Rui Zhang

• Generate, input, revise, and meticulously review various documents such as correspondence, invoices, presentations, brochures, publications, reports, and related materials using both machine dictation and handwritten sources.
• Manage the intake and distribution of incoming physical and electronic mail, coordinating the efficient flow of information internally and with external departments and organizations.
• Coordinate and confirm appointments and meetings for the employer, ensuring a well-organized schedule.
• Oversee the procurement of office supplies and maintain inventory levels to support smooth day-to-day operations.
• Handle telephone and electronic inquiries, relay messages, and manage call traffic effectively.
• Establish and maintain both manual and computerized filing systems for efficient data retrieval.
• Develop and implement office procedures to optimize workflow and enhance organizational efficiency.
• Welcome and assist visitors, ascertain the nature of their business, and direct them to the appropriate individual or department.
• Record and prepare accurate minutes of meetings to facilitate documentation and follow-up actions.
• Organize travel schedules and reservations, ensuring timely and cost-effective arrangements.
• Optionally, compile data, statistics, and other relevant information to support research activities.
• Supervise and train office staff in established procedures and the use of current software tools as needed.

• Answered phones to direct callers, schedule appointments and provide general office information.
• Print and organize policy documents
• Data entry into Broker Management System (ie. Power Broker)
• Sort and organize customer files
• Organize cancelled files for record keeping
• Type and email renewal reminders
• Distribute new quote requests among CSRs
• Assist in ICBC Autoplan transaction
• Other duties and responsibilities as assigned