Summary
Overview
Work History
Education
Skills
Certification
References
Timeline
Generic

John Randy Rivera

Fremont

Summary

Results-driven administrative specialist with strong expertise in project coordination and process improvement. Proven track record in maintaining accurate records and delivering exceptional customer service, leading to enhanced office efficiency. Detail-oriented professional skilled in streamlining operations and improving team communication. Experienced in training staff and managing office workflows to ensure high productivity and customer satisfaction.

Overview

7
7
years of professional experience
1
1
Certification

Work History

Administrative Clerk

USMC CLB 453
San Jose
05.2022 - 04.2023
  • Managed office correspondence and maintained organized filing systems.
  • Assisted with data entry and maintained accurate records in databases.
  • Answered phone calls, directing inquiries to appropriate personnel promptly.
  • Collaborated with staff to streamline administrative processes for efficiency.
  • Answered phone to take messages or redirect calls to colleagues.
  • Organized and maintained filing systems both electronically and manually.
  • Performed data entry duties to update client information in databases.
  • Provided administrative support to the executive team.
  • Provided assistance to other departments when needed.
  • Delivered exceptional customer service through direct communication with clients and team members.
  • Greeted and signed in visitors to facilitate front office operations.
  • Prepared and processed documents such as invoices, reports, memos and correspondence.
  • Maintained records and personnel files to drive administration and office support.
  • Resolved customer complaints in a timely manner.
  • Monitored logs and work records to track and manage reports, inventory and supplies.
  • Processed employee payrolls according to established guidelines.
  • Reviewed all invoices for accuracy prior to processing payment requests.
  • Generated monthly performance reports based on organizational objectives.
  • Ensured compliance with applicable laws, regulations and policies of the organization.
  • Assisted in the coordination and organization of special events and meetings.
  • Coordinated the maintenance of office equipment and facilities.
  • Liaised with departmental and corporate officials to ensure smooth office operations.
  • Organized and maintained filing systems, ensuring accuracy and confidentiality.
  • Provided training and orientation for new staff on office procedures and policies.
  • Supported project teams by performing administrative tasks related to the project.
  • Managed daily office operations and administrative support tasks efficiently.
  • Answered telephones, directed calls, and took messages.
  • Collected and entered payment data into system, maintaining complete confidentiality and accuracy.
  • Copied, sorted and filed records of office activities and business transactions.
  • Reviewed files, records and other documents to obtain information or respond to requests.
  • Delivered messages and ran errands.
  • Developed organizational filing systems for confidential customer records and reports.
  • Computed, recorded and proofread data or reports.
  • Maintained and updated filing, inventory and database systems, manually or using computer.
  • Collected, counted and disbursed money to complete basic bookkeeping and banking transactions.
  • Completed and mailed contracts, invoices or checks.
  • Trained staff members to perform work activities and use computer applications.
  • Identified issues and utilized emotional intelligence and diplomatic communication to defuse.
  • Prepared meeting agendas, attended meetings and recorded and transcribed minutes.
  • Processed and prepared business or government forms and expense reports.
  • Monitored and directed work of lower-level clerks.
  • Scheduled meetings and coordinated materials to be distributed to attendees.

Administrative Specialist

USMC MCAGCC
Twentynine Palms
09.2016 - 09.2019
  • Managed administrative tasks including correspondence, filing, and record maintenance.
  • Coordinated scheduling and logistics for training exercises and operational missions.
  • Streamlined office procedures to enhance communication within the team.
  • Developed training materials for onboarding new administrative staff members.
  • Maintained databases to ensure accurate information retrieval and reporting.
  • Responded promptly to customer inquiries regarding product features or services offered.
  • Greeted visitors to the office, answered phone calls, and directed inquiries appropriately.
  • Performed data entry tasks in an accurate and timely manner.
  • Served as a liaison between departments within the organization to ensure efficient communication between all parties involved in a project.
  • Provided administrative support to department staff, including scheduling appointments and organizing meetings.
  • Organized training, client meetings, team meetings and events.
  • Handled confidential documents in a secure manner while ensuring privacy regulations were met.
  • Provided assistance with onboarding new employees; ensured that all paperwork was completed properly and filed accurately.
  • Coordinated employee recruitment, performance evaluation and termination activities.
  • Coordinated events such as conferences, workshops, seminars.
  • Provided top quality control, eliminating downtime to maximize revenue.
  • Scheduled and coordinated meetings and travel arrangements for staff.
  • Developed and maintained filing systems for both paper and electronic records.
  • Created and revised systems and procedures by analyzing operating practices, recordkeeping systems, office layout, and budgetary requirements.
  • Arranged domestic and international travel, hotel, and transportation needs for staff.
  • Automated office operations by managing internal and external customer correspondence, record tracking and data communications.
  • Tracked and submitted employee timesheets to prepare for payroll processing.
  • Created spreadsheets in Microsoft Excel for record-keeping and reporting.
  • Organized files, developed spreadsheets, faxed reports and scanned documents, maintaining front desk and reception area in neat and organized fashion.
  • Oversaw staff correspondence, record tracking and data communications, resulting in improved automation of office operations.
  • Kept office equipment functional and supplies well-stocked to promote efficient operations.
  • Executed on-time, under-budget projects by solving complex issues for senior leadership.
  • Drove customer feedback to deliver information to management for corrective action.
  • Used voice recorder or notepad to compose and transcribe meeting minutes.

Education

Associate of Science - Environmental Biology

Ohlone College
Fremont, CA
04-2026

Skills

  • Office administration
  • Team collaboration
  • Customer service
  • Project coordination
  • Event planning
  • Communication skills
  • Database administration
  • Task prioritization
  • Meeting coordination
  • Complex transaction processing
  • Confidentiality awareness
  • Record maintenance
  • Multitasking
  • Project management
  • Microsoft Office Suite
  • Spreadsheet tracking
  • Shrink control and management
  • Taking directions
  • Process improvement
  • Spreadsheet development
  • Documentation and recordkeeping
  • Time tracking
  • Information security
  • Basic accounting
  • Office equipment operation
  • Document filing
  • Travel arrangements
  • Time management
  • Problem-solving
  • Front desk reception
  • Interpersonal confidence
  • Spreadsheets management
  • Filing systems
  • Workflow management
  • Document management
  • Clerical support
  • Maintaining confidentiality
  • Inventory control
  • Daily reporting
  • Database entry
  • Document preparation
  • Verbal and written communication
  • Client communication
  • Microsoft Excel
  • Customer follow-up
  • Attention to detail
  • Phone call handling
  • Phone etiquette
  • Google drive
  • Administrative support
  • Problem-solving abilities

Certification

  • Lean Six Sigma Yellow Belt Training

References

References available upon request.

Timeline

Administrative Clerk

USMC CLB 453
05.2022 - 04.2023

Administrative Specialist

USMC MCAGCC
09.2016 - 09.2019

Associate of Science - Environmental Biology

Ohlone College

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