Olga Ivanova

Professional administrative assistant experienced with coordinating administrative tasks and maintaining organized office environments.

Track record of effective communication and multitasking to meet diverse administrative needs. Excellent organizational abilities and collaborative mindset ensure seamless team operations and goal achievement.

SPA UTOPIA - ADMINISTRATIVE ASSISTANT/FRONT DESK

Vancouver, BC • 06/2022 - 12/2025

• Key-holder: opening/closing the spa
• Arriving guests(check in), processing payments, balancing cash registers at the end of the day. Making sure the spa is cleaned and organized for the next business day. Greeting and welcoming clients in a prompt and professional manner
• Managing filing system, entering data and completing other clerical tasks as needed.
• Answering multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
• Delivering excellent customer service through prompt responses to client inquiries, addressing concerns effectively, and building strong relationships.
• Ensuring accurate record-keeping with diligent data entry and database management for vital company information.
• Improved document organization with thorough file maintenance, archiving outdated records as necessary for efficient retrieval when needed.
• Preparing and issuing Invoices for clients
• Processing Insurance Claims for RMT massages
• Maintaining Services schedule: Booking, adjusting, cancelling, or rescheduling services for the guests 
• Making notes on any relevant details pertaining to the guest and their appointments
• Making sure any necessary forms and guest information are completed and ready for their appointments
• Maintaining room and services allocations for the service providers
• Processing Petty Cash entries, relaying all communications to their proper destinations, filing and maintaining any and all necessary records and documentation
• Maintain a tidy and professional reception area, front desk, guest lounge, and back spa area.

Office Administration Diploma

CDI College

Vancouver, BC