Stephanie Pilon
Ottawa,ON
Summary
Dedicated administrative professional with successful experience in fast-paced office settings. Hardworking team player with expertise in completing various clerical tasks and offering staff support. Responsible, punctual and productive professional when working with little to no supervision.
Overview
9
9
years of professional experience
Work History
Administrative Assistant
Orleans Glass
03.2016 - 02.2019
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Executed record filing system to improve document organization and management.
- Scheduled office meetings and client appointments for staff teams.
- Restocked supplies and placed purchase orders to maintain adequate stock levels.
- Assisted development and implementation of new administrative procedures.
- Sorted and distributed office mail and recorded incoming shipments for corporate records.
- Processed customer orders accurately and within agreed timeframes to meet service standards.
- Managed filing system, entered data and completed other clerical tasks.
- Assisted coworkers and staff members with special tasks on daily basis.
- Built and maintained excellent customer relationships through timely response to inquiries and going above and beyond to accommodate unusual requests.
- 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.
Scheduling Coordinator
Orleans Glass
12.2015 - 02.2019
- Managed daily scheduling conflicts to reduce operational backlogs and support full shift-coverage.
- Proactively identified scheduling issues and developed quick solutions to promote efficiency and profitability.
- Communicated scheduling changes to staff members, implementing proof-of-receipt to reduce errors.
- Worked with manager and supervisor to plan and coordinate production schedules.
- Implemented time-blocking and schedule notifications to optimize time management.
- Oversaw appointment scheduling and itinerary coordination for both clients and personnel.
- Resolved issues through active listening and open-ended questioning, escalating major problems to manager.
- Optimized organizational processes by effectively managing crew schedules while adhering to contractual restrictions.
- Acted as first point of contact and set appointments for prospective clients.
- Answered phone calls and answered questions from potential customers.
- Managed multiple schedules and prioritized tasks to meet demands of fast-paced work environment.
- Confirmed appointments one day prior to minimize missed appointments and maximize clinic utilization.
- Set schedules for [Number] staff by planning and designating shifts and hours.
- Answered phone calls and responded to customer emails.
- Assisted in resolving customer complaints and grievances.
- Scheduled and organized delivery routes.
- Coordinated schedules for optimal coverage of daily workload and adjusted quickly to changing demands.
Human Resources Assistant
Nuance Communications
01.2014 - 02.2016
- Filed paperwork, sorted, and delivered mail and maintained office organization.
- Conducted new hire orientation to verify completion of appropriate paperwork, recording information on human resources database.
- Answered and redirected incoming phone calls for office.
- Screened applicant resumes and coordinated both phone and in-person interviews.
- Conducted exit interviews with terminated employees.
Facilities Coordinator, Receptionist
Brookfield Renewable Energy
04.2012 - 03.2014
- Served as point of contact for internal and external customers seeking support and information.
- Built relationships with vendors and contractors to support timely and cost-effective services.
- Communicated with general managers and facility teams regarding upcoming repairs and projects.
- Maintained physical condition of facilities, applying available resources and personnel to achieve safe, clean, and functional environment.
- Conducted regular facility inspections to identify repair needs or improvements.
- Managed and coordinated all facilities maintenance and repair projects within time and budget constraints.
- Assisted with meetings and conference room reservations.
- Updated tracking system monitoring facilities-related materials, supplies and equipment.
- Greeted incoming visitors and customers professionally and provided friendly, knowledgeable assistance.
- Kept reception area clean and neat to give visitors positive first impression.
- Answered phone promptly and directed incoming calls to correct offices.
- Responded to inquiries from callers seeking information.
- Resolved customer problems and complaints.
- Corresponded with clients through email, telephone, or postal mail.
- Managed multiple tasks and met time-sensitive deadlines.
- Provided clerical support to company employees by copying, faxing, and filing documents.
Event Coordinator
University Of Ottawa
10.2009 - 01.2011
- Coordinated schedules and timelines for events.
- Managed event logistics and operations.
- Managed administrative logistics of events planning, event booking, and event promotions.
- Performed event coordination for larger parties and gatherings.
- Consulted with customers to determine objectives and requirements for events.
- Evaluated and selected service providers and vendors according to customer requirements.
- Communicated with catering, lighting and sound companies to obtain price quotes.
- Inspected event facilities to confirm conformance to customer requirements.
Education
High School Diploma -
Philemon Wright High School
Gatineau, QC06.2007
Skills
- Critical Thinking
- Administrative Support
- Phone Call Answering
- Microsoft Office
- Coordination
- Customer Service
- Recordkeeping
- Customer and Client Relations
- Prioritization
Timeline
Administrative Assistant
Orleans Glass
03.2016 - 02.2019
Scheduling Coordinator
Orleans Glass
12.2015 - 02.2019
Human Resources Assistant
Nuance Communications
01.2014 - 02.2016
Facilities Coordinator, Receptionist
Brookfield Renewable Energy
04.2012 - 03.2014
Event Coordinator
University Of Ottawa
10.2009 - 01.2011
High School Diploma -
Philemon Wright High School