Notes

Can you tell me about yourself?
Sure! My name is Elena Rivera, and I have experience as a Project Coordinator, Administrative Assistant, and Business Operations Manager. I’ve worked on improving workflows, managing project timelines, and optimizing processes. For example, at Dr. Rivera Dental Corporation, I improved response times by 25% through better coordination. I also have strong skills in tools like Excel and Google Workspace. I’m passionate about organizing projects to achieve results and ensuring teams work efficiently. Currently, I work as a Project Coordinator at Physical Therapy Center Elmar, where I oversee project timelines, maintain patient information organized, and implement systems to improve efficiency across multiple offices.

CAN YOU GIVE AN EXAMPLE OF A SUCCESSFUL PROJECT YOU LED?

In my past role at Hacienda Rolon, which is a small family-owned farm, who were facing significant challenges due to hurricanes and other natural disruptions, the team was actively exploring ways to generate additional income. While brainstorming, I noticed there was an unused property on the farm. I proposed transforming it into an Airbnb rental. Once the idea was approved, I took full responsability for managing the project from start to finish. I began by drafting a comprehensive business plan that outlined every step needed to prepare the property. I collaborated with contractors to renovate and furnish the space, ensuring it was both functional and inviting. I conducted market research to establish competitive pricing and crafted a targeted marketing strategy to position the Airbnb listing effectively. As a result, the Airbnb launched successfully and helped the farm have a new way of income.

WHAT IS YOUR EXPRIENCE WITH MICROSOFT OFFICE TOOLS?

I have extensive experience using Microsoft Word, Excel, and PowerPoint. At Dr. Rivera Dental Corporation, I use Excel to create detailed financial reports. I also use PowerPoint to create professional presentations, ensuring clear and engaging communication.

What PROJECT MANAGEMENT TOOLS are you most skilled in, and how have you used them?

I’m highly skilled in Excel, Notion, and Google Workspace. At Dr. Rivera Dental Corporation, I used these tools to manage project timelines and create dashboards that provided stakeholders with real-time updates. Notion was particularly helpful for organizing overlapping tasks by priority, while Excel played a key role in tracking budgets and generating detailed reports with pivot tables. These tools enabled me to maintain project transparency, stay on track, and consistently meet deadlines.

What experience do you have in crafting and maintaining DOCUMENTATION?
I have extensive experience creating and maintaining project documentation. For example, at Physical Therapy Center Elmar, I generate detailed status reports and maintain project schedules, ensuring that documents are clear, accessible and regularly updated so all stakeholders are aligned on priorities and progress. Additionally, at Dr. Rivera Dental Corporation, I created structured workflows using Google Sheets to manage financial reports and patient documentation.

What steps do you follow to prepare a project status report for a client or stakeholder?

First, I gather key data focusing on progress, milestones, and risks. Then, I organize the information into a clear, concise format using dashboards or visual aids in PowerPoint or Smartsheet. Lastly, I review the key points during meetings to ensure all stakeholders understand the next steps.

WHY SHOULD WE CHOOSE YOU FOR THIS POSITION?

I bring a dynamic mix of technical expertise, exceptional organizational skills, and the ability to adapt quickly to any challenge. My hands-on experience with tools like Excel, Smartsheet, and PowerPoint has allowed me to streamline workflows, optimize processes, and consistently meet tight deadlines. I thrive on creating order from complexity and helping teams achieve their best work. Joining this company excites me because I see it as an opportunity to contribute my energy, precision, and dedication to a company that values excellence and innovation. I’m ready to make a meaningful impact and grow alongside your team.

CAN YOU SHARE AN EXAMPLE OF HOW YOU MANAGED A PROJECT?

Of course! At Physical Therapy Center Elmar, I managed project workflows using Smartsheet and Excel. I scheduled weekly meetings, tracked priorities, and created real-time status reports for stakeholders. By keeping the team aligned, we achieved 100% of our project deadlines on time.

HOW DO YOU HANDLE TIGHT DEADLINES AND MULTIPLE TASKS?

I prioritize tasks by urgency and importance. For example, at Hacienda Rolón, I managed overlapping responsibilities like scheduling, invoice management, and team coordination. I relied on tools like Trello and Excel to stay organized. This approach helped me meet deadlines consistently while maintaining quality, even during busy periods.

How do you stay organized when managing DEADLINES and deliverables?

I rely on tools like Smartsheet and Google Calendar to track deadlines and set reminders. I also create detailed to-do lists and review them daily to stay on top of priorities. This habit has consistently helped me deliver on time.


HOW DO YOU ENSURE EFFECTIVE COMMUNICATION IN A TEAM?

I focus on clarity and regular updates. At Hacienda Rolón, I led weekly team meetings and used tools like Slack to keep communication open. I also documented meeting notes and action items to ensure everyone was aligned. This approach boosted collaboration and reduced miscommunication.

CAN YOU DESCRIBE A CHALLENGE YOU FACED IN A PROJECT AND HOW YOU RESOLVED IT?

In my role at Physical Therapy Center Elmar, I quickly noticed that patient information was being managed entirely on paper, which posed significant challenges for efficiency and accuracy, especially since the organization operated across 3 offices. Retrieving patient records often took a lot of time and created unnecessary delays. So to address this issue, I researched and introduce a new software solution called ASP Health System One. This initiative not only saved valuable time when locating patient data but also improved the overall organization of documentation and freed up physical storage space.

What do you consider your greatest STRENGTHS as a project coordinator?

My greatest strength is my ability to bring structure to chaotic situations. I’m skilled at creating detailed plans, organizing tasks, and keeping teams aligned. This has consistently led to successful project outcomes in my previous roles.

Where do you see yourself in FIVE years?

I see myself growing into a Senior Project Coordinator role, taking on larger projects and mentoring junior team members. I’m committed to learning and contributing to a company where I can advance my skills while driving impactful projects.

How do you handle CONFIDENTIAL information?

I follow strict protocols to protect sensitive data. At Dr. Rivera Dental Corporation, I ensured all patient information complied with HIPAA standards. I double-check access permissions and maintain organized records to prevent any breaches.

What MOTIVATES YOU in a project coordinator role?

I’m motivated by the opportunity to bring structure and clarity to projects. I enjoy seeing how my organizational skills help teams achieve their goals efficiently. For example, I loved seeing the positive results after improving document management processes at Physical Therapy Center Elmar, which boosted productivity by 30%.

How do you ensure that you’re continuously learning and improving?

I’m committed to professional development. For instance, I’ve completed certifications like Harvard’s CS50 in Computer Science and LinkedIn’s Data Analysis courses. These programs have strengthened my technical and analytical skills, which I apply to my work.

How do you handle feedback or criticism?

I see feedback as an opportunity to grow. At Hacienda Rolón, I once received feedback about improving communication during team meetings. I responded by preparing clear agendas and sending follow-up notes, which improved team alignment and efficiency.

What tools or software are you most comfortable using?

I’m proficient in Microsoft Office Suite (Excel, Word, PowerPoint), Smartsheet, Trello, and Google Workspace. I’ve also used Asana and Notion for task management. These tools help me stay organized and communicate effectively with teams.

What steps do you take to ensure a project stays on BUDGET?

I monitor expenses regularly and compare them against the project budget. I also look for ways to optimize resources without compromising quality. For example, at Hacienda Rolón, I optimized billing procedures, which improved cash flow and kept the project financially stable.

Can you describe a time when you worked with a difficult team member?

I worked with a team member who missed deadlines frequently. Instead of confronting them, I scheduled a one-on-one meeting to understand their challenges. We adjusted their workload and set clearer expectations, which improved their performance and our team’s overall efficiency.

WHY DO YOU WANT TO WORK HERE?

I admire Fredrickson Learning's commitment to innovation in training and development. I’m particularly drawn to your focus on creating impactful learning solutions that empower teams and drive results. My skills in streamlining workflows, managing timelines, and improving team coordination align perfectly with your mission to deliver excellence in learning. I’m excited about the opportunity to contribute to your projects and help ensure their success.