1. KARA SWANSON
Bellingham, WA / 360-739-0046 / kisala122@comcast.net
https://www.linkedin.com/in/kara-swanson-53219069
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OFFICE MANAGER / SENIOR OFFICE ADMINISTRATOR
Highly accomplished, versatile office manager offering more than 20 years of experience in challenging business
environments requiring strong organizational and analytical capabilities. Dynamic problem solver with proven
effectiveness in identifying system inefficiencies and implementing corrective measures to improve cash flow and
reduce costs. Demonstrates exceptional interpersonal communication skills relating to management, colleagues,
vendors and customers. Consistently achieves outstanding results in fast paced, deadline-driven environments.
KEY COMPETENCIES
 Project Management  Database Management  Office Operations
 Accounts Payable / Receivable  Customer Service  Problem Solving
 Process Improvement  Finance and Cost Controls  Internal Controls
 Self-starter  Quick Learner  Team Player
QUALIFICATIONS
 Computer skills: 20+ years of experience with latest version of MS Word, Excel, Outlook, PowerPoint, Publisher,
Google Docs
 Other Software experience: QuickBooks, Adobe Acrobat & CS6 (Photoshop & InDesign), Ecert, GoldMine, ISIS,
Great Plains, ACT
 Other: Smartsheets, Campaign Monitor, Constant Contact, iContact Online Marketing Services, Eventzilla,
Viawarp/Authorize.net (online payment sites), online research, Google Chrome/IE/Firefox, Facebook, Twitter,
LinkedIn, HTML, website updating, Dropbox
 Keyboarding: 75 WPM
PROFESSIONAL EXPERIENCE
Office Manager
Non-GMO Project, Bellingham, WA
January 2014 – Present
 Project Management: tracked interdepartmental projects, and action items while maintaining systems for
overall efficiency throughout office
 Internal Communications: Coordinated team meetings, staff notifications, annual calendar, etc.
 External Communications: Liaison with vendors, clients, donors, accountants, bookkeeper, attorney, clients
 Human resources: implemented and managed online HR platform, employee record tracking, medical and
dental coordination, job postings and applicant tracking, reviewed and updated Staff Handbook and ensured
compliance with all labor laws, staff on boarding/off boarding, scheduled employee 3 & 6 month reviews and
annual reviews, new staff training and orientation, intern/volunteer orientation and tracking
 Finance: Accounts Payable/Receivable, invoicing, deposits, Paypal, QuickBooks, expense reports, budget
reconciliation & forecasting, donation and sponsorship tracking
 Provided direct administrative support to the Executive Director including scheduling, travel arrangements,
board support, taking meeting minutes
 Training & Development: Organized biannual staff retreats and staff appreciation events, identified and
pursued appropriate training and development opportunities for staff
 Coordinated travel and assisted with meeting scheduling
 Filed legal documents for 501(c)(3) nonprofit, tracked all contracts, leases and trademark agreements
 Maintained and tracked inventory of promotional materials and office supplies and placing orders as necessary
 Provided general IT support

2. Kara Swanson - Resume (Continued)
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Office Manager/Executive Assistant
Comfort Institute, Bellingham, WA
May 2012 – December 2013
 Provided support to all Executives and offsite/ traveling staff
 Coordinated all aspects of workshop & training class processes including marketing, sales, materials & logistics
 Supervised telemarketing sales, workshops, schools, events and customer service coordination
 Managed warehouse and telemarketing hiring and training, providing effective leadership, supervision and
guidance to both teams
 Provided customer service to existing and prospective members
 Coordinated logistics & quality control
 Ensured all work was performed safely at the highest quality standards in a specified time frame with the
highest efficiency and maximum quantity of work completed
Sales Associate
Brooks Manufacturing Co., Bellingham, WA
August 2011 – April 2012
 Assisted Sales and Purchasing Department, including data entry, report production, meeting setup and quote
requests
 Managed all vendor relationships
 Entered sales and purchase orders in two different software systems (ISIS and Great Plains)
 Meeting management and distribution of minutes
 Arranged office travel, including hotel and car rental reservations
 Ordered all office supplies and coordinated all machine repairs
 Picked up, sorted and distributed mail
 Website maintenance
 Managed traditional office systems, including phones, filing, Email correspondence and calendar coordination
using Outlook
Consultant/Virtual Assistant/Nanny
Self-Employed
2007-2011
 Nanny: In-home childcare for client and my daughter
 Online Virtual Assistant: Started independent virtual assistant business
o Completed office management and administrative tasks from home (data entry, filing, faxing, etc)
o Assisted with marketing tasks such as website maintenance, advertising, newsletters, and brochures
o Assisted with HR functions such as employment advertising, interviews and timesheets
 Arbonne Sales: selling health and beauty products
o Handled all accounting, recruiting, selling, advertising and marketing
 Volunteered for the MOMS Club of Ferndale as the Newsletter Editor and Sub Club Coordinator
Administrative Assistant
Haggen Corporate Office, Bellingham, WA
June 2005 - October 2006
 Assisted corporate managers
 Answered customer and store calls
 Set up meetings with vendors
 Emailed correspondence and calendar coordination, typed and distributed internal newsletter
 Managed invoicing/billing/accounts receivable
 Proof read advertising
EDUCATION
First Aid and CPR, 2015
Legal Assistant Diploma, Stratford Career Institute 2004
High School Graduate (with honors), Matthew McNair Secondary, 1997