Melissa Voltolina
Tinley Park,IL
Summary
Experienced and detail-oriented Office Administrator / Maintenance Coordinator with over 8 years of experience in administrative operations, maintenance coordination, and vendor management across multi-location environments. Skilled in handling a wide range of office tasks including scheduling, document management, invoice processing, payroll support, and internal system administration. Proven ability to streamline workflows, maintain accurate records, and support compliance efforts. Adept at multitasking, problem-solving, and communicating effectively with vendors, technicians, and internal teams. Seeking to leverage administrative expertise in a logistics or fleet management setting.
Office professional prepared for this role with comprehensive experience in administrative functions, scheduling, and office management. Known for driving efficiency and streamlining processes to support organizational goals. Excels in team collaboration and adapts readily to changing needs, ensuring reliable and consistent performance. Proficient in communication and organizational skills, traits highly valued by employers.
Overview
31
31
years of professional experience
1
1
Certification
Work History
Office Administrator / Maintenance Coordinator
Tricity Foods
08.2017 - Current
- Coordinate service requests for over 250 franchise locations. Leveraged strong organizational skills to manage competing priorities under tight deadlines, ensuring the timely completion of all tasks.
- Review and process estimates, invoices, and capital expenditures; ensure proper coding and documentation.
- Management of the Internal dispatch system, Owl Ops and assist in onboarding new vendors and technicians. Maintained detailed records of all maintenance activities performed, allowing for effective tracking of progress over time..
- Managed maintenance team of 15 employees and coordinated repair schedule according to priority level and streamlined work order management for enhanced productivity
- Optimized budget management by monitoring expenses, negotiating supplier contracts, and identifying cost-saving opportunities.
- Maintain accurate records of technician payroll and invoice approvals using Excel
- Assisted upper management in developing long-term strategies for improvement based on past experiences.
- Monitored daily progress and work quality to provide guidance and direction to mechanics and installers.
- Strengthened vendor relationships, negotiating favorable terms and ensuring high-quality maintenance services were received at best possible cost.
- Streamlined communication between maintenance team and other departments, ensuring that all parties were informed of scheduled maintenance and any potential operational impacts.
Merchandiser
American Greetings
01.2007 - 01.2017
- Managed product displays and inventory in high-volume retail accounts exceeding $500,000 in annual sales.
- Maximized floor space utilization by rearranging fixtures according to changing business needs and customer traffic patterns.
- Developed and implemented effective merchandising strategies to optimize product placement and visibility.
- Analyzed market trends to inform seasonal product selections and promotional displays.
- Trained and mentored junior staff on best practices in visual merchandising and customer engagement techniques.
Legal Secretary
Law Offices of Roger Kelly
02.1995 - 03.1997
- Scheduled appointments, managed court calendars, and handled client communications.
- Processed billing and time tracking for legal services; performed transcription and maintained case files.
- Provided general administrative support in a fast-paced legal environment.
- Managed legal correspondence and documentation, ensuring compliance with regulatory standards.
- Scheduled and made appointments for [Number] attorneys.
Education
Microsoft Office Suite - MS Office Suite
Moraine Valley Community College
Palos Park IL01.2010
Certification - Executive Secretary
South West School of Business
Chicago, IL04.1993
High School Diploma -
Dwight D. Eisenhower High School
Blue Island IL 06.1987
Skills
- Estimate & Invoice Review & Coding
- Maintenance Scheduling & Dispatching
- Customer Service & Relationship Management
- Microsoft Office Suite (Excel, Word, Outlook 365)
- Fleet Management Software (Owl Ops, Geo Tab)
- Strong Written & Verbal Communication
- Office administration
- Time management
- Database entry
- Payroll
- Phone and email etiquette
- Relationship building
- Excellent communication
- Problem-solving abilities
- Decision-making
- Project management
- Word processing
- File maintenance
- Leadership and supervision
Certification
- Moraine Valley Community College 2010
- Southwest School of Business 1991-1992
- Dwight D Eisenhower High School 1987
Timeline
Office Administrator / Maintenance Coordinator
Tricity Foods
08.2017 - Current
Merchandiser
American Greetings
01.2007 - 01.2017
Legal Secretary
Law Offices of Roger Kelly
02.1995 - 03.1997
Microsoft Office Suite - MS Office Suite
Moraine Valley Community College
Certification - Executive Secretary
South West School of Business
High School Diploma -
Dwight D. Eisenhower High School
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