Rachel Ballesteros

Professional Summary

A dedicated and detail-oriented professional with 18+ years of experience in BPO, administrative support, and executive assistance. Skilled in email management, calendar coordination, meeting preparation, client support, bookkeeping, and CRM systems. Known for strong organizational skills, proactive approach, and ability to handle sensitive information, I provide efficient support to executives, teams, and clients while ensuring accuracy and professionalism.

Core Skills & Tools

Executive & Administrative Support: Email management, meeting coordination, document organization

Client & Customer Support: Customer service, client coordination, CRM management

Financial & Bookkeeping: QuickBooks Online, Xero, accounts payable/receivable, financial reporting

Sales & CRM Tools: Lead tracking, client follow-ups, Gorgias, Monday.com

Tech & Communication: Microsoft Office Suite, Google Workspace, Zoom, Slack, Skype

OS Proficiency: Windows & macOS

Key Achievements & Responsibilities

Outsourced Quality Assured Services Inc. – Customer Support / Client Coordinator (WFH)
May 2023 – Aug 2025

Managed a high-volume client email inbox, prioritizing urgent requests and forwarding relevant items to coordinators.

Created and assigned work orders for major brands (Lululemon, Gucci, H&M) based on client needs.

Coordinated technicians’ schedules and monitored job progress to ensure timely completion.

Conducted follow-ups with clients to ensure satisfaction and address any issues.

Wells Fargo Philippines – Associate Customer Success Representative
May 2021 – Jan 2023

Handled customer inquiries via email and phone, providing accurate and timely information.

Collaborated with multiple departments to resolve complex customer issues efficiently.

24/7 Customer Philippines – Retention & Billing Specialist for OPTUS
Apr 2010 – Apr 2021

Managed customer emails and billing inquiries, resolving disputes and ensuring clarity.

Assisted customers at risk of service cancellation, offering solutions to retain accounts.

Philippine Association of Paint Manufacturers – Executive Secretary / Office Manager
Jul 1995 – Sep 2002

Managed executive email correspondence, meeting agendas, and board communications.

Maintained accurate financial records and performed basic bookkeeping (accounts payable/receivable, financial reporting).

Coordinated seminars, exhibits, and workshops, handling logistics, communication, and documentation.

Education & Training

Virtual Assistant Training – Freelance Academy (2024)
QuickBooks Online Advanced Training, Bookkeeping Fundamentals

Bookkeeping Course – Entrepreneurs Accounting Academy (2012)

Career Development for Executive Secretaries – Pacific Management Forum (2000)

Bachelor of Science in Accountancy – Polytechnic University of the Philippines (1992)

Portfolio Highlights / Project Examples

Email & Administrative Support: Efficiently managed high-volume email inboxes, organized schedules, and prepared meeting notes.

CRM & Client Management: Maintained client databases, tracked leads, and ensured follow-ups for high-value accounts.

Financial Administration: Handled basic bookkeeping and accounts payable/receivable for associations and teams.

Process Optimization: Streamlined order tracking, billing resolution, and client coordination processes.

Event Coordination: Organized seminars and workshops with sponsorships, logistics, and marketing materials.