VANESSA MUNOZ OLIVA
Albany
Summary
Skilled Administrative Assistant with over 10 years of experience in office operations, specializing in administrative tasks, problem-solving, strategic planning, and efficient support. Patient-focused professional equipped with administrative and customer service expertise. Helps keep healthcare services proceeding smoothly by coordinating communications, referrals, and policy enforcement. Talented in finding balanced solutions and resolving conflicts. Hardworking employee with customer service, multitasking, and time management abilities. Devoted to giving every customer a positive and memorable experience.
Overview
24
24
years of professional experience
Work History
Health Plan San Mateo Referral Coordinator
SPEECH GOALS SPEECH THERAPY, Inc.
South San Francisco
06.2025 - Current
- All HPSM new referral enrollments
- Create client files
- Added services
- Respond to all Doctor referrals - acceptance or no acceptance of referrals
- Schedule tours/follow up after tour for ongoing service
- Track new incoming referrals in slack and on the referral spreadsheet
- Track skipped services and notify referral source
- Keep referrals spreadsheet up to date
- Schedule and notify Therapists on progress report due dates, ensure timeliness of reports to be submitted
- Authorizations for evaluations, therapy 1-1, therapy group or reauthorizations
- Updating client files on extranet with vital information including authorization dates
- Ongoing communication and meeting with Referral teams and billing department
- Other tasks as needed.
Office Manager / Receptionist & Scheduler (Bilingual position English/Spanish)
SPEECH GOALS SPEECH THERAPY, Inc.
San Francisco
08.2022 - 06.2025
- In charge of 8 - 10 Therapists schedules, assign clients to their schedules, reschedule, cancel and find billable hours for make-up sessions according to clients Insurances and services, update client files and attend to clients and Therapists needs.
- Responsible for San Francisco office organization, materials availability and room assignments for therapy for each Therapist.
- Receiving, signing in and accommodating therapy clients and families with their Therapists.
- Using online systems to schedule therapy appointments, communicate and collaborate with office staff, tracking attendance and contacting families for therapy appointments.
- Support in Offices events with clients
Director Assistant, Project L6 & 3 (Subway)
SYSTRA
08.2013 - 02.2017
- Works under the direct supervision from the Project Director, carrying out the following tasks:
- Assists directly to the Project Director in all the routine tasks of the office such as: writing correspondence, Electronic Agenda and maintaining the administrative information of the Project.
- Supports the logistics of the Director's events, workshops and meetings.
- Support on the reimbursements provided by the Project Director.
- Make the required purchases in the Project office according to the operating plan.
- Supports the administration, maintenance and equipment of the office.
- Supports the registration and control of assistance of the office staff (foreign and local).
- Supports the review and monitoring of the Bank accounts assigned to the Project Director.
- Project management and petty cash. Flights and Hotel reservation of the Project personnel.
- Responsible for maintenance of the vehicles assigned to the Project.
- Complies with the systematization of the required activities, preparation of purchase orders forms, follow-up and reimbursements of expenses that allows carry out the project activities on time.
- Complies with the timely delivery of all the administrative documentation requested, such as a statement of hours of personnel loaned to the project for the timely payment to the client, Travel expenses of Engineers.
- Properly file the documentation generated in the office in the exercise of the position.
- Supports the production of documents and reports.
- In charge of: Project Secretary / Documentary, Junior Administrative and Cleaning Personnel.
- Courses held within the position: Project Management, 12 Basic Steps to Success - October 2014
- Regulations applied to the hiring of foreign workers - June 2014
Management Bilingual Assistant
ZTE Corporation S.A.
Santiago de Chile
04.2011 - 07.2013
- Management Bilingual Assistant / In charge of the Administrative Department, Manager (s) of Administration. The functions performed in the exercise of the position within the company are the following:
- Reservation and purchase of flying tickets, reservation of stays and leasing of vehicles for the management of the company and for the personnel that work both in Chile and abroad.
- Requests for stay in the country, visas, preparation of itineraries and information in support for foreign staff.
- Administration of properties for foreign personnel, responsible for payments of department leases, offices and warehouses of the company, maintenance of vehicles, insurance payments, administration of parking lots and coordination of management meetings.
- Support in the handling of leases and brokers.
- Purchase of supplies and materials.
- Submitting invoices and payments of the different departments to the accounting system ERP FOL (Finance Online).
- Receipt and validation of invoices, attention of suppliers, small cash management and requests for reimbursements.
- Management of the monthly budget of the Administration department.
- Solve all kinds of requirements and difficulties that can be presented by foreign personnel.
- Attend all the requests of the General Management and Human Resources.
- Processing requests for reimbursements related to complementary health insurance.
- Selection, recruitment and hierarchical control over Junior Administrative and Cleaning Personnel.
- Drafting of commercial letters, preparation and registration of purchase orders.
- English/Spanish and Spanish/English translations.
Bilingual Management Assistant
MDF S.A.
Santiago de Chile
05.2010 - 03.2011
- Developed as a Management Assistant, in charge of purchasing national and international flying tickets, Hotels bookings inside and outside Chile for Engineers, coordination of motor leasing, documentation on the day regarding visas, work permits, Examinations.
- English-Spanish / Spanish-English translations
- Updating of electronic agenda and management contacts, Assistance and support in meetings, commercial letters, files, programming and work required by Management.
Management Assistant
EDYCE S.A.
Santiago de Chile
05.2007 - 03.2010
- Develops duties such as flying tickets purchases, Hotels bookings, invoice controls, supplies purchases for cafeteria and office, transport reservation for personnel to and from Airport, airfare modifications, meeting rooms reservations, correspondence, payment suppliers, translations of texts and interpreters in meetings with foreigners and administrative work for the Management.
Bilingual Receptionist
SKY CENTER VALLE NEVADO
Santiago de Chile
07.2006 - 12.2006
- Bilingual Receptionist at Valle Nevado Hotel and Puerta del Sol Hotel located at the Sky Center. In charge of the Check-in and Check-out and billing. Customer Service.
Bilingual Administrative Assistant and Receptionist
INITIATIVE MEDIA LTDA.
Santiago de Chile
11.2003 - 03.2004
- Works in front desk, telephone exchange and administrative requirements such as organization and reservation of room meetings, parking for clients, translations for the departments, distribution of information and correspondence to the different media of the Advertising departments.
Management Assistant and Imports
CASE COMPUTATION S.A.
Santiago de Chile
01.2002 - 11.2003
- Organization and Coordination with Customs and Foreign Suppliers in the delivery of technological equipment and reception in Chile from China and USA.
- Presentation to Customs, supervision of the entrance of the merchandise and costing for subsequent sale of the products.
- Payment of suppliers and issuance of checks assisting the Accounting department.
Education
Associate - Bilingual Executive Assistant, Business Language, Oral Language, Writing, Business Writing, Informatics (Excel, Word, PowerPoint, Outlook), Public Relations, Written communication techniques, Accounting techniques, Quality of service in customer service
CFT Manpower
Santiago, Chile12.2013
English - English course as a second language
KOE Corporation
Santiago, Chile12.2003
High School Diploma - Administrative Secretary
San Jose High School
Santiago, Chile12.1999
Skills
- Administrative skills
- Authorization processing
- Client file maintenance
- Scheduling appointments
- Service tracking
- Customer relationship management
- Data entry accuracy
- Office organization
- Workflow optimization
- Bilingual communication
- Appointment scheduling
- Referral tracking
- Patient scheduling
- Problem-solving
- Critical thinking
- Analytical skills
- Attention to detail
- Relationship building
- Communication skills
- Management expertise
- Organizational abilities
References
- Kayla Ramos, Golden Gate Regional Center Coordinator, Speech Goals Speech Therapy Inc., 650.219.8185, kramos@speechgoals.com
- Nadia Lopez, Speech Pathologist, Speech Goals Speech Therapy Inc., 415.271.5642, nlopez@speechgoals.com
- Lia Colen, Lead Occupational Therapist, Speech Goals Speech Therapy Inc., 805.448.0097, lcolen@speechgoals.com
Languages
- Spanish
- English
Personal Information
- Date of Birth: 02/07/82
- Driving License: Y8529242
Timeline
Health Plan San Mateo Referral Coordinator
SPEECH GOALS SPEECH THERAPY, Inc.
06.2025 - Current
Office Manager / Receptionist & Scheduler (Bilingual position English/Spanish)
SPEECH GOALS SPEECH THERAPY, Inc.
08.2022 - 06.2025
Director Assistant, Project L6 & 3 (Subway)
SYSTRA
08.2013 - 02.2017
Management Bilingual Assistant
ZTE Corporation S.A.
04.2011 - 07.2013
Bilingual Management Assistant
MDF S.A.
05.2010 - 03.2011
Management Assistant
EDYCE S.A.
05.2007 - 03.2010
Bilingual Receptionist
SKY CENTER VALLE NEVADO
07.2006 - 12.2006
Bilingual Administrative Assistant and Receptionist
INITIATIVE MEDIA LTDA.
11.2003 - 03.2004
Management Assistant and Imports
CASE COMPUTATION S.A.
01.2002 - 11.2003
Associate - Bilingual Executive Assistant, Business Language, Oral Language, Writing, Business Writing, Informatics (Excel, Word, PowerPoint, Outlook), Public Relations, Written communication techniques, Accounting techniques, Quality of service in customer service
CFT Manpower
English - English course as a second language
KOE Corporation
High School Diploma - Administrative Secretary
San Jose High School
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