Karen Brown
Lewisville,TX
Summary
Organized Senior Administrative Assistant with 20 years of experience in office and personnel management. Friendly and communicative professional with expertise in payroll, budgeting, and vendor communication. Talented coordinator of daily operations, human capital, and company resources. Dedicated to supporting team goals and corporate missions.
Overview
17
17
years of professional experience
Work History
Office Assistant Lead
Christus Health - St Joseph Village
Coppell , Texas
04.2020 - Current
- Managed daily office operations and maintained a clean and efficient workspace.
- Answered incoming calls in a professional manner and directed callers to the appropriate personnel.
- Maintained confidentiality of sensitive information and documents.
- Assisted with special projects as needed by researching information on the internet or through other sources.
- Communicated with residents, families, employees, and vendors to answer questions and address complaints.
- Monitored office supply stock levels and placed timely orders for replenishment.
- Scheduled meetings and coordinated materials to be distributed to attendees.
- Supported bookkeeping tasks such as invoicing and expense tracking.
- Processed and prepared business or government forms and expense reports.
- Organized and scheduled meetings and appointments for management.
- Trained staff members to perform work activities and use computer applications.
- Coordinated office activities to streamline operations and promote compliance with organizational policies.
- Assisted in onboarding new employees by providing orientation materials and training resources.
- Identified issues and utilized emotional intelligence and diplomatic communication to defuse.
- Created spreadsheets using Microsoft Excel to track expenses and other financial data related to the office budget.
- Assisted in the development and implementation of office policies and procedures.
- Facilitated internal communication by distributing memos and announcements.
- Coordinated travel arrangements and accommodations for staff members.
- Troubleshot office equipment, computer hardware and software issues.
- Maintained filing systems, both electronic and physical, for easy document retrieval.
- Assisted in the onboarding process for new hires by preparing workspaces and materials.
- Supported the planning and execution of corporate events and meetings.
- Facilitated communication within the office and with external partners.
- Assisted with preparing and editing company correspondence and presentations.
- Handled incoming and outgoing mail and packages, including preparation for shipping.
- Greeted visitors in a professional manner and provided assistance when necessary.
- Worked with cross-functional teams to achieve goals.
- Worked successfully with diverse group of coworkers to accomplish goals and address issues related to our products and services.
- Prioritized and organized tasks to efficiently accomplish service goals.
- Collaborated closely with team members to achieve project objectives and meet deadlines.
- Managed time effectively to ensure tasks were completed on schedule and deadlines were met.
Senior Administrative Assistant
Christus Health
Irving, TX
08.2014 - 04.2020
- Controlled and managed document processes by reviewing files, records, and critical information to confirm accuracy and comply with company policies and procedures.
- Created, documented, and implemented administrative processes to reduce process gaps and effectively train team members in proper protocols.
- Entered invoice data into the company database and updated details, including customer contacts and delivery dates, to keep information current.
- Managed scheduling for staff, monitoring resource allocation to provide optimal coverage and service.
- Arranged travel and hotel accommodations for domestic business meetings and trips.
- Maintained inventory in the administrative supply closet to prevent shortages of supplies.
- Tracked and submitted employee timesheets to the accounting department for payroll processing.
- Organized and maintained filing and document management systems by coordinating, archiving, and purging files.
- Production and distribution of memos, newsletters, email updates, and other forms of communication.
- Provided administrative support to senior management team.
- Coordinated project materials by managing physical and digital files, monitoring spreadsheets, and updating reports.
- Liaised between internal and external stakeholders to provide updated project status and performance reports.
- Directed customer communication to appropriate department personnel, and offered information to resolve inquiries, boosting customer satisfaction.
- Verified the operation of office equipment by completing preventive maintenance requirements and calling for repairs.
- Coordinated large-scale events and department activities by acquiring venues, developing guest lists, and organizing catering services.
- Greeted visitors or callers daily to handle inquiries or direct them to the appropriate persons.
- Prepared packages for shipment by generating invoices and setting up courier deliveries.
- Handled management of communication to executives by taking and making telephone calls and emails, reviewing and prioritizing mail, and composing and typing correspondence.
- Organized both physical and digital files and updated reports to coordinate project materials.
- Developed effective tracking systems to monitor progress on projects with multiple deadlines.
- Supported HR functions such as onboarding new hires or processing employee benefits paperwork.
- Proofread content for typo-free emails and documentation.
- Controlled and managed document processes by reviewing files, records and critical information to confirm accuracy and comply with company policies and procedures.
- Performed research tasks related to departmental projects or initiatives.
- Executed on-time, under-budget projects by solving complex issues for senior leadership.
Inside Sales Representative/Customer Service Representative
IB Roof Systems
Irving, TX
06.2012 - 06.2013
- Liaised with vendors to coordinate delivery schedules, and promote customer satisfaction.
- Educated customers on product features and technical details to highlight benefits.
- Calculated total costs for materials and delivery to provide the customer with an accurate quote.
- Demonstrated exceptional consultative selling skills, from initial rapport to needs assessment, to solution delivery.
- Employed mathematical skills to calculate the purchase, negotiate the price, and draft the contract.
- Informed customers about billing procedures, and processed payments.
- Asked probing questions to determine service needs, and accurately input information into electronic systems.
- Documented conversations with customers to track requests, problems, and solutions.
- Reviewed account and service histories to identify trends and issues.
- Fielded customer complaints and queries, fast-tracking them for problem resolution.
- De-escalated problematic customer concerns, maintaining a calm, friendly demeanor.
- Consulted with customers to determine the best methods to resolve service and billing issues.
- Cultivated impactful relationships with customers, and drove business development by delivering product knowledge.
- Assisted in resolving customer complaints in a prompt manner.
- Took inbound calls on headset, promoting products and services to secure new accounts.
- Negotiated contracts with customers regarding price, delivery terms, payment terms and other conditions.
- Prepared weekly reports summarizing sales activities, forecasts and performance metrics.
- Conferred with management to offer feedback on operations and promotions based on customer preferences and purchasing habits.
- Expedited customer orders for quick delivery and to promote satisfaction.
- Conducted outbound calls to existing clients to upsell products or services.
Customer Service Representative/Inside Sales Representative
Norandex Building Materials Distribution Inc.
Dallas, TX
10.2007 - 12.2010
- Liaised with vendors to coordinate delivery schedules, and promote customer satisfaction.
- Educated customers on product features and technical details to highlight benefits
- Negotiated prices and set up contracts to finalize sales agreements.
- Built and maintained knowledge of evolving product and service offerings to promote additional sales to existing customers.
- Entered, updated, and maintained comprehensive and up-to-date customer information in the CRM database.
- Called potential customers to assess business needs and present value propositions.
- Generated quotes, processed payments, and documented customer communications.
- Cultivated long-term relationships with clients to accurately quote prices and terms that achieved customer objectives.
- Identified customer needs to deliver relevant product solutions, promotions, and meet target budgets.
- Recommended accessories and delivered details regarding the latest promotions to increase sales.
- Provided top quality control and eliminated downtime to maximize revenue.
- Developed strong relationships with customers by providing personalized assistance and support.
- Resolved complex problems by working with other departments to provide solutions that meet customer needs.
- Conducted regular follow-up calls with customers after resolving their issues.
- Developed positive relationships with customers through friendly interactions.
- Exceeded established service goals while leveraging customer service, sales and employee management best practices.
- Prepared and evaluated CRM reports to identify problems and areas for improvement.
- Collected deposits or payments and arranged for billing.
- Coordinated with internal teams to ensure timely and successful delivery of solutions according to client needs.
- Adjusted bills and refunded money to resolve customers' service or billing complaints.
- Resolved customer complaints promptly and efficiently.
- Mentored junior team members and managed employee relationships.
- Improved product knowledge on continuous basis to provide optimal service and achieve sales quotas.
- De-escalated problematic customer concerns, maintaining calm, friendly demeanor.
Education
Business Administration and Management -
North Central Texas College
Flower Mound, TXExecutive Assistant and Executive Secretary -
Brookhaven College
Dallas, TXSkills
- Accounts payable and receivable
- 10-key proficiency
- Meeting planning
- Data entry documentation
- Check processing
- Types 40 WPM
- Transporting files
- Advanced MS Office Suite
- Document retrieval
- Back office operations
- Travel administration
- Workers' compensation knowledge
- Inventory systems
- Schedule management
- Administrative support
- Confidential document control
- Strong problem solver
- Scheduling and calendar management
- Process improvement
- Strong interpersonal skills
- Deadline-oriented
- Flexible
- Business writing
- Employee training and development
- Event coordination
- Cash deposit preparation
- Emergency response planning
- OSHA certified
Timeline
Office Assistant Lead
Christus Health - St Joseph Village
04.2020 - Current
Senior Administrative Assistant
Christus Health
08.2014 - 04.2020
Inside Sales Representative/Customer Service Representative
IB Roof Systems
06.2012 - 06.2013
Customer Service Representative/Inside Sales Representative
Norandex Building Materials Distribution Inc.
10.2007 - 12.2010
Business Administration and Management -
North Central Texas College
Executive Assistant and Executive Secretary -
Brookhaven College