Theresa Trotta
Dover
Summary
Dynamic Administrative Assistant with proven expertise at Delaware Division of Professional Regulations, excelling in customer service and data management. Recognized for enhancing office efficiency through meticulous record-keeping and strong problem-solving skills. Adept at managing multi-line phone systems while fostering positive client relationships and maintaining confidentiality in all communications.
Experienced with coordinating administrative tasks and maintaining organized office environments. Utilizes strong organizational skills to enhance office efficiency and support team operations. Track record of effective communication and multitasking to meet diverse administrative needs.
Experienced administrative professional prepared for this role with strong background in office management, scheduling, and communication. Skilled in handling multiple tasks efficiently, ensuring smooth operations, and supporting executive teams. Team collaboration and adaptability to changing needs drive consistent achievement of organizational goals. Known for reliability and fostering positive work environment.
Overview
10
10
years of professional experience
Work History
Administrative Assistant II
Delaware Divsion of Professional Regulations
03.2025 - Current
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Maintained confidentiality of sensitive information by adhering to strict privacy policies and implementing secure filing systems.
- Delivered excellent customer service through prompt responses to client inquiries, addressing concerns effectively, and building strong relationships.
- Ensured accurate record-keeping with diligent data entry and database management for vital company information.
- Work directly with the public and helping to answer any level 1 inquiries.
- Customer Service
- Professionalism
- Promoted a positive work environment through effective communication skills and fostering professional relationships among colleagues.
Receptionist
Topshelf Handyman Solutions
09.2023 - 03.2025
- Greeted incoming visitors and customers professionally and provided friendly, knowledgeable assistance.
- Confirmed appointments, communicated with clients, and updated client records.
- Answered phone promptly and directed incoming calls to correct offices.
- Kept reception area clean and neat to give visitors positive first impression.
- Resolved customer problems and complaints.
- Handled cash transactions and maintained sales and payments records accurately.
- Streamlined front desk operations for increased efficiency by effectively managing phone calls, emails, and walk-in clients.
- Responded to inquiries from callers seeking information.
- Maintained a well-organized reception area with updated materials, contributing to a welcoming environment for visitors.
- Supported office efficiency by performing clerical tasks such as data entry, photocopying, scanning, and faxing documents.
- Corresponded with clients through email, telephone, or postal mail.
- Demonstrated strong multitasking abilities while managing numerous tasks simultaneously under tight deadlines.
- Managed multiple tasks and met time-sensitive deadlines.
- Handled sensitive information with discretion while maintaining strict confidentiality standards.
- Enhanced customer satisfaction by promptly addressing inquiries and providing accurate information.
- Provided administrative support to staff members by handling correspondence, filing documents, and managing office supplies inventory.
Front Desk Receptionist
Demetris Electric
03.2019 - 08.2022
- Greeted guests at front desk and engaged in pleasant conversations while managing check-in process.
- Maintained organized and clean front office area to create professional and welcoming environment for visitors and employees.
- Scheduled, coordinated and confirmed appointments and meetings.
- Enhanced customer satisfaction by providing efficient and professional front desk services.
- Delivered outstanding first impressions by warmly greeting visitors upon arrival at the front desk.
- Managed high-volume phone calls, directing inquiries to appropriate personnel for prompt resolution.
- Supported administrative tasks such as filing, data entry, and document preparation for more efficient office workflow.
- Scheduled appointments accurately using reservation software, reducing conflicts or doublebookings.
- Handled sensitive customer information with confidentiality, adhering to company privacy guidelines.
- Developed strong working relationships with team members, fostering a positive work environment.
- Completed data entry and filing to keep records updated for easy retrieval.
- Resolved customer issues quickly and notified supervisor immediately when problems escalated.
- Completed all tasks in compliance with company policies and procedures.
- Increased guest retention by maintaining a welcoming and organized reception area.
- Maintained confidentiality of sensitive data to protect customer and business information.
- Maintained accurate records of visitor logs for security purposes and compliance with company policies.
- Resolved billing discrepancies promptly with thorough attention to detail, fostering trust between clients and the organization.
Medical Receptionist
Eranga Cardiology
09.2015 - 03.2019
- Coordinated patient scheduling, check-in, check-out and payments for billing.
- Checked patient insurance, demographic, and health history to keep information current.
- Helped patients complete necessary medical forms and documentation.
- Maintained strict confidentiality of patient information, adhering to HIPAA regulations and medical office policies.
- Adhered to strict HIPAA guidelines to protect patient privacy.
- Managed high call volumes, directing calls to appropriate departments while maintaining a polite and professional demeanor.
- Managed multi-line phone system and pleasantly greeted patients.
- Provided compassionate customer service, creating a welcoming atmosphere for patients and their families.
- Maintained current and accurate medical records for patients.
- Enhanced patient satisfaction by efficiently managing the front desk operations and addressing inquiries in a timely manner.
- Developed strong relationships with patients, fostering loyalty and trust in the practice''s services.
- Assisted healthcare providers with administrative tasks, enabling them to focus on quality patient care.
- Contributed to a positive work environment by collaborating effectively with colleagues and supporting team initiatives.
- Ensured accurate record-keeping by diligently updating patient information and verifying insurance coverage.
- Transcribed phone messages and relayed to appropriate personnel.
- Kept waiting room neat and organized by stacking magazines, removing trash, and cleaning glass.
- Streamlined appointment scheduling for improved patient flow and reduced wait times.
- Supported office staff and operational requirements with administrative tasks.
- Coordinated specialist referrals for patients requiring additional care, facilitating efficient transfer of medical records as needed.
- Organized essential medical documents, streamlining access to vital information for healthcare providers during appointments.
- Handled billing procedures accurately, ensuring prompt payment from both patients and insurance providers.
- Reduced no-shows by implementing appointment reminder system through phone calls or text messages.
- Facilitated effective communication between patients, medical staff, and insurance companies to ensure seamless coordination of care.
Education
Smyrna High School
SmyrnaAssociate of Applied Science - Surgical Assisting
Delaware Technical And Community College
Dover, DE05-2010
Skills
- Customer service
- Data entry
- Computer skills
- Office administration
- Administrative support
- Microsoft Word
- Time management
- Microsoft Excel
- File organization
- Microsoft outlook
- Customer and client relations
- Computer proficiency
- Customer relations
- Clerical support
- Critical thinking
- Strong problem solver
- Scheduling
- Documentation and recordkeeping
- Office management
- Professional communication
- Scheduling and calendar management
- Dedicated team player
- Appointment scheduling
- Verbal communication
- Data organization
- Deadline oriented
- Records management
- Professional and mature
- Calendar management
- Documentation and reporting
- Relationship building
- Meticulous attention to detail
- Prioritization
- Multi-line phone systems
- Client relations
- Multi-line phone proficiency
- Resourceful
- Tech-Savvy
- Confidential document control
- Complex Problem-solving
- Internal communications
- Schedule management
- Internet research
- Workflow optimization
- Multi-line telephone systems
- Training and coaching
Timeline
Administrative Assistant II
Delaware Divsion of Professional Regulations
03.2025 - Current
Receptionist
Topshelf Handyman Solutions
09.2023 - 03.2025
Front Desk Receptionist
Demetris Electric
03.2019 - 08.2022
Medical Receptionist
Eranga Cardiology
09.2015 - 03.2019
Smyrna High School
Associate of Applied Science - Surgical Assisting
Delaware Technical And Community College
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