Carla Espinoza
United States Experience
329 Atlantic Corp.
Act as the point of contact between the President, leadership, staff, and external contacts
Manage scheduling and projects
Manage information flow in a timely and accurate manner
Manage calendars, set up meetings, and take meeting minutes
Handle expenses and prepare reports
Prepare and format information for internal and external communication – memos, emails, presentations, reports, etc.
Data Entry
Screen and direct phone calls and distribute correspondence
Receive, sort, and distribute daily mail/deliveries
Greet and welcome guests upon arrival
Direct visitors to the appropriate staff and office
Answer, screen, and forward incoming phone calls
Ensure the reception area is tidy and presentable
Order front office supplies and keep an inventory of stock
Perform other clerical receptionist duties such as filing, photocopying, and faxing
Professionally represent the organization during internal and external interactions
Administrative Receptionist
Conferenced/dialed in calls for Union delegates/representatives using the Broadworks telephone system
Received and sent faxes that were emailed based to the proper personnel
Data Entry
Maintenance of Union members contact information in the Basys database and mailed out Change of Address forms to shops if member information was incorrect or missing
Welcomed union members when they arrived to the office with questions regarding their pension or medical bills
Created monthly billing folders for the bookkeepers
Answered multiple phone lines via a telephone and computer-based system (Broadworks) and routed calls to proper personnel
Assisted bookkeepers with monthly billing invoices and created copies for Union delegates/ representatives
Scheduled and prepared correspondence/ packages for mailing with Fed Ex, UPS, and USPS
Administrative Receptionist
Prompt delivery of incoming mail to Executive floor; coordinated shipment pickups and deliveries
Assisted with the planning/coordination of Executive meetings/events
Provided front office responsibilities
Organize and maintain files and records
Data Entry
Assisted in the preparation of regularly scheduled reports/correspondence
Was responsible for conference room scheduling and set-up (food and beverage), calendar management, travel arrangements, expense management, coordination of building issues, and facilitate outside services/vendor tasks
Was responsible for maintenance of common spaces on Executive floor for appearance and functionality
Routed incoming calls
Prepared binders for meetings
