Kiara Ramírez Garro

Administrative professional with 6+ years of experience supporting daily operations, coordinating schedules, managing documentation, tracking expenses and inventory, and providing administrative support to management. Experienced in handling multiple priorities, coordinating with internal teams and external parties, preparing reports, maintaining accurate records, and following up on administrative processes. Strong organizational, communication, and customer service skills, with experience working in fast-paced environments and handling sensitive information with discretion.

Adaptable and detail-oriented, with a strong ability to learn new systems and administrative processes.

Administrative Assistant / Receptionist at Best Dent Dental Clinic (2023-01 – Present)

• Coordinate two doctors' calendars and manage patient appointments, including schedule changes, cancellations, last-minute adjustments, and coordination with external specialists and their assistants.
• Serve as the primary administrative point of contact between doctors, patients, and external specialists, ensuring timely communication, appointment coordination, and follow-up.
• Provide direct administrative support to management by coordinating daily priorities, communicating pending matters, preparing information, and following up on assigned tasks.
• Manage administrative processes for patients referred through the National Insurance Institute (INS), including information verification, appointment coordination, system updates, documentation, treatment follow-up, and submission of records for review and payment approval.
• Maintain accurate physical and digital records containing confidential patient and medical information, including reports, informed consent forms, diagnostic documentation, and treatment records.
• Prepare and maintain monthly INS reports, tracking patient services, case information, approved amounts, and supporting documentation while verifying information against records provided by the institution.
• Coordinate occasional vendor-related requests by researching suppliers, comparing prices and delivery conditions, requesting invoices and payment information, and following up on deliveries and required materials.
• Support daily office operations by monitoring administrative supplies, identifying shortages, coordinating purchases with management, and ensuring the reception area remains organized and operational.

Management Assistant / Receptionist at Vainilla Beauty (2022-05 – 2022-12)

• Managed high-volume appointment scheduling for a team of approximately six to seven service professionals, coordinating multiple calendars, services, cancellations, delays, schedule changes, and client requests in a fast-paced environment.
• Coordinated daily branch operations and served as the point of contact for clients and staff, resolving scheduling conflicts, customer concerns, and operational issues while maintaining service continuity.
• Supervised staff and managed branch operations in the manager's absence, including task coordination, schedule adjustments, customer escalations, and day-to-day operational decisions.
• Opened and closed the branch, including cash handling and payment reconciliation, daily billing reports, payment terminal closing procedures, and verification of operational readiness.
• Managed inventory activities by receiving and verifying supplies, recording inventory movements, performing physical counts, identifying discrepancies, and requesting replenishment from the central warehouse.
• Provided customer service through in-person interactions, phone, and digital channels, handling complaints and follow-up cases and escalating situations requiring higher-level approval.
• Supported communication with management and other company locations by preparing and sharing information, coordinating requests, and assisting with administrative tasks as needed.

Administrative Assistant at ADOCSA (2018-11 – 2020-10)

• Provided administrative support to the Costa Rica management team by preparing reports, organizing information, handling administrative requests, and coordinating documentation with internal departments.
• Supported expense documentation processes by collecting invoices and receipts from technicians, calculating expenses in Excel, preparing established expense reports, and submitting supporting documentation to accounting for review.
• Maintained inventory records for technical equipment and materials, documenting equipment issued to and returned by technicians, performing monthly physical counts, and reporting discrepancies to the relevant departments.
• Organized physical administrative and accounting documentation by week and month, ensuring records were complete, properly filed, and readily available when requested.
• Supported communication with technicians, accounting, and other internal departments through phone and email, handling administrative inquiries and providing required information.
• Used Microsoft Excel, Word, and Outlook to prepare reports, organize information, track expenses and inventory, and maintain administrative records.

Customer Service Agent (Call Center) at Amazon (2016-12 – 2017-03)

• Handled inbound calls from international customers, primarily from the Spanish market, providing information, resolving inquiries, and maintaining professional communication in a high-volume environment.
• Managed customer cases according to established performance metrics, including handling time, service quality, and process compliance.
• Documented customer interactions and followed established procedures using internal systems while maintaining accuracy and effective case resolution.

Technical Diploma in Service Center Administration – CTP Santo Domingo (2014 – 2016)