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Admin Assistant

Administrative Assistant Wanted for Beaudoin & Associates Realtors

Beaudoin & Associates, REALTORS

 JOB DESCRIPTION

 

Job Title:    Administrative Assistant 

Position Reports To:     Brenda Beaudoin, President 

The primary function of the Administrative Assistant is to perform diverse secretarial and administrative duties in order to help the president organize, build and grow their real estate business.  These objectives are achieved by: 

          Managing the President’s time 

          Organizing the business administratively       

          Generating referrals by covering the “BIG 3” with every client and    every contact (see              attached “The Big 3”) 

Key Duties: 

Assure the President in performing the “A” projects, e.g. List homes, show and sell homes, meet with clients, (see detailed list of “A”, “B” and “C” projects attached) 

Assist the President in maintaining a consistent follow-up program with the entire client base, both current e.g. daily contact and; after sales e.g. monthly contact, by preparing the daily written plan of “To Do’s”, and “Calls”.  Prepare all “Letters” as needed. 

Complete and prioritize a daily “To-Do-List” in order to have measureable results for day-to-day operations. 

Assist the President with organizing and identifying their “A”, “B” and “C” clients. 

Manage the Client Appreciation Program and all other marketing programs in existence or generated in the future, which shall include a consistent follow-up program with the entire client base.  

Assist the President in reaching all company and agent related goals. 

Maintain and organize the President’s daily schedule through time blocking and reverse scheduling techniques. 

General Responsibilities: 

Understand and support established company philosophy, policies, and procedures to provide proper and effective service as requested. 

Protect the President’s time by keeping interruptions to a minimum through screening calls, visitors and incoming mail. 

Seek to build relationships with the agent’s current and existing clients.  (Current clients are those with transactions in progress; existing clients are those that the agent has handled transactions for in the past.) 

Answer all telephone calls with confidence and a quality service. 

Handle as many calls as possible from beginning to completion; handle hem accurately and efficiently, make sure each client is completely satisfied with your responses. (IMPORTANT NOTE – all clients should feel that the President is available to them) 

Document all calls and identify where the call was generated (sign, referral, ad, etc.) 

Greet clients and vendors courteously and confidently. 

Process assigned tasks, customer inquiries, and other related work in a timely manner (Agent to identify standards). 

Track all listings, under contracts and closing plans from the onset of a contract through and after closing has occurred assuring all dates and commitments are met.  Generate all necessary extensions as needed prior to date of expiration.  Communicate with President on progress of all transactions. 

Follow through on all commitments or promises made by our office. 

Maintain a schedule of the President’s time:  calendar, meetings, projects, etc., confirm all appointments. 

Identify problems, recommend solutions, offer money saving ideas/money making ideas. 

Maintain and organize supplies to avoid emergencies; keep an inventory list. 

Seek improvement to existing procedures and systems, ask questions. 

Maintain a professional office environment 

Promote an environment of team work

Perform other related duties as assigned.

 

Resume for Diane Santos

DIANE SANTOS

E: [email protected] M: 978-805-8843 9 N Main St, Derry, NH 03038

www.linkedin.com/in/dianeosantos/

 
 

           

            Dedicated, reliable and teamwork oriented bilingual professional, able to prioritize and effectively coordinate tasks to accomplish projects. Over two years of Content Integrity experience with high attention to detail, highly motivated and organized. Coachable, resourceful and flexible, able to adapt to changing priorities and maintain a positive attitude and strong work ethic. Fluent in Portuguese.

 
 

 

 

 



PROFESSIONAL EXPERIENCE

 

 

Coastal One Photography Lowell, MA                                                       01/2010 to Present

 

  

Administrative Assistant (part-time)

  

Assistant to CEO/Owner responsibilities both business and personal

  

Office administration and organization coordinate calendar, travel arrangements, equipment rental arrangements, handle incoming and outgoing mail, office supplies, keep and update customers database

  

Work in coordination with the owner to manage sales operations. Manage the needs of customers in order to successfully meet companys objectives and goals.

  

Marketing Assistant: Plan and organize Marketing strategies to promote the companys product and services, identify potential markets, design of ads, flyers, handouts, periodic promotional emailing to customers, some area canvassing 

  

Website Design: Helped design and maintain Companys Website

 

 

TripAdvisor LLC Newton, MA                                                                       01/2012 to 9/2014

 

  

Global Content Specialist: Maintained control of all forms of Portuguese content and all of the support related systems.

  

Handled day to day customer service operations in Portuguese; monitored user feedback and communicate user needs to appropriate teams.

  

Ensured the integrity of TripAdvisor content via proprietary tools and processes.

  

Awarded (peer voted) financial compensation for performance and team work.

  

Advanced to Content Integrity team: Content Integrity Specialist.

  

Took ownership of activities relating to the Portuguese point of sale, and planned resources and forecast volumes.

  

Tracked and reported on content metrics.

  

Collaborated with team to improve internal toolset.

  

Troubleshot technical problems and escalated bug reports to Engineering team.

  

Selected to lead and organize global content trainings for TripAdvisor analysts in Eastern Europe.

Carstar Collision Center Lowell, MA                                                           06/2011 to 11/2011

 

  

Customer Service Representative (full-time)

  

Customers first contact - Answer phone calls and greet customers as they enter the store

  

Contact insurance companies to check on customers deductibles and other qualifications

  

Prepare final invoices for customers - take payments or set up credit applications.

  

Order office material when necessary. Organize incoming and outgoing mail.

 

 

Carlisle Chemical/Bedford Executive/The Boardroom Bistro Bedford, MA

                                                                                                                            12/2010 to 06/2011

  

Administrative Assistant (full-time)

  

Assistant to owner - both business and personal

  

Office administration and organization - coordinate calendar, travel arrangements, handle incoming and outgoing mail, office supplies.

  

Assist in the design and maintenance of website

  

Design marketing material and assist with any marketing campaign

  

Maintain restaurant boards and promotional material

  

Assist with cash registers at busy hours as well as any needed customer service

  

Assist bookkeeper with any additional tasks requested

 

 

Charming Shoppes Inc Chelmsford, MA                                                   07/2009 to 04/2010

 

  

Part-time Sales Leader at Fashion Bug retail store

  

Open and Close store drawer audits, bank deposits

  

Lead shift, Delegate Tasks, Customer service

 

 

Social Security Office Terceira, Azores, Portugal                                    07/2007 to 09/2007

 

  

Summer position as a Secretary

  

Maintain time-sheets and update accrual record

  

Scanned, sorted and filed archive records

 

 

Regional Education Commission Terceira, Azores, Portugal                            07/2006 to 09/2006

 

 

  

Summer position as a Secretary

  

Performed general clerical work

  

Entered and processed paperwork related to student records transcripts, diplomas and other general inquiries

* 

Handle incoming and outgoing mail

 

 
 

 

 

 



EDUCATION

 

Bachelors of Science in Business Administration

Attending Endicott College Beverly, MA

TECHNICAL SKILLS

 

Microsoft Office Suite: Excel Word Powerpoint Outlook

Customer service software: Salesforce Zendesk

In-house proprietary data analysis tools and software

Resume for Jennifer L. Breen

Jennifer L. Breen

(603) 674-5665                                                                                           [email protected]

www.linkedin.com/in/jenniferbreen

 

SUMMARY

Tech-savvy, knowledgeable Administrative Specialist with 11+ years of comprehensive office experience, focusing on Administrative Support and Office Management. Provides superior customer service and wide-ranging high-level Administrative support within the Government and private industry. A proactive, detail-oriented self-starter with excellent organizational, analytical, and creative problem-solving skills. Excels at working independently, as well as within a team environment. Currently enrolled in the 2015 Technical Writing Program at Middlesex Community College.

 

Currently holds an active DoD Secret Clearance.

SKILL SUMMARY

 

  • Conflict Minerals (3GT) Research (EU RoHS and REACH)
  • ERP Systems (Agile PLM, Oracle & SAP)
  • MS Office – Word, Excel, PowerPoint
  • Supply Chain Management
  • Project Management
  • Graphics Management
  • Subcontracts Support
  • SharePoint Database Administration

 

 

EXPERIENCE

American Science and Engineering – Contractor                              Contract 2014

(Manpower)

Procurement Coordinator, Billerica, MA

  • Initiated and tracked supplier responses required to determine compliance with Conflict Minerals, investigated and expedited responses with unfavorable indicators for thousands of parts, encompassing initial REACH (EU) and RoHS supplier compliance interaction.
  • Provided the administrative tactical support needed for the roll out of AS&E's Conflict Minerals program, as well as parallel coordinating REACH and RoHS supply and gathering crucial supplier information related to specific RoHS, REACH and Conflict Minerals polices.
  • Coordinated and managed responses for thousands of parts from a complex Progress Report spreadsheet by transforming data into thorough charts with Excel.
  • Saved AS&E over $2K in additional outside contracting assistance by researching inquiries using Agile PLM, Oracle and Google, resulting in fewer parts needing to be analyzed.
  • Provided additional assistance and support to the Supply Chain Manager (additional research and communication with outside suppliers to maintain on-schedule completion and delivery of product lines).

us aIR fORCE – GOVERNMENT CONTRACTOR                                                                    2013

(MANTECH INTERNATIONAL CORPORATION)

Administrative Specialist, Hanscom AFB, MA

 

  • SharePoint Administrator/Site Owner responsible for adding/editing/maintaining site content, site permissions, uploading presentations/documents for editing by the operations manager and team members.
  • Administrative support for the Data and Integration Operations Manager. Responsibilities included calendar/schedule coordination, meeting arrangements, presentation/document editing, data tracking, and meeting preparation/execution. Maintained time and attendance records for Civilian Employees, which included entering/editing timecards, ensuring employees complete and submit them, and are certified on time for payment.
  • Distributed information to team members by uploading and editing official Records Management documents on SharePoint as the Functional Area Records Manager (FARM) for the Division, which entailed interviewing, assisting and instructing team members on how to properly manage their individual file plans.

utc Aerospace systems – contractor                                                   contract 2012

(superior Technical resources)

Supply Chain Administrator, Westford, MA

  • Compiled SAP training exercise manuals including material from all of supply chain to support the transition effort from a former ERP system (Oracle) to a new one (SAP).
  • Entered Request for Quotes (RFQs) into the ERP for processing by the buyer. Prepared RFQ packages including letters, parts specifications, drawings and documentation for the Subcontracts department. Maintained complex Excel spreadsheets for quote status and response. Followed up with suppliers regarding their quotes and refers to the Optics Buyer as needed.
  • Supported a major government Small Business Audit in the middle of a company merger assuring specific purchase orders were in compliance with company regulations. Assisted in researching specific suppliers to obtain critical information needed for the audit. Audit was successful.
  • General file management and record retention duties
  • Recognized by the company Compliance Manager for excellent work.

us air force – government contractor                                                         2010 - 2011

(dynamics research corporation and odyssey systems)                                                           

Acquisition Management Analyst, Hanscom AFB, MA

Administrator III, Hanscom AFB, MA

  • Served as communication liaison for the Division Chief by coordinating his ever-changing calendar for effective time management, scheduling interdepartmental meetings, and organizing his frequent business travel itineraries through DTS (Defense Travel System). Processed travel expense reports for Division Chief and senior leadership, which resulted in 100% reimbursement for Military and Civilian Personnel. Initialized and trouble-shooted video teleconferencing and web-sharing capabilities for meetings, which saved a significant amount on leadership traveling expenses.
  • Scheduled multiple computer training classes for Military personnel and Government employees on base. Coordinated with the educational training center on base to confirm venue. Worked closely with the training vendor to ensure all equipment and materials were available for each course. Persistently monitored and kept accurate records through MS Excel of student attendance by contacting them through e-mail and/or phone regarding their assigned courses.
  • Created Workflow Process Maps for instructor-led Continuous Process Improvement (CPI) courses on base, which provided an accurate assessment of how much time was spent in each course on each topic. Facilitated brainstorming of ideas with the instructor on how to clearly and efficiently present the material in the future.
  • Conceptualized and designed presentations, posters and signs to be used by senior leadership for Organization publicity, team-building applications and visual representation of concepts that were presented in a high-level Government meeting.

BAE Systems                                                                                                             2003 – 2009

 

Administrative Assistant/Receptionist, Hudson, NH (2006 – 2009)

 

  • Coordinated visitor processing (classified and unclassified), prepared and retained detailed visitor records, and monitored access control through use of government-approved badging system.
  • Managed the facility front lobby as the Receptionist by serving as the main point of contact
    for all building occupants with friendliness, sensitivity, and discretion.
  • Researched clearance information for incoming visitors using various adjudication systems
    (SIMS, JPAS), which ensured smooth visitor processing and quicker entry into the facility.
  • Used SharePoint to post Security document updates to team members, which helped provide current information to senior leadership.
  • Assisted in participating in successful Staff Assistance Visits (SAVs) for multiple facilities by inspecting classified areas for proper maintenance and government compliance. Compiled
    detailed reports of each SAV to assist site security personnel in making the changes needed
    to be in compliance.

 

Administrative Assistant – DASALS/Precision Targeting, Nashua, NH (2003 – 2006)

  • Arranged cost-saving travel options for team members online and by phone. Prepared, submitted and tracked travel expense reports for team members, which resulted in 100% billing reconciliation and reimbursement for team members. Provided administrative support to two program managers by answering phones, scheduling meetings, and arranging conference room reservations via Outlook.
  • Assisted in planning, preparing and coordinating major program-related events for team members and customers, both Government and private industry.

 

EDUCATION

 

  • Bachelor of Arts in English; Keene State College
  • Technical Writing Certificate; Middlesex Community College (beginning January, 2015)
  • AGILE PLM and Oracle training; American Science & Engineering
  • SharePoint Site Owner Certification and Advanced SharePoint Courses; Hanscom AFB, MA
  • UTC Aerospace Systems; various required SAP training classes (online and classroom-led)
  • Adult Learning Center; Microsoft Office courses (Excel 2010 & Word 2010)
  • New Horizons Computer Learning Center; MS Office Suite Certificate Program