Summary
Overview
Work History
Education
Skills
Timeline
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Lauren Bilen

Irvine,CA

Summary

Hardworking Administrative Assistant bringing administrative and legal support expertise. Coordinates meetings and records to help senior legal staff with case needs. Detail-oriented in checking documents and conducting research.

Overview

5
5
years of professional experience

Work History

Administrative Office Coordinator

First Team
11.2023 - Current
  • Streamlined office operations by implementing efficient filing systems and organizing documents.
  • Enhanced team productivity by coordinating schedules, meetings, and travel arrangements for multiple staff members.
  • Reduced operational costs with thorough budget management and expense tracking.
  • Improved communication between departments by facilitating inter-departmental meetings and providing clear documentation of decisions made.
  • Assisted in the recruitment process by reviewing resumes, scheduling interviews, and conducting pre-screening phone calls.
  • Increased efficiency in daily tasks by creating detailed procedural manuals for various administrative processes.
  • Developed positive relationships with clients by promptly addressing inquiries and concerns via phone or email communication.
  • Managed sensitive information securely with strict adherence to confidentiality protocols while maintaining organized records for easy access when needed.
  • Optimized workflow processes to improve overall departmental efficiency using time-saving software tools like project management applications or spreadsheet templates.
  • Strengthened internal communications by composing concise weekly newsletters highlighting important updates across different departments.
  • Ensured timely completion of projects through effective deadline tracking and consistent follow-up on pending tasks.
  • Provided exceptional customer service to both internal employees as well as external visitors, vendors or partners during face-to-face interactions at the front desk.
  • Demonstrated excellent problem-solving skills in resolving various administrative issues such as invoice discrepancies or IT-related challenges.
  • Answered phone calls and responded to inquiries from customers, vendors and other external contacts.
  • Managed and maintained electronic and paper-based filing systems to keep essential documents and information easily accessible and organized.
  • Maintained databases and contact lists to keep important contact information accurate and up to date.

Claims Analyst

Star International Furniture
06.2023 - 09.2023
  • Reduced claims processing time by implementing efficient analytical techniques and strategies.
  • Enhanced customer satisfaction by resolving complex claims issues in a timely manner.
  • Streamlined workflow processes for improved efficiency and reduced claim resolution times.
  • Collaborated with cross-functional teams to develop best practices for claim handling procedures.
  • Managed high-volume caseloads, prioritizing tasks to ensure timely completion of all claims.
  • Negotiated successful settlements with clients, ensuring a mutually beneficial outcome for all parties involved.
  • Conducted thorough investigations into each claim, gathering relevant data and documentation to support decision-making processes.
  • Maintained compliance with industry regulations and company policies while managing sensitive client information and claims records.
  • Provided exceptional customer service by promptly addressing inquiries from policyholders, agents, and other stakeholders regarding the status of their claims.
  • Identified trends in claim patterns, providing actionable insights for process improvements and risk mitigation strategies.
  • Developed comprehensive reports for management review, highlighting key metrics related to claim volume, processing times, and settlement amounts.
  • Participated in ongoing training programs to stay current on industry developments and maintain a strong understanding of relevant laws and regulations affecting the claims process.
  • Supported internal audit initiatives by providing detailed documentation of claims handling procedures as required for compliance purposes.
  • Assisted clients throughout the entire lifecycle of their claim, from initial filing to final settlement or denial determination.
  • Worked closely with legal counsel when necessary during complex cases involving litigation or arbitration proceedings related to disputed claim outcomes.
  • Maintained strong working relationships with third-party vendors, such as independent adjusters and appraisers, to facilitate prompt resolution of claims.
  • Demonstrated a high level of accuracy and attention to detail in reviewing claim documentation for approval or denial decisions.
  • Continuously sought opportunities to streamline workflows and implement process improvements within the claims department, resulting in increased efficiency and productivity levels.

Administrative Assistant/Compliance Assistant

Arbitech
05.2022 - 01.2023
  • Enhanced office efficiency by streamlining administrative processes and implementing organizational systems.
  • Supported executive staff through scheduling meetings, coordinating travel arrangements, and preparing crucial documents.
  • Boosted team productivity by managing communication channels and ensuring timely responses to inquiries.
  • Ensured accurate record-keeping with diligent data entry and database management for vital company information.
  • Contributed to cost reduction efforts by identifying opportunities for process improvements and negotiating vendor contracts.
  • Facilitated collaboration within the team by organizing regular meetings, maintaining meeting minutes, and tracking project progress.
  • Delivered excellent customer service through prompt responses to client inquiries, addressing concerns effectively, and building strong relationships.
  • Assisted in onboarding new employees, providing training materials, and coordinating orientation schedules to ensure a smooth integration into the team.
  • Managed expense reports for executive staff members, ensuring accurate documentation of spending for budgeting purposes.
  • Maintained confidentiality of sensitive information by adhering to strict privacy policies and implementing secure filing systems.
  • Improved document organization with thorough file maintenance, archiving outdated records as necessary for efficient retrieval when needed.
  • Streamlined invoice processing procedures to ensure timely payment of vendors while minimizing errors in financial records.
  • Assisted with human resources tasks such as updating employee files or submitting time-off requests per company policy guidelines.
  • Organized office events such as holiday parties or team-building activities, promoting a positive company culture and boosting employee morale.
  • Developed comprehensive reports for management by collecting data from various sources, analyzing trends, and presenting actionable insights.
  • Maintained up-to-date knowledge of industry best practices and office software updates to maximize efficiency in administrative tasks.
  • Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
  • Restocked supplies and placed purchase orders to maintain adequate stock levels.
  • Received and sorted incoming mail and packages to record, dispatch, or distribute to correct recipient.
  • Developed and updated spreadsheets and databases to track, analyze, and report on performance and sales data.
  • Coordinated and scheduled meetings and conference calls to optimize scheduling of senior staff.

Administrative Coordinator

Facing Beauty Studios
01.2019 - 05.2022
  • Streamlined office operations by implementing efficient administrative processes and procedures.
  • Enhanced communication between departments with timely and accurate preparation of reports and documents.
  • Reduced expenses by monitoring budgets, tracking expenditures, and identifying cost-saving opportunities.
  • Improved customer satisfaction through prompt and professional handling of inquiries and concerns.
  • Organized successful events by overseeing logistics, managing vendors, and coordinating promotional efforts.
  • Increased team productivity with effective delegation of tasks and prioritization of responsibilities.
  • Assisted in the recruitment process by screening resumes, scheduling interviews, and facilitating onboarding activities for new hires.
  • Supported project management efforts by tracking deadlines, maintaining documentation, and communicating progress updates to stakeholders.
  • Ensured compliance with company policies by maintaining up-to-date knowledge of regulations and conducting regular audits of procedures.
  • Answered phone calls and responded to inquiries from customers, vendors and other external contacts.
  • Assisted management with special projects to complete all tasks by deadlines.
  • Managed and maintained electronic and paper-based filing systems to keep essential documents and information easily accessible and organized.

Education

Bachelor of Science - Communications

Arizona State University
Tempe, AZ
06.2024

Skills

  • Office Administration
  • Office Equipment Maintenance
  • Document Preparation
  • Report Generation
  • Process Improvement
  • Confidentiality Maintenance
  • Problem Solving
  • Event Coordination
  • Report Analysis
  • Expense Tracking
  • Project Management Experience
  • Processing Expense Reports
  • Payroll Administration
  • CRM Software
  • Multitasking and Organization
  • New Hire Orientation
  • Regulatory Compliance
  • Employee Supervision

Timeline

Administrative Office Coordinator

First Team
11.2023 - Current

Claims Analyst

Star International Furniture
06.2023 - 09.2023

Administrative Assistant/Compliance Assistant

Arbitech
05.2022 - 01.2023

Administrative Coordinator

Facing Beauty Studios
01.2019 - 05.2022

Bachelor of Science - Communications

Arizona State University

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Lauren Bilen