Administrative Assistant Customer Service
Resume:
Rachel Amaya
Administrative Assistant
Morgan Hill, CA 95037
adyhjf@r.postjobfree.com
Organized and dedicated Administrative Assistant with a proven track record of providing exceptional customer service in fast-paced environments. . EXPERIENCE
Prism Electronics- Morgan Hill, CA Administrative Assistant September 2020 - March 2023
Coordinate and maintain office organization to keep the facility efficient, organized and professional. Deliver clerical support to a variety of departments by handling a range of routine and special requirements. Main responsibility is to provide administrative support to the Director of Operations and the Quality Health Safety Environment (QHSE) Compliance Manager. Duties for supporting the QHSE Compliance Manager include:
● Assisting in the maintenance of ISO and R2V3 certifications by ensuring that all policies and procedures are up to date and in compliance with the relevant standards.
● Supporting the preparation for external audits by ensuring that all documentation is up to date and that the organization is fully prepared to demonstrate compliance with the standards.
● Evaluate workplace conformance with ISO 14001, ISO 45001, ISO 9001, R2V3, and OSHA standards and maintain compliance records.
● Participating in internal audits to identify areas for improvement and ensure that the organization is meeting the requirements of the ISO and R2V3 standards.
● Collaborating with other departments to implement corrective actions when necessary, in order to maintain compliance with the ISO and R2V3 standards.
● Assisting in the development and implementation of a Quality Management System
(QMS) to ensure that the organization is consistently meeting customer and regulatory requirements.
● Providing training and support to employees on ISO and R2V3 standards, as well as on the QMS.
● Working with external consultants to ensure that the organization is staying up to date with changes to the ISO and R2V3 standards.
● Keeping up to date with new and emerging ISO and R2V3 standards, as well as best practices for compliance maintenance and audits.
● Create and update physical records and digital files to maintain current, accurate and compliant documentation.
● Support efficient meetings by organizing spaces and materials along with documenting discussions and distributing meeting notes.
● Recommend measures to help protect workers from potentially hazardous work methods, processes and materials.
● Oversee the maintenance of office equipment, truck, forklift, pallet jack maintenance and building maintenance
● Manage all business permits and certificates to ensure all are current and up to date.
● Create and update spreadsheets using Microsoft Excel and Google Sheets for daily, weekly, and monthly reporting.
Duties for supporting Director of Operations include: SKILLS
Office Administration
Documentation and
reporting
Records management
Program file maintenance
Administrative Support
OSHA, ISO and R2
Compliance
Scheduling and calendar
management
Flexible and Adaptable
Training and development
Multitasking abilities
Planning and Coordination
Communication and
Interpersonal skills
Prioritization and problem-
solving
Organization and planning
Research and analysis
Phone etiquette
Customer Service
Travel planning and
itinerary management
Brochure, flier and business
card design
Spreadsheet creation and
management
Data entry and record
keeping
Attention to detail and
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● Managing the Director's calendar and scheduling appointments and meetings.
● Answering and directing phone calls and email messages to the appropriate parties as well as responding to requests through company email providing any requested documentation.
● Coordinating travel arrangements, including booking flights, hotels, and transportation and creating detailed schedules and agendas.
● Organizing and maintaining electronic and physical files, including confidential information.
● Maintaining confidentiality of sensitive information and exercising discretion in handling confidential matters.
● Compose internal and external correspondence, reports and other documents for management and review documentation to eliminate errors.
● Proofread and edit professional business documents prior to release and request for approval.
● Create and maintain detailed spreadsheets for specific clients, including tracking project timelines, budgets, and deliverables
● Assist with creating marketing materials such as brochures, flyers, and business cards, including coordinating with external vendors and ensuring all materials meet company branding guidelines.
● Supporting the Director in preparing presentations, reports, and other documents.
● Interact with vendors, contractors and professional services personnel to receive orders, direct activities and communicate instructions.
● Schedule and coordinate staff and other meetings along with pickup and drop off appointments and maintaining calendars.
● Handling procurement and purchasing activities, including creating purchase orders, requesting quotes, and managing vendors.
● Preparing meeting agendas, taking meeting minutes, and distributing them to relevant parties.
● Ensure that the office is well-maintained, including ordering office supplies and managing inventory
● Providing support in special projects and events as required.
● Performing other duties as assigned by the Director of Operations United Site Services- San Jose, CA Administrative Clerk May 2018 - April 2020
Started when the company started transitioning from paper documentation to integration using an online dashboard. Previously, all routes and services were recorded by the Service Tech’s onto paper documents, scanned in electronically, sent via email and manually posted. However, the company integrated a new software program called Starfire which I’ve had the privilege of learning a whole new system and was part of the huge transition from having records documented on paper to everything becoming completely paperless and using only an online dashboard app to complete posting. Main job function is to provide general administrative and clerical support to the operations department consisting of the following functions:
● Review and audit all driver manifest
● Posting services performed on a daily basis
● Review and inconsistencies and correct as needed
● Review and insure open tickets are closed within 48 hours
● Provide weekly reporting on areas of concern and challenges
● Insure driver notes are entered and transferred as needed
● Special assignments as needed
Rush Order- Gilroy, CA Customer Service Representative May 2017- June 2018
Responsible for managing daily phone, email, live chat, and social media correspondence accuracy
Confidentiality and
discretion
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with consumers. Found solutions to ambiguous problems, and was available to help a customer with whatever need arises. Answered and resolved inquiries by clarifying desired information; researching, locating, and providing information and exploring answers and alternative solutions; implementing solutions; escalating unresolved problems. Fulfilled requests by clarifying desired information; completing transactions; forwarding requests. Created invoices and shipping labels, tracked shipments and if needed, contacted shipping carriers for reroutes, address changes and missing packages. Prepared commercial invoices for international orders. Core skills and knowledge: Experienced with Microsoft Office tools (Word, Outlook, Excel, etc.) Provided excellent customer service
Exceptional ability to work with a wide range of tasks and people Ability to multitask and prioritize what needs to be done during the day Excellent communication skills both written and verbal Eager to help and take initiative
Conducted research and turned problems into opportunities and solutions EDUCATION
Bryman College, San Jose, CA Medical Administrative Assistant January 2003 - October 2003
Live Oak High School, Morgan Hill High School
Diploma
August 1998 - January 2002
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