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 skillsundefined
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
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