Summary
Overview
Work History
Education
Skills
Timeline
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Kaylee Swope

Salem

Summary

Professional with solid background in telecommunications and office administration, prepared to bring efficiency and organization to any team. Known for strong collaboration skills and adaptability to changing needs. Adept at managing schedules, employees, coordinating tasks, and utilizing office software to streamline operations. Reliable and results-driven, consistently ensuring high standards in all responsibilities.

Overview

8
8
years of professional experience

Work History

Office Specialist

Capital Trophy
11.2024 - 02.2025
  • Provided timely information, quotes, and processing orders.
  • Follow up with customers on open orders, quotes, and other communications to maintain high levels of satisfaction.
  • Engage with customers via phone, website chat, and in-store conversations, maintaining a friendly and professional demeanor.
  • Create and send quotes for customer requests via email and process in-store orders.
  • Create and order purchase orders (POs) for all necessary order components.
  • Add supplies to POs as requested by the production team and maintain accurate records and monitor supply levels and coordinate with production staff to ensure materials are available as needed.
  • Act as the liaison between production and customer service by responding to production staff inquiries and updating orders as required.
  • Manage any updates or edits to orders, coordinating with production and customers to ensure clear and accurate communication.
  • Work collaboratively with production to align mockup designs with customer expectations and internal standards.
  • Review orders from the previous year at the beginning of each month and proactively reach out to customers for potential repeat orders.
  • Assist the manager with additional tasks as assigned and as time permits.
  • Maintain and update the display room, assisting management in ordering new displays as needed.
  • Support production with tasks when available and required.
  • Receive and inspect product deliveries, ensuring items are correct and in good condition, particularly when production staff is busy.

Operations Support Specialist

RUAN TRANSPORTATION MGMT SYSTS
02.2024 - 07.2024
  • Monitor Key Performance Indicators for each operation and assist in the development of action plans to improve performance.
  • Provide remote operation support as needed.
  • Evaluate and support the development of the on-site staff in such areas as but not limited to employee on-boarding, efficient utilization of business computer systems, operational effectiveness, process efficiencies, financial acumen, customer engagement methodologies and continuous improvement initiatives, conduct remedial and new team member training.
  • Manage and support a variety of projects and initiatives that impact customer, operation, and team member performance.
  • Monitor and evaluate compliance with R2.0 standards. Provide remedial training as necessary.
  • Lead, monitor, and report progress for continuous improvement efforts impacting an individual operation, customer, or region.
  • Actively promote and support employee safety programs, policies, and initiatives. Ensure compliance with all safety program and protocols as well as federal, state, and local regulations.
  • Manage brokerage for multiple terminals in several states.
  • Perform other job-related duties and special projects as required.
  • Remote

Fleet Support Specialist

RUAN TRANSPORTATION MGMT SYSTS
07.2023 - 02.2024
  • Monitor Key Performance Indicators for each operation and assist in the development of action plans to improve performance.
  • Provide remote operation support as needed.
  • Managed Brokerage support for a terminal in South Dakota.
  • Overviewed brokerage contracts.
  • Booked and managed internal/external backhauls to optimize 3rd party revenue for terminal.
  • Manage and support a variety of projects and initiatives that impact customer, operation, and team member performance.
  • Monitor and evaluate compliance with R2.0 standards. Provide remedial training as necessary.
  • Lead, monitor, and report progress for continuous improvement efforts impacting this individual terminal.
  • Remote

Admin Dispatch Coordinator

RUAN TRANSPORTATION MGMT SYSTS
06.2022 - 07.2023
  • Responsible for the timely pickup and delivery of all customer orders within assigned area while maintaining customer expectations.
  • Ensure efficient utilization of drivers and equipment.
  • Direct and schedule drivers' work. Notify drivers of work assignments to ensure on-time movement of goods to maximize operational efficiency. Regularly monitor driver activities and performance.
  • Identify and resolve daily service and scheduling issues. Inform and escalate service issues to management as appropriate.
  • Maintain timely and professional communication with customer contacts on issues impacting service and overall performance.
  • Monitor drivers' hours of service to prevent DOT violations.
  • Effectively communicate with customer on a regular and timely basis regarding issues impacting the customer and/or their service expectations.
  • Accurately prepare and process data and paperwork including but not limited to maintaining driver activities in computer systems, activity reports/trip documents, driver hours of service, fuel tickets and other required items. Responsible for updating driver and dispatch information into dispatch system real time.
  • Monitor and promote safety in all areas of dispatch.

Dispatcher/Field Supervisor

Grays Harbor Transit
11.2022 - 02.2023
  • This position scheduled and monitored Fixed Route, Dial-a Ride, and Specialized Van Services dispatch duties.
  • Supervised operators and customer service representatives.
  • Monitored field operations and responded to vehicle accidents.
  • Conducted ride checks and operator evaluations.
  • Worked closely with the maintenance department to coordinate flow of transit vehicles.
  • Developed training schedules, notify attendees about training programs, scheduled the appropriate space, and prepare the physical setup.
  • Assist in establishing divisional safety and security procedures and enforce the procedures to reduce or minimize departmental safety and security risks.

Emergency 911 Dispatcher

Thurston County Emergency Communications
05.2017 - 07.2021
  • Receives incoming calls on 50+ emergency and business telephone lines; operates multi-frequency radio and computer-aided dispatch, accesses emergency messages, monitors alarm systems, operates playback audio recorders, operates TDD, operates security devices and other related communications equipment.
  • Interacts with callers requesting emergency/non-emergency response or service from the community or public agencies. Evaluates information received and utilizes protocols provided through CAD and CBD (Criteria Based Emergency Medical Dispatch) systems to determine appropriate actions(s) to be taken. Uses addresses and other pertinent information to dispatch appropriate law enforcement, fire or emergency medical units.
  • Monitors and maintains the location and status of law enforcement, fire, emergency medical and other authorized non-member agency units in the field.
  • Enters and retrieves data on the ACCESS systems to assist law enforcement agencies in and out of Washington State.
  • Ability to operate telephone, radio and related communications equipment in a clear, well-modulated voice using good diction.
  • Ability to think and act quickly, calmly and courteously in emergency situations.
  • Ability to exercise independent judgment in evaluating, prioritizing and acting upon routine and emergency requests.
  • Knowledge of the geography, streets, buildings and landmarks in Thurston County and the ability to read maps.
  • Basic medical and first aid knowledge to assess the nature of incoming calls and dispatch the appropriate units.
  • Basic knowledge of criminal and civil law.
  • Knowledge of local public agencies in general and of the law enforcement, fire, and emergency medical departments served.
  • Performed other related duties as assigned.

Education

Associates in Science -

Chemeketa Community College
Salem, OR
01.2024

Skills

  • Telecommunication
  • Data entry
  • Dispatching
  • Project coordination
  • Planning and organization
  • Records management expertise
  • Transportation management systems
  • Administrative support expertise
  • Data analysis
  • MS Excel
  • Verbal and written communication
  • CAD Systems
  • Conflict management

Timeline

Office Specialist

Capital Trophy
11.2024 - 02.2025

Operations Support Specialist

RUAN TRANSPORTATION MGMT SYSTS
02.2024 - 07.2024

Fleet Support Specialist

RUAN TRANSPORTATION MGMT SYSTS
07.2023 - 02.2024

Dispatcher/Field Supervisor

Grays Harbor Transit
11.2022 - 02.2023

Admin Dispatch Coordinator

RUAN TRANSPORTATION MGMT SYSTS
06.2022 - 07.2023

Emergency 911 Dispatcher

Thurston County Emergency Communications
05.2017 - 07.2021

Associates in Science -

Chemeketa Community College

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Kaylee Swope