Claudia Rubio
Administrative Assistant
Glace Bay,NS
Summary
Systematic Administrative Assistant with successful experience in fast-paced office settings. Hardworking team-player with expertise completing various clerical tasks and offering staff support. Responsible, punctual and productive professional when working with little to no supervision.
Overview
16
16
years of professional experience
8
8
years of post-secondary education
1
1
Language
Work History
Administrative Assistant
UA LOCAL 179
Regina, Saskatchewan
07.2010 - Current
- Respectfully assist all office professionals, office staff, members, officers, contractors, owners or visitors to gain information needed in courteous and professional manner.
- Facilitated Safety training and onboarding for members according to contractors specifications.
- Processing and preparation of invoicing of safety training when cards come back for both Regina and Saskatoon
- Organized and coordinated monthly general membership meetings.
- Provided quality clerical support through data entry, document management, email correspondence and overseeing operation of office equipment.
- Communicate effectively, and pleasantly with members, contractors and public so that the image of Local Union is promoted at all times
- Offered technical support and troubleshot issues to enhance office productivity.
- Receipt and post dues payments from members (reinstatement payments, NSF payments, travel card payments, UA items and honorable with drawl payments)
- Process Field Dues Remittances
- Processing of monthly Working Report for Western Rep and Working Report total membership for Business Manager
- Maintaining membership data base with changes, additions and deletions
- Order Canada made Union made promotional products;
- Compared vendor prices and negotiated for optimal savings.
- Verified transactions, product orders and shipping dates and entered information into databases and reports.
- Produced high-quality communications for internal and external use.
- Produce and mail out Income tax receipts yearly
- Mailing of Christmas Cards and help with organization of Children's Christmas Parties
- Awards Presentation preparation and organization (Pin Awards Gala every 3 years)
- Election preparation and ballot mail out every 3 years.
Administrative Assistant
Miles J. Baumgartner Law Office
Regina, Saskatchewan
05.2009 - 06.2010
- Responsible for all activities on ongoing real estate matters and transactions
- Indexing all scanned mail and incoming faxes for all real estate matters and transactions
- Assist in transactional issues involving real estate, creation of legal entities and participation in drafting of complex entity agreements and analysis of proposed transactions
- Request required documentation from lawyers, banks, mortgages brokers, real estate agents and clients in order to complete real estate transaction
- Review purchase and sale agreements
- Title analysis and drafting letters of objections to title exceptions
- Assist clients in due diligence, monitor transactions and close transactions
- Participate in drafting and review of commercial leases, financing documentation and other real estate documents
- Responsible for management of client files including drafting internal guidelines and procedures
- Ensure correspondence and cheques are mailed according to mailing instructions of clients
- Executed record filing system to improve document organization and management
Operations Manager
Portobello Tile
Calgary, Alberta
03.2007 - 04.2009
- Planned and monitored daily staffing schedules and adjusted accordingly to ensure adequate staffing levels that support operational demands and business objectives
- Led improvement initiatives to advance operational efficiencies and increase revenue
- Managed and oversaw administrative functions to ensure all paperwork was processed efficiently and in a timely manner and met all compliance requirements
- Ensured safety methods, practices and programs were implemented and maintained
- Ensured that tile and other materials were being moved in a safe and timely manner utilizing appropriate equipment and tools
- Prepare annual audit and be a liaison with all outside vendors
- Responsible for management of client relations including sales and collections
- Managing grantor contracts and reimbursement requests
- Administering payroll and employee benefits and organizational insurance
- Prepared annual budgets with controls to prevent overages
- Led improvement initiatives to advance operational efficiencies and increase revenue
Service Coordinator
Central Health Services – REIT
Calgary, Alberta
05.2006 - 02.2007
- Designed individualized service plans that took in account clients goals and preferences
- Initiated contact with appropriate service providers to request referrals and followed up to confirm appointments
- Assisted with payroll and invoices
- Handled with courtesy and knowledge requests for private services and inquires
- Offered products and services to potential and former clients when required
- Maintained effective costumer service by responding quickly to service request to increase overall sales by 25%
- Maintained accurate records and full compliance with government regulations and agency guidelines
- Confirmed starting time, client care staff names and other relevant information with clients
- Enhanced customer satisfaction ratings by motivating team members to strengthen quality and increase productivity
- Evaluated final results to determine quality levels and isolate root causes of any identified faults
- Participated in client care conferences to review cases and schedule visits
- Worked to develop positive rapport with all staff members and community resources affiliates with company
- Evaluated final results to determine quality levels and isolate root causes of any identified faults
Education
Bachelor of Science - Dentistry
Del Valle University
Cali, Colombia 01.1995 - 01.2001
BBA - Business Administration
ICESI
Cali, Colombia 01.1993 - 06.1995
Skills
- Office administration
Timeline
Administrative Assistant
UA LOCAL 179
07.2010 - Current
Administrative Assistant
Miles J. Baumgartner Law Office
05.2009 - 06.2010
Operations Manager
Portobello Tile
03.2007 - 04.2009
Service Coordinator
Central Health Services – REIT
05.2006 - 02.2007
Bachelor of Science - Dentistry
Del Valle University
01.1995 - 01.2001
BBA - Business Administration
ICESI
01.1993 - 06.1995
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