Hi, I’m
Kaitlyn Reyes
Administrator
Yorkville,IL
Summary
Proactive Office Administrator with 10+ years of experience managing office operations in fast-paced, deadline-driven environments. Adept at developing and maintaining detailed administrative and procedural processes that reduce redundancy, improve accuracy, and achieve organizational objectives. Skilled at working effectively with different departments to coordinate information and resolve problems. Seeking a role of increased responsibility and authority.
Overview
11
years of professional experience
1
Certification
Work History
McGinn Associates
Relocation Coach
04.2023 - Current
Job overview
- Enhanced client satisfaction by effectively managing relocation process and providing personalized support.
- Streamlined communication between 28 clients, vendors, and internal teams for smooth relocation experiences.
- Provided necessary relocation services to 28 residents due to their current residence being demolished.
- Expedited client move-ins by working closely with 30+ property managers, leasing offices, and maintenance teams.
- Assisted people with disabilities and seniors in finding affordable housing that fit their personal and unique needs.
- Coordinated temporary housing arrangements when necessary, ensuring seamless transitions between residences.
- Maintained accurate records of client information, ensuring confidentiality and adherence to data protection regulations.
- Organized thorough in-person or virtual tours of potential properties for clients based on their specifications and budget constraints.
- Helped residents find their credit scores and coached them on how to improve those scores to find rental properties.
- Resolved any logistical challenges that arose during relocations swiftly and professionally to minimize disruption for clients.
- Provided exceptional customer service throughout entire relocation process, addressing any concerns promptly.
- Monitored progress of each resident's relocation regularly to anticipate potential issues before any escalated into significant problems.
- Transported residents to potential rental properties for them to tour.
- Ensured accurate invoicing of all services rendered using detailed documentation practices which streamlined financial tracking efforts.
- Coached residents on what to look for when on rental property tours and assisted them in getting any questions answered regarding properties.
- Continuously evaluated and updated internal processes and procedures to optimize efficiency and maintain highest level of client satisfaction.
- Contacted and worked with local Service Providers who also wanted to make differences for low income families in local community.
- Maintained all technical support for coach team.
- Created personalized file systems for all coaches for essential paperwork to be properly scanned and saved.
- Handled all paperwork between 30+ landlords, residents, and Housing Authority to ensure smooth processes at which all paperwork is complete in its proper orders.
- Assisted residents to fill out thorough questionnaires to find out what accomodations and needs residents had like lack of transportation, needs due to disabilities like first floor units or elevators, etc.
- Assisted residents in figuring out what rent amounts were affordable using Payment Standard worksheets from Housing Authority as well as their income amounts.
- Ensured residents received ample amount of boxes, tape and other packing supplies including packing assistance for those who needed it with third party vendor.
- Connected residents with local resources to help their needs that had not been met like Food stamps, local Community Concerns offices, etc.
- Coordinated scheduling residents moves with moving coordinator.
- Assisted on move days for each resident in counting all boxes and making sure all property was appropriately transferred to new property as well as ensure all furniture was properly placed and installed.
- Assisted residents in transferring all utilities over to new property and informing post office of their move.
- Enhanced team performance by developing and implementing effective strategies to assist other coaches to optimize resident experiences.
- Boosted resident confidence through personalized coaching sessions and continuous follow up.
- I reached out to other Housing Authorities to assist my residents in providing all necessary documents to them to port to other counties.
- I reached out to local communities and local service providers to assist residents in getting things like furniture for their homes due to lack of funds to provide their own.
Foot And Ankle Centers
Office Administrator
08.2022 - 03.2023
Job overview
- Streamlined office processes by implementing efficient organizational systems and digital tools.
- Reduced administrative errors by diligently proofreading office documents and maintaining accurate records.
- Created PowerPoint presentations used for business development.
- Facilitated working relationships with 20+ co-tenants and building management.
- Made 500+ copies, sent 200+ faxes and handled all incoming and outgoing correspondence.
- Researched programs to keep up with today's technology for the medical practice.
- Maintained an up-to-date department organizational chart.
- Handled all media and public relations inquiries.
- Served as central point of contact for all outside vendors needing to gain access to the building.
- Complied and trained with HIPAA and OSHA.
- Planned travel arrangements for all executives and staff.
- Drafted meeting agendas, supplied advance materials and executed follow-up for meetings and team conferences.
- Managed the receptionist area, including greeting visitors and responding to telephone and in-person requests for information.
- Designed electronic file systems and maintained electronic and paper files.
- Maintained the front desk and reception area in a neat and organized fashion.
- Planned meetings and prepared conference rooms.
- Wrote reports and correspondence from dictation and handwritten notes
- Dispersed incoming mail to correct recipients throughout the office.
Best Events And Floral Design
Administrative Assistant Manager
03.2013 - 03.2022
Job overview
- Made sure all proper supplies and flowers were ordered for day-to-day business and custom ordered flowers for special events.
- Made sure all shop merchandise was organized and priced properly for purchase.
- Assisted in minor cleaning of shop areas.
- Planned travel arrangements for all executives and staff.
- Achieved cost savings with meticulous budget management, reducing unnecessary expenses for the floral shop.
- Drafted meeting agendas, supplied advance materials and executed follow-up for meetings and team conferences.
- Ensured timely completion of projects by effectively managing deadlines and delegating tasks appropriately.
- Managed the receptionist area, including greeting visitors and responding to telephone and in-person requests for information.
- Designed electronic file systems and maintained electronic and paper files.
- Handled all media and public relations inquiries.
- Maintained the front desk and reception area in a neat and organized fashion.
- Served as central point of contact for all outside vendors needing to gain access to the building.
- Planned meetings and prepared conference rooms.
- Wrote reports and correspondence from dictation and handwritten notes
- Maintained an up-to-date department organizational chart.
- Dispersed incoming mail to correct recipients throughout the office.
- Made copies, sent faxes and handled all incoming and outgoing correspondence.
- Facilitated working relationships with co-tenants and building management.
- Created PowerPoint presentations used for business development.
- Posted open positions on company and social media websites which included websites like Facebook and Instagram.
- Organized files, developed spreadsheets, faxed reports and scanned documents.
- Created weekly and monthly reports and presentations.
- Managed the day-to-day calendar for the company's Owner.
- Properly routed agreements, contracts and invoices through the signature process.
- Received and distributed faxes and mail in a timely manner.
- Received and screened a high volume of internal and external communications, including email and mail.
- Managed daily office operations and maintenance of equipment.
- Created and maintained spreadsheets using advanced Excel functions and calculations to develop reports and lists.
- Managers Name: Jamie Best Phone Number: 630-640-9480.
- The reason I left this job was because Covid shut down the business sadly.
Apple
Customer Service Representative
02.2014 - 12.2014
Job overview
- Managed customer accounts
- Greeted customers
- Conducted customer service surveys
- Resolved customer issues
- Booked appointments for clients
- Worked in inbound call center
- Worked sales on apple products
- Worked in Tech Support to help fix customers Apple products
- Created call center scripts
- Assisted customers via live chat
- Collected and documented orders
- Responded to inquiries and issues
- The reason I resigned was to focus more on my full time employment however I LOVED working for this company!
Education
Waubonsee Community CollegeSugar Grove, IL
Associate of Arts from Business Administration And Management
06.2025
Dearborn Real Estate EducationSugar Grove, IL
Realtor License from Real Estate
02.2024
Geneva High SchoolGeneva, IL
High School Diploma
06.2011
University Overview
- Honor Roll [1st and 2nd Semester, Senior]
Skills
- Program Leadership
- Schedule Oversight
- Receptionist
- Clerical
- Office Management
- Data Evaluation
- Team Development
- Media Relations
- Events Management
- Microsoft Office Expert
- Public Relations
- Excellent Customer Service
Certification
- Microsoft Office Training - August 2014
Timeline
Relocation Coach
McGinn Associates
04.2023 - Current
Office Administrator
Foot And Ankle Centers
08.2022 - 03.2023
Customer Service Representative
Apple
02.2014 - 12.2014
Administrative Assistant Manager
Best Events And Floral Design
03.2013 - 03.2022
Waubonsee Community College
Associate of Arts from Business Administration And Management
Dearborn Real Estate Education
Realtor License from Real Estate
Geneva High School
High School Diploma
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