Leighanne Spivey
West Green,GA
Summary
Experienced with managing extensive administrative duties to support office efficiency and executive needs. Utilizes strong organizational and communication skills to ensure smooth operations and team coordination. Track record of proficient document management and effective scheduling to enhance productivity.
Overview
7
7
years of professional experience
Work History
Administrative Secretary
City of Douglas Housing Authority
Douglas, GA
12.2025 - Current
- Managed scheduling and coordination of meetings for housing authority staff.
- Assisted in processing housing applications and maintaining accurate records.
- Provided front desk support, addressing inquiries from residents and stakeholders.
- Utilized office software to create documents and maintain databases efficiently.
- Coordinated communication between departments to streamline information flow.
- Supported preparation of reports by gathering data and organizing materials.
- Maintained filing system to ensure easy retrieval of important documents.
- Assisted in the development of policies and procedures to streamline administrative processes for improved efficiency.
- Kept reception area clean and neat to give visitors positive first impression.
- Supported executive decision-making by preparing agendas, taking minutes during meetings, and distributing relevant information.
- Responded to inquiries from callers seeking information.
- Sorted, opened, and routed incoming correspondence and deliveries to help senior leaders respond quickly to business and customer requirements.
- Safeguarded sensitive information by implementing strict confidentiality protocols in the handling of documents and communications.
- Optimized time management with meticulous calendar maintenance, ensuring timely completion of tasks and projects.
- Maintained confidentiality of sensitive information, ensuring trust and integrity in office dealings.
- Assisted coworkers and staff members with special tasks on daily basis.
- Provided clerical support to company employees by copying, faxing, and filing documents.
- Greeted incoming visitors and customers professionally and provided friendly, knowledgeable assistance.
- Conducted research on behalf of executive staff members as required to support informed decision-making processes within the organization.
- Enhanced office efficiency by organizing and maintaining filing systems, managing correspondence, and scheduling appointments.
- Demonstrated respect, friendliness, and willingness to help wherever needed.
- Used critical thinking to break down problems, evaluate solutions, and make decisions.
- Adaptable and proficient in learning new concepts quickly and efficiently.
- Processed incoming and outgoing mail, ensuring timely distribution.
- Utilized office software to update and maintain client records efficiently.
- Resolved customer problems and complaints.
- Organized, maintained and updated information in computer databases.
Office Manager
Willis' Ag Diesel
Douglas, GA
02.2023 - 12.2025
- Coordinated daily office operations to enhance workflow efficiency and team productivity.
- Managed scheduling and communication for staff meetings, ensuring all participants were informed and prepared.
- Maintained accurate records of office supplies and equipment, streamlining inventory management processes.
- Developed streamlined procedures for onboarding new employees, improving integration into company culture.
- Oversaw vendor relationships, negotiating contracts to optimize service quality and cost-effectiveness.
- Implemented digital filing systems to improve document retrieval speed and reduce physical storage needs.
- Trained junior staff on office protocols, fostering a collaborative work environment and enhancing team performance.
- Conducted regular evaluations of operational processes, identifying areas for improvement in daily activities.
- Handled sensitive information with discretion, maintaining confidentiality of company documents and personnel records.
- Provided exceptional customer service when addressing client inquiries or concerns via phone calls or email correspondence.
- Maintained accurate financial records by reconciling accounts payable/receivable transactions regularly to ensure balanced budgets.
- Oversaw office inventory activities by ordering and requisitions and stocking and shipment receiving.
- Enhanced team productivity by delegating tasks effectively and overseeing daily workflow.
- Coordinated office events and meetings, ensuring timely execution and optimal scheduling for all participants.
- Streamlined office operations by implementing efficient filing systems and organizational strategies.
- Assisted in the recruitment process, conducting interviews and onboarding new employees to promote a seamless integration into the team dynamic.
- Served as a liaison between upper management and staff members, facilitating open channels of communication to address concerns or issues promptly.
- Facilitated smooth communication between departments, addressing concerns promptly to maintain harmonious work relationships.
- Managed vendor relationships, negotiating contracts for cost savings while maintaining high-quality services.
- Contributed to workplace safety by ensuring compliance with established emergency protocols and conducting regular equipment inspections.
- Resolved office disputes swiftly and equitably, maintaining harmonious workplace.
- Handled sensitive employee and client information with utmost confidentiality, maintaining trust and integrity.
- Increased customer satisfaction by developing effective client feedback system that led to service improvements.
- Optimized office space utilization, leading to more efficient and productive work environment.
- Maintained employee records using HR management systems for accuracy and compliance.
- Conducted exit interviews to gather feedback and improve retention strategies.
- Filed paperwork, sorted, and delivered mail and maintained office organization.
- Answered and redirected incoming phone calls for office.
- Assisted in payroll processing to ensure timely delivery of paychecks to all employees.
- Monitored employee attendance and performance to verify punctuality and absences, addressing issues in accordance with company policies and procedures.
- Maintained compliance with federal and state labor laws by conducting regular audits of HR practices and documentation.
- Improved hiring quality by developing detailed job descriptions and selection criteria.
- Processed invoices and maintained accurate financial records to support accounting operations.
- Assisted in monthly reconciliations, ensuring precision and compliance with company policies.
- Collaborated with team members to streamline accounts payable processes for improved efficiency.
- Implemented best practices for data entry, reducing errors and improving turnaround times on transactions.
- Prepared itemized statements, bills, or invoices and recorded amounts due for items purchased or services rendered.
- Contributed to a positive work environment through effective teamwork, communication, and collaboration within the accounting department.
- Generated invoices upon receipt of billing information and tracked collection progress.
- Managed billing cycles to ensure timely invoicing and accurate payment processing.
- Developed and implemented streamlined billing procedures to enhance operational efficiency.
Oder Entry Clerk
Diamond Cargo Manufacturer
Douglas, GA
09.2021 - 02.2023
- Processed customer orders accurately using order entry software to ensure timely fulfillment.
- Maintained inventory records, tracking stock levels and coordinating with warehouse staff for replenishment.
- Verified order details against customer specifications to minimize errors and enhance satisfaction.
- Assisted in training new clerks on data entry procedures and company systems for efficient onboarding.
- Collaborated with sales teams to resolve order discrepancies and improve communication processes.
- Implemented improvements in order processing workflows, reducing turnaround time for customer orders.
- Monitored incoming shipments and updated system records to reflect real-time inventory status.
- Completed accurate order entry and data verification.
- Documented shipping information for orders and tracked packages when necessary.
- Processed cash payments and credit and debit card transactions.
- Reduced order discrepancies by diligently verifying and correcting input data.
- Supported team members during peak times, balancing workload within the department efficiently.
- Enhanced customer satisfaction with accurate and timely order processing.
- Liaised between departments to clarify order details and prevent miscommunication errors.
- Ensured compliance with company policies when handling sensitive customer information during the order entry process.
- Contributed to a reduction in backorders through careful inventory tracking and proactive communication with warehouse staff.
- Expedited urgent orders for time-sensitive clients, prioritizing tasks accordingly.
- Kept detailed records of all transactions, ensuring accurate documentation for future reference or audits if needed.
- Participated in team meetings aimed at improving overall departmental efficiency and effectiveness.
- Focused on continuous improvement in personal performance metrics such as speed, accuracy, and error rate.
- Maintained up-to-date knowledge of product offerings to provide accurate information for customers and internal teams.
- Streamlined order entry processes by implementing efficient data management techniques.
- Resolved customer issues with empathy and professionalism, addressing concerns promptly.
- Managed high-volume order periods effectively, maintaining accuracy under pressure.
- Collaborated with sales and warehouse teams to ensure smooth order fulfillment.
- Examined orders to confirm accuracy, completeness and adherence to customer requirements.
- Provided regular updates to customers regarding orders to maintain transparency and customer trust.
- Generated invoices and shipping labels to properly bill and ship customer orders.
- Informed customers by mail or telephone of order information such as unit prices, shipping dates and anticipated delays.
- Maximized customer satisfaction by checking outgoing documents and shipment labels for accuracy and conformance to outlined customer requirements and preferences.
- Contacted customers to collect payments and verify or add to existing information, consistently providing timely, accurate and customer-oriented service.
- Recommended merchandise and services that would meet customer needs.
Front Desk Receptionist
City of Douglas Housing Authority
Douglas, GA
09.2019 - 09.2021
- Greeted and assisted visitors, ensuring a welcoming atmosphere.
- Managed multi-line phone system, directing calls to appropriate departments.
- Scheduled appointments and maintained calendar for office personnel.
- Handled inquiries and provided information about services offered.
- Maintained cleanliness and organization of front desk area.
- Collaborated with team members to streamline reception processes and improve service delivery.
- 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.
- 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.
- Collected room deposits, fees, and payments.
- Enhanced customer satisfaction by providing efficient and professional front desk services.
- Supported administrative tasks such as filing, data entry, and document preparation for more efficient office workflow.
- Increased guest retention by maintaining a welcoming and organized reception area.
- Maintained accurate records of visitor logs for security purposes and compliance with company policies.
- Implemented more efficient mail distribution system, ensuring timely delivery of correspondence to staff.
- Compiled and submitted daily reports on front desk activities, offering insights for process improvements.
- Provided information and assistance to visitors and clients, addressing inquiries and resolving issues promptly.
- Contributed to team effort by accomplishing related results as needed, fostering collaborative work environment.
- Collected rent payments, processed transactions and updated relevant records.
- Collected and distributed messages to team members and managers to support open communication and high customer service.
- Routed incoming mail and messages to relevant personnel without delay.
- Assisted internal staff with clerical and administrative needs to maximize efficiency and team productivity.
- Balanced employee availability, customer schedules, and maximum load levels when scheduling appointments.
- Sorted, received, and distributed mail correspondence between departments and personnel.
- Assisted application inquiries and completed application process with new applicants.
Education
High School Diploma -
Coffee High School
Douglas05.2013
Skills
- File management
- Report generation
- Database entry
- Billing and invoicing
- File organization
- Administrative support
- Calendar management
- Minute taking
- Schedule control
- Clear communication
- Payroll administration
- Customer service
- Problem-solving
- Time management
Timeline
Administrative Secretary
City of Douglas Housing Authority
12.2025 - Current
Office Manager
Willis' Ag Diesel
02.2023 - 12.2025
Oder Entry Clerk
Diamond Cargo Manufacturer
09.2021 - 02.2023
Front Desk Receptionist
City of Douglas Housing Authority
09.2019 - 09.2021
High School Diploma -
Coffee High School