Administrative Specialist

Administrative Specialist — Beacon Health Solutions

Charlotte, NC | June 2023 – Present

• Coordinated travel logistics, calendar management, and expense reconciliation for 5 department directors, reducing scheduling conflicts by 24% and improving travel booking efficiency by 18%.
• Managed a departmental office budget of $90,000, auditing supply procurement and renegotiating service contracts with 4 local vendors to reduce annual overhead by 14%.
• Organized and executed 12 corporate events and regional training seminars for up to 150 attendees, maintaining all events under budget and scoring a 96% attendee satisfaction rate.
• Standardized the digital onboarding documentation workflow for new hires using SharePoint, decreasing administrative processing times by 28% for 45 incoming employees.

Administrative Coordinator — Pinnacle Financial Group

Raleigh, NC | June 2021 – May 2023

• Maintained office operations and front-desk reception for a branch of 40 professionals, handling up to 80 incoming client inquiries daily with a 98% resolution rate.
• Spearheaded the migration of 4,000 physical client files to a secure cloud-based document management system, improving department-wide retrieval efficiency by 35%.
• Audited monthly expense reports and processed billing invoices using QuickBooks, reducing accounting discrepancy rates from 6.5% to under 1% over a 12-month period.
• Supervised and trained 2 entry-level administrative assistants on office software protocols, boosting daily document processing productivity by 15% across the team.

Office administration, Calendar management, Expense reconciliation, Travel coordination, Event planning, Vendor management, Document management systems, Billing and invoicing, Microsoft Office 365, Google Workspace, SharePoint, Salesforce, QuickBooks, Slack

Digital Document Archive Migration

Role: Project Coordinator

Tools: SharePoint, Microsoft Excel, Adobe Acrobat

Led the transition of 4,000 legacy files to a cloud database, finishing 2 weeks ahead of schedule and enabling instant remote access for 40 staff members.

Office Space Restructuring

Role: Administrative Lead

Tools: Microsoft Project, Excel, Slack

Coordinated a physical office layout redesign and vendor transition, reducing annual lease and supply costs by 14% while ensuring zero business downtime.

• Certified Administrative Professional (CAP) (2024)
• Microsoft Office Specialist (MOS): Excel Expert (2022)

• Languages: English (Native), Spanish (Conversational)
• Volunteer Work: Event coordinator for community food bank drives (2022-present)
• Availability: 2 weeks notice