workspace (Google Docs, Drive, & Google Sheets)
- Knowledge of various operating systems (MacOS, Windows)
- Communication platforms (Skype, Slack, Microsoft Teams)
- ERP & CRM
- Data entry: type 55 wpm accurately & knowledge of 10-key
Timeline
Patient Scheduling Coordinator
Thornton Orthodontics
08.2023 - Current
Marketing Assistant
Bray Whaler International
10.2019 - 03.2020
Administrative Assistant
RMG Engineers
11.2017 - 04.2019
Customer Service Manager
Njevity Inc
12.2015 - 08.2017
Office Manager/Bookkeeper
Njevity Inc
11.2013 - 12.2015
Associate Of Arts - Graphic Design
Westwood College of Technology
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