Maria Rueda
Oak Lawn,IL
Summary
As a seasoned Administrative Assistant, I have a proven track record of enhancing office operations and customer experiences at Best Painting Solutions, Inc. With skills in strategic planning and interpersonal communication, I thrive in coordinating projects and training new staff. My demonstrated ability to boost efficiency and strengthen client relationships ensures comprehensive administrative support.
Overview
23
23
years of professional experience
Work History
Administrative Assistant
Best Painting Solutions, Inc
Oak Lawn, IL
01.2023 - Current
- Provided administrative support to the executive team, including scheduling meetings and managing calendars.
- Organized and maintained filing systems for physical and electronic documents, ensuring accuracy and confidentiality of records.
- Greeted visitors in a professional manner, responding to inquiries and directing them to appropriate personnel.
- Maintained office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies.
- Ensured efficient operation of office equipment such as printers, copiers and fax machines.
- Assisted with the planning of special events by arranging catering services, securing venues and ordering promotional materials.
- Created travel arrangements for senior managers according to their requirements.
- Entered data into spreadsheets using Microsoft Excel or other similar programs.
- Prepared expense reports on behalf of executives in accordance with company policies and procedures.
- Updated contact lists regularly when changes occur in employee status or contact information.
- Scheduled appointments between clients and customers and internal staff members.
- Directed customer inquiries to appropriate department personnel.
- Handled incoming and outgoing correspondence, including email, mail, and package deliveries, ensuring timely distribution.
- Managed daily office operations and maintained office supplies inventory, ensuring efficient workplace functionality.
- Coordinated and scheduled meetings, including room reservations, catering, and technical setup, for seamless execution.
- Pleasantly welcomed visitors, answered phone calls, and maintained front reception desk.
- Organized files, developed spreadsheets, faxed reports and scanned documents, maintaining front desk and reception area in neat and organized fashion.
Guest Relations Associate
Rush University Medical Center, RUMC
1620 W. Harrison St
10.2011 - 10.2022
- Welcomed and directed patients at various entrances, in the Medical Center.
- Assisted patients with their appointments through the Epic system.
- We provided our guests with visitor passes after the proper screening protocol, per the pandemic.
- Registered same-day surgery patients and escorted their family members to the recovery area.
- Prepared families for the doctors' update and consultation.
- Sold parking stickers and handled a cash drawer of over $500 daily.
- I was also in charge of training new employees.
- Answered phone calls and redirected them to appropriate departments.
- Provided information regarding services, policies, procedures, and other related topics.
- Managed guests' complaints in a professional manner.
- Ensured that all areas of the property were clean, orderly, and well maintained.
- Complied with company policies regarding safety standards and procedures.
- Built and maintained productive relationships with employees.
- Built detailed knowledge on locations and points of interest to thoroughly answer guest questions.
- Arranged for translators and other special services for guests.
- Collaborated with other departments within the hotel to ensure smooth operations during peak hours.
- Managed inventory levels of supplies needed for front desk operations.
- Participated in staff meetings to discuss new strategies for improving customer satisfaction ratings.
- Answered multi-line telephone with polite tone of voice to provide general information and answer inquiries.
Front Desk Receptionist
New Life Community Church
5001 S. Keeler Ave
03.2008 - 09.2011
- Served visitors by greeting, welcoming and directing to appropriate personnel.
- Answered incoming calls, screened and forwarded calls to appropriate personnel.
- Managed the front desk area by providing customer service and taking care of administrative tasks.
- Scheduled, coordinated, and confirmed appointments and meetings.
- Received, sorted and distributed mail to staff members on a daily basis.
- Coordinated courier services for outgoing packages or materials.
- Scheduled appointments for customers and ensured all paperwork was completed accurately.
- Resolved customer issues quickly, and notified the supervisor immediately when problems escalated.
- Assisted with event planning by coordinating catering services, reserving venues, ordering decorations.
- Resolved customer complaints in a timely and efficient manner.
- Ensured compliance with safety regulations within the office environment.
- Scheduled and confirmed appointments.
- Ordered office supplies when necessary to ensure adequate inventory levels were maintained.
Human Resources Assistant
First Hospitality Group
Rosemont, IL
01.2006 - 09.2007
- Maintained accurate records of employee information such as wages, performance reviews, benefits, leaves of absence.
- Assisted in recruiting and hiring processes by conducting phone screens, scheduling interviews, and completing reference checks.
- Organized and conducted new hire orientation sessions to introduce policies and procedures to employees.
- Updated employee database with changes in job title, salary information or contact details.
- Participated in job fairs and other recruitment events to source potential candidates.
- Processed paperwork associated with personnel transactions such as promotions or terminations.
- Assisted with planning, organizing and coordinating company events.
- Organized and attended hiring events and participated in job fairs to network with potential candidates.
- Supported HR projects, such as employee satisfaction surveys and exit interviews.
- Coordinated employee benefits programs, including health insurance and retirement plans.
- Prepared and set up new employee orientations.
- Filed documents, delivered mail and performed bookkeeping to facilitate office operations of HR department.
- Organized company-wide events, including team buildings and annual parties.
- Handled confidential information with discretion and integrity.
Front Desk Clerk
Fairmont Hotel
200 North Columbus Drive
08.2001 - 04.2005
- Greeted guests upon arrival, provided customer service and checked-in and checked-out hotel guests.
- Processed payments from customers for room charges and incidentals.
- Used internal software to process reservations, check-ins, and check-outs.
- Assisted the accounting event coordinator in preparing and mailing binders for weddings and conventions.
- I accompanied the event coordinator to event meetings.
- Answered phone calls and responded to inquiries from guests or other departments in a professional manner.
- Maintained daily records of room availability and rates.
- Resolved customer complaints in a timely manner while following company policies and procedures.
- Ensured that all guest requests were met promptly, courteously and efficiently.
- Maintained up-to-date knowledge of hotel products, services, pricing plans and policies.
- Managed cash drawer according to established accounting guidelines.
- Balanced end-of-shift reports on a daily basis to ensure accuracy of transactions.
- Stocked supplies at the front desk such as forms, stationery items, brochures.
- Coordinated with housekeeping staff regarding occupancy status of rooms.
- Arranged special accommodations for guests to enhance visitor experiences.
- Worked with housekeeping and maintenance staff to address and resolve building and room issues.
- Showed off dining areas, pool, spa, and fitness center to prospective and current guests.
- Answered multi-line phone system and managed calls by routing to proper extensions or taking messages.
- Recorded guest comments or complaints, escalating to management for immediate resolution.
- Advised housekeeping staff of rooms vacated and ready for cleaning.
Education
Therapeutic Message - Intro To Therapeutic Massage
Morton College
3801 S. Central Ave10.2003
GED -
Morton College
3801 S. Central Ave05.2001
Skills
- File organization
- Prioritizing patients
- Coordination
- Documentation and recordkeeping
- Task prioritization
- Filing
- Spreadsheet
- Reservations, Fidelio System
- Strategic planning
- Bookkeeping
- Reception oversight
- Meeting planning
- Mail handling
- Troubleshooting
- Sensitive material handling
- Strong interpersonal skills
- Highly organized
- Inventory supplies
- Project coordination
- Internal communications
- Family Ministry
- Customer experience
- Training new hospital staff
- Handled Cash Drawer
Affiliations
Volunteered at Church activities and events for the community, for 18 years. Bilingual Staff Associate at RUSH Medical Center, helped Doctors translating Spanish speaking, for 11 years.
Languages
Spanish
Professional
References
References available upon request.
Timeline
Administrative Assistant
Best Painting Solutions, Inc
01.2023 - Current
Guest Relations Associate
Rush University Medical Center, RUMC
10.2011 - 10.2022
Front Desk Receptionist
New Life Community Church
03.2008 - 09.2011
Human Resources Assistant
First Hospitality Group
01.2006 - 09.2007
Front Desk Clerk
Fairmont Hotel
08.2001 - 04.2005
Therapeutic Message - Intro To Therapeutic Massage
Morton College
GED -
Morton College
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