Summary
Overview
Work History
Education
Skills
Education and Training
Personal Information
References
Timeline
ResearchAssistant
Karla Odegaard

Karla Odegaard

Esko,MN

Summary

Dynamic administrative professional with a proven track record at Safe Harbor Inc., skilled in file maintenance and comprehensive administrative support. An outgoing personality enhances office operations and fosters team coordination, driving improvements in workflow efficiency. Expertise in managing front office operations, including multi-line phone systems and visitor interactions, complements strong organizational skills and the ability to multitask effectively under pressure. Previous roles significantly improved administrative processes and elevated customer service experiences, showcasing a commitment to excellence in all aspects of office management.

Overview

7
7
years of professional experience

Work History

Optical Receptionist/ Pateint Coordinator

Vision Pro Optical
02.2025 - Current
  • Answered phone calls and messages for Number-physician Type medical facility, scheduling appointments, and handling patient inquiries.
  • Answered telephone calls to offer office information, answer questions, and direct calls to staff.
  • Obtained payments from patients and scanned identification and insurance cards.
  • Completed administrative patient intakes with case histories, insurance information and mandated forms.
  • Conducted patient intake interviews, recording and documenting relevant information.
  • Assisted with medical coding and billing tasks.
  • Scheduled patient appointments in respective doctors' calendars and followed up with reminder phone calls.
  • Organized and maintained patient chart filing system to promote quick data finding for staff.
  • Greeted visitors and initiated triage processes for clients to streamline patient flow.
  • Placed new supply orders, managed inventory and restocked clerical spaces.
  • Frequently double-checked patient histories and current information while scheduling follow-ups and other appointments.
  • Greeted and interacted with patients to provide information, answer questions and assist with appointment scheduling.
  • Received and routed laboratory results to correct clinical staff members.
  • Prepared and processed patient referrals and transfer requests.
  • Gathered and organized materials to support operations.
  • Entered data, generated reports, and produced tracking documents.
  • Provided backup to front desk to step in to assist with various tasks whenever employee was absent or at lunch.
  • Monitored front areas so that questions could be promptly addressed.
  • Interceded between employees during arguments and diffused tense situations.
  • Resolved issues through active listening and open-ended questioning, escalating major problems to manager.

Receptionist

The Pillars of Hermantown
03.2024 - Current
  • Greeted visitors and provided them with assistance.
  • Answered incoming calls, took messages, and transferred calls to appropriate departments or personnel.
  • Scheduled appointments for clients, customers, and other visitors.
  • Maintained a neat reception area by organizing materials and tidying up furniture.
  • Performed data entry tasks into various computer systems accurately and promptly.
  • Assisted in maintaining office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing orders for supplies; verifying receipt of supplies.
  • Managed all incoming mail distribution, courier services, faxes, and photocopying documents as requested.
  • Provided administrative support to staff members including typing letters, filing documents, and scanning and copying documents when necessary.
  • Responded to inquiries from internal staff members regarding office operations issues such as mail delivery or office equipment maintenance.
  • Processed customer payments using cash registers or point-of-sale terminals according to company policies and procedures.
  • Monitored security cameras in the lobby area to ensure safety of employees and guests.
  • Updated daily log book with information about visitors entering the premises.
  • Coordinated with vendors for repairs and maintenance of office equipment such as printers or computers.
  • Assisted with special projects assigned by management when required.
  • Organized conference room reservations for meetings or events.
  • Prepared welcome packages for new hires containing relevant paperwork and other important details.
  • Ensured that all necessary forms were completed accurately prior to submitting them for processing.
  • Created badges for temporary personnel who entered the building on a daily basis.
  • Maintained an organized filing system of confidential client information in accordance with company policy.
  • Provided excellent customer service at all times while interacting with both internal and external customers.
  • Scheduled and confirmed appointments.
  • Answered and directed incoming calls using multi-line telephone system.
  • Served visitors by greeting, welcoming and directing to appropriate personnel.
  • Updated and recorded customer or client information to maintain accounts.
  • Delivered administrative support to team members by making copies, sending faxes, organizing documents and rearranging schedules.
  • Maintained daily calendars, set appointments with clients and planned daily office events.
  • Utilized office equipment such as printers, copiers, and fax machines, ensuring they were in good working order.
  • Handled customer inquiries and complaints, providing timely and appropriate solutions.
  • Developed and maintained a filing system for essential documents, improving office organization.
  • Coordinated travel arrangements and accommodations for staff and visiting guests.
  • Answered, screened, and forwarded incoming phone calls while managing multi-line telephone systems.
  • Maintained security by following procedures, monitoring logbooks, and issuing visitor badges.
  • Performed clerical duties such as filing, photocopying, transcribing, and faxing.
  • Monitored reception area to provide consistently safe, hazard-free environment for customers.
  • Protected clients' rights by maintaining confidentiality of personal and financial information.
  • Investigated and analyzed client complaints to identify and resolve issues.
  • Supplied callers with office address and directions, employee email addresses and phone extensions.

Office Assistant

Safe Harbor Inc.
01.2020 - 07.2023
  • Answered incoming calls promptly and professionally; took messages or transferred calls to appropriate personnel
  • Greeted visitors in a professional manner and provided assistance when necessary
  • Performed data entry tasks with accuracy in paper filing
  • Performed faxes of confidential employee and client information and documents
  • Assisted with reorganizing group homes information books of clients documentation for current employee use
  • Kept a clean office and took leadership in office set up

Office Clerk

Sitio LLC.
05.2022 - 08.2022
  • Performed data entry tasks into filing cabinets
  • Organized office operations and procedures, including filing systems, and record keeping
  • Welcomed and greeted customers

Audit Assistant

Holiday Gas Stations
05.2018 - 01.2020
  • Counted shelf products on sales floor and backrooms of each Holiday gas station
  • Communicated effectively with team members
  • Performed analytical reviews of Gas Station information, identified discrepancies, and accounted for missing products whether it was due to customers stealing or employees not tracking products with vendors
  • Validated whether products were missing from store or hidden in store spots where employees misplaced
  • Traveled with team/crew as corporate employees
  • Communicated with store managers and district managers of each store to find solutions to missing product or products that weren't marked correctly in the stores system

Education

High School Diploma -

Denfeld High School
Duluth, MN
01-2015

Skills

  • File Maintenance
  • Scheduling
  • Administrative Support
  • Supply Management
  • Outgoing personality
  • Quick learner
  • Data Entry
  • Basic math skills
  • Excellent customer service
  • Event preparation
  • Bookkeeping
  • Call handling
  • Calendar Management
  • Inventory Management
  • Meeting planning
  • Clerical Support
  • File Management
  • Office Management
  • Multitasking and prioritization
  • Meticulous and organized
  • Strategic Planning
  • Documentation And Reporting
  • Scheduling appointments
  • Mail handling
  • Mail distribution
  • Information Protection
  • Positive and professional
  • Professional Demeanor
  • Security awareness
  • Document Management
  • Office equipment operations
  • Greeting and Seating Clients
  • Recordkeeping and bookkeeping
  • Organization skills
  • Time Management
  • Performance Improvement
  • Multi-line telephone skills

Education and Training

other

Personal Information

Title: Receptionist

References

References available upon request

Timeline

Optical Receptionist/ Pateint Coordinator

Vision Pro Optical
02.2025 - Current

Receptionist

The Pillars of Hermantown
03.2024 - Current

Office Clerk

Sitio LLC.
05.2022 - 08.2022

Office Assistant

Safe Harbor Inc.
01.2020 - 07.2023

Audit Assistant

Holiday Gas Stations
05.2018 - 01.2020

High School Diploma -

Denfeld High School

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