Victoria Vartanian
Administrative Assistant
Lake Forest,California
Summary
Organized and dedicated Administrative Assistant with proven track record of providing exceptional customer service in fast-paced environments. Offering keen attention to detail and strong decision making skills to manage multiple, concurrent tasks. Self-motivated work ethic with ability to perform effectively in independent or team environments.
Overview
14
14
years of professional experience
Work History
Seasonal Fulfillment Expert
Target
Mission Viejo, California
11.2020 - 01.2021
- Pick items for guest orders accurately and quickly; meeting service and required ship time standards.
- Locate Ship to Store orders and scan into hold upon arrival.
- Complete return to stock tasks according to best practice.
- Model excellent customer service by greeting all guests in the area when picking orders.
- Manually load outbound orders into third party carrier trailers for transportation.
- Operated warehouse equipment and reported instances of safety code violations to management to reduce risk of accidents.
- Reduced fulfillment errors by using RF scanners to quickly pick items to proper bins.
- Monitored packaging supply inventory and proactively requisitioned materials to avoid shortages.
- Prepared orders accurately by processing requests, pulled materials from warehouse, packing boxes, and prepared shipments.
Receptionist/Administrative Assistant
Horizon Lighting
Irvine, California
03.2020 - 06.2020
- Answered high volume, multi-line telephone, directing callers to appropriate company personnel.
- Managed office inventory by restocking supplies and placing purchase orders to maintain adequate stock levels.
- Composed internal memos and external correspondence for senior management and reviewed all documentation to eliminate errors.
- Executed record filing system to improve document organization and management.
- Handled client correspondence and tracked records to foster office efficiency.
- Arranged rapid office equipment repair and maintenance with vendors.
- Sorted and distributed office mail and recorded incoming shipments for corporate records.
- Coordinated travel arrangements, including booking airfare, hotel and ground transportation.
- Prepared packages for shipment, pickup and courier services for prompt delivery to customers.
- Welcomed office visitors warmly and alerted staff to arrivals of scheduled appointments.
Seasonal Style Consultant
Target
Foothill Ranch, California
10.2019 - 02.2020
- Organized racks and shelves to maintain store visual appeal, engage customers and promote specific merchandise.
- Tracked stock using company inventory management software.
- Maintained organized, presentable merchandise to drive continuous sales.
- Engaged with customers to effectively build rapport and lasting relationships.
- Answered customer questions regarding sizing and accessories and explained how to properly care for merchandise.
- Educated customers on promotions to enhance sales.
- Prepared merchandise for sales floor by pricing or tagging.
- Delivered high level of assistance by locating products and checking store system for merchandise at other sites.
- Worked with sales team to collaboratively reach targets, consistently meeting or exceeding personal quotas.
- Evaluated inventory and delivery needs, optimizing strategies to meet customer demands.
- Pulling go backs to send back to the sales floor.
- Repackaging any product taken out of its packages.
- Fitting room checks every hour for loose tags and hangers for security reasons.
Receptionist/Administrative Assistant
American Concrete Services
Riverside, California
04.2018 - 09.2019
- Answered high-volume, multi-line telephone, directing callers to appropriate company personnel.
- Maintained the front office by keeping it tidy and well maintained.
- Coordinating communication with vendors and customers in the event of a project.
- Prepare various forms as direction by Project Managers.
- Maintaining lists for Project Managers which include job lists for the region, subcontract tracking lists, filing and vacation lists.
- Composed internal memos and external correspondence for senior management and reviewed all documentation to eliminate errors.
- Supported efficient meetings by organizing spaces and materials, documenting discussions and distributing meeting notes.
- Coached new employees on administrative procedures, company policies and performance standards.
- Executed record filing system to improve document organization and management.
- Handled client correspondence and tracked records to foster office efficiency.
- Arranged rapid office equipment repair and maintenance with vendors.
- Monitored premises, screened visitors, updated logs and issued passes to maintain security.
- Interacted with vendors, contractors and professional services personnel to receive orders, direct activities and communicate instructions.
- Organized weekly staff meetings and logged minutes for corporate records.
- Sorted and distributed office mail and recorded incoming shipments for corporate records.
- Monitored CEO's work calendar and scheduled appointments, meetings and travel.
- Welcomed office visitors warmly and alerted staff to arrivals of scheduled appointments.
- Prepared packages for shipment, pickup and courier services for prompt delivery to customers.
Temporary Receptionist
Pinnacle Property Management Services
Irvine, California
08.2017 - 11.2017
- Answered high-volume, multi-line telephone, directing callers to appropriate company personnel.
- Drafted professional memos, letters and marketing copy to support business objectives and growth.
- Assisted in administrative duties for office team, including making phone calls, copies and schedules.
- Corresponded with clients through email, telephone or postal mail.
- Prepared packages for shipment, pickup and courier services for prompt delivery to customers.
- Collected, sorted, distributed and sent mail and packages.
- Oversaw inventory activities, including materials monitoring, ordering or requisition and supply stocking or re-stocking.
- Sorted, received and distributed mail correspondence between departments and personnel.
- Welcomed all customers with friendly greeting, answered general questions, gathered nature of visit and directed to specific offices.
- Kept reception area clean and neat to give visitors positive first impression.
- Checked-in visitors, distributed visitor badges and managed logbooks to comply with security initiatives.
- Staying connected with Regional Managers and letting them know about the complaints that have been made.
- Created weekly status reports for each property managed.
- I set up vendors for Regional Manger Meetings, and Manager Meetings.
- Maintaining files and files for destruction or off-site storage.
- Assisting Administrative Assistants if they needed back up.
Receptionist/Administrative Assistant
Geraci Law Firm
Irvine, California
08.2015 - 12.2016
- Answered high-volume, multi-line telephone, directing callers to appropriate company personnel.
- Monitored CEO's work calendar and scheduled appointments, meetings and travel.
- Welcomed office visitors warmly and alerted staff to arrivals of scheduled appointments.
- Composed internal memos and external correspondence for senior management and reviewed all documentation to eliminate errors.
- Supported efficient meetings by organizing spaces and materials, documenting discussions and distributing meeting notes.
- Maintained staff directory and company policy handbook for human resources department.
- Executed record filing system to improve document organization and management.
- Arranged rapid office equipment repair and maintenance with vendors.
- Supported logistics for programs, meetings and events, including room reservations, agenda preparation and calendar maintenance.
- Monitored premises, screened visitors, updated logs and issued passes to maintain security.
- Interacted with vendors, contractors and professional services personnel to receive orders, direct activities and communicate instructions.
- Identified and recommended changes to existing processes to improve accuracy, efficiency and quality service.
- Organized weekly staff meetings and logged minutes for corporate records.
- Sorted and distributed office mail and recorded incoming shipments for corporate records.
- Prepared packages for shipment, pickup and courier services for prompt delivery to customers.
- Managed office inventory by restocking supplies and placing purchase orders to maintain adequate stock levels.
- Back up Junior Paralegal to the Senior Paralegal for the litigation department.
- Assisted Marketing Coordinator with event planning and social media.
Temporary Data Entry Clerk
Shimano Inc.
Irvine, California
05.2012 - 07.2012
- Entered numerical data into databases with speed and accuracy using 10-key pad.
- Kept optimal quality levels to prevent critical errors and support team performance targets.
- Sent completed entries to the Digital Media Coordinator for evaluation and final approval.
- Obtained scanned records and uploaded into database.
- Evaluated source documents to locate information needed for each data entry field.
- Verified accuracy and validity of data entered in databases
- Corrected any data entry error to prevent later issues such as duplication or data degradation.
Legal File Clerk
Samuelsen, Gonzalez, Valenzuela & Brown LLP
Newport Beach, California
02.2011 - 04.2012
- Assisted attorneys with case organization and administrative tasks.
- Updated firm's database with new information, including policies, client records and financial documents.
- Used office equipment to produce photocopies and reproductions of records and legal documentation.
- Maintained calendars for 5-person team by updating and entering court dates and meetings.
- Tracked incoming and outgoing files and materials and maintained accurate records for potential discrepancies.
- Maintained physical and computer-based filing systems.
- Upheld confidentiality of all information to avoid potential data breaches and client lawsuits.
- Implemented improvements to file systems and procedures.
- Examined, categorized and sorted incoming documents.
- Prepared new files and assigned tracking identification numbers, which resulted in better retrieval efficiency.
- Located missing file materials, which enabled attorneys to meet project deadlines and avoid lost man-hours.
- Inputted data such as file numbers, new or updated information or document information codes into computer systems to support document and information retrieval.
- Answered and screened incoming calls when Receptionist was out.
Seasonal Sales Associate
Bath & Body Works
Mission Viejo, California
11.2010 - 01.2011
- Maintained organized, presentable merchandise to drive continuous sales.
- Worked alongside retail representatives to boost sales by enhancing product presentations and advertising collateral.
- Tracked stock using company inventory management software.
- Analyzed and properly processed product returns, assisting customers with finding alternative merchandise to meet needs.
- Applied security and loss prevention training toward recognizing risks and reducing store theft.
- Organized racks and shelves to maintain store visual appeal, engage customers and promote specific merchandise.
- Educated customers on promotions to enhance sales.
- Maintained customer satisfaction while handling product returns quickly and professionally.
- Delivered high level of assistance by locating products and checking store system for merchandise at other sites.
- Prepared merchandise for sales floor by pricing or tagging.
- Evaluated inventory and delivery needs, optimizing strategies to meet customer demands.
- Engaged with customers to effectively build rapport and lasting relationships.
Legal File Clerk
Victor V. Vartanian, Attorney At Law
Laguna Hills, CA
05.2008 - 09.2010
- Tracked incoming and outgoing files and materials and maintained accurate records for potential discrepancies.
- Followed up with staff and customers by phone and email regarding missing or needed information and compiled retrieved information into files.
- Assisted attorney with case organization and administrative tasks.
- Updated firm's database with new information, including policies, client records and financial documents.
- Assembled case materials for 50+ cases by organizing, summarizing and collecting documents, information and evidence.
- Used office equipment to produce photocopies and reproductions of records and legal documentation.
- Answered attorney's direct phone line to act as liaison between clients and attorneys.
- Prepared travel arrangements for firm's attorney.
- Oversaw all aspects of file room operations and streamlined workflows to promote quicker turnaround.
- Maintained physical and computer-based filing systems.
- Implemented improvements to file systems and procedures.
- Prepared new files and assigned tracking identification numbers, which resulted in better retrieval efficiency.
- Examined, categorized and sorted incoming documents.
- Upheld confidentiality of all information to avoid potential data breaches and client lawsuits.
- Located missing file materials, which enabled the attorney to meet project deadlines and avoid lost man-hours.
Education
High School Diploma -
El Toro High School
Lake Forest, CA 09.2003 - 06.2007
Certificate - Administrative Assistance And Secretarial Science
Saddleback College
Mission Viejo, CA 08.2007 - 06.2009
Certificate - Paralegal Studies
Irvine Valley College
Irvine, CA 08.2013 - 05.2015
Certificate - Medical Billing And Coding
DeVry University
01.2021 - Current
Associate of Science - Health Information Technology
DeVry University
01.2021 - Current
Work Availability
monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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Skills
Customer service skillsData entryFilingGeneral office dutiesOffice machines
Teamwork
Clerical work
Professional demeanor
Correspondence distribution
Office administration
Travel planning
Administrative support
Organization skills
Mail handling
Verbal and written communication
Scheduling
Time management
Business correspondence
Multi-line phone proficiency
Records management
Legal administrative support
Detail oriented
Accuracy
Microsoft Office
Social Media
Quote
“The greatest glory in living lies not in never falling, but in rising every time we fall.”
Nelson Mandela
Timeline
Certificate - Medical Billing And Coding
DeVry University
01.2021 - Current
Associate of Science - Health Information Technology
DeVry University
01.2021 - Current
Seasonal Fulfillment Expert
Target
11.2020 - 01.2021
Receptionist/Administrative Assistant
Horizon Lighting
03.2020 - 06.2020
Seasonal Style Consultant
Target
10.2019 - 02.2020
Receptionist/Administrative Assistant
American Concrete Services
04.2018 - 09.2019
Temporary Receptionist
Pinnacle Property Management Services
08.2017 - 11.2017
Receptionist/Administrative Assistant
Geraci Law Firm
08.2015 - 12.2016
Certificate - Paralegal Studies
Irvine Valley College
08.2013 - 05.2015
Temporary Data Entry Clerk
Shimano Inc.
05.2012 - 07.2012
Legal File Clerk
Samuelsen, Gonzalez, Valenzuela & Brown LLP
02.2011 - 04.2012
Seasonal Sales Associate
Bath & Body Works
11.2010 - 01.2011
Legal File Clerk
Victor V. Vartanian, Attorney At Law
05.2008 - 09.2010
Certificate - Administrative Assistance And Secretarial Science
Saddleback College
08.2007 - 06.2009
High School Diploma -
El Toro High School
09.2003 - 06.2007