Project Manager Executive Assistant

GAIL O. MOORE

*** ********* *****

Lewisville, Texas 75067

Home: 214-***-****

Cell: 940-***-****

Email: **********@*******.***

PROFESSIONAL EXPERIENCE

Independent Contractor, Lewisville, TX 03/2010 – Present

Home business – Provide accounting and administrative support to small business owners.

W. W. WEBBER, LLC, Plano, TX 04/2007 – 03/2010

Project Accountant

Responsible for the pre-construction set up on new project site. Prepare master profit and loss statements,

monthly closing and cost accounting reports. Compile and analyze financial information to prepare entries to

accounts, such as general ledger and document transactions. Establish, maintain and coordinate the

implementation of accounting and accounting control procedures. Monitor and review accounting and related

system reports for accuracy and completeness. Prepare, review and enter budget, revenue, expense, payroll,

invoices and other accounting documents. Resolve accounting discrepancies. Recommend, develop and

maintain financial spreadsheets in electronic and manual filing systems. Maintain jobsite fleet log, request and

track rental equipment and equipment repairs and project site traffic control setup. Review and process labor

payroll, calculate and invoice general contracting fees and allocate payroll to project. DBE reports, prepare and

file payroll certifications to TXDOT, change orders, RFI’s and check requests and expense reports. Review and

process accounts payable from invoice to payment, beginning with coding invoices to the appropriate job

number, cost code, GL account number and distributing invoices to Project Manager for approval. Reviewed

and maintained accurate documentation on subcontractor qualifications to include contracts, lien waiver

maintenance, insurance certification, credibility of work reports and contractor bonds. Research, review and

process injury and accidental reports for project site. Attended monthly closing and quarterly meetings with

Project Manager. Established and maintained effective communication with project inspectors, project

consultants and contractors, project manager, project engineers, project labor supervisors and TXDOT

personnel.

CITY OF CARROLLTON, Carrollton, TX 06/2005 – 03/2007

Executive Assistant to the Director of Engineering

And Transportation

Secretary to the City Traffic Advisory Committee

Administrative Support – Prepared written materials, budgets, plans, contracts for the purpose of

documenting project activity. Responded and documented all inquiries from contractors, vendors, public and

city officials relating to city issues and complaints. Supervised, coordinated work assignments for

administrative staff. Processed and prepared monthly budget reports, project status reports and generated

various documentation for Director’s review and approval. Reviewed and processed vendor and contractor

invoices. Compiled, reviewed and processed expense reports for departmental personnel. Coordinated travel

arrangements, Director’s meetings and public meetings. Attended and maintained minutes at project meetings,

budget meetings, bid award and city council meetings. Compiled and prepared city project and capital

improvement agenda item packages for city council meetings. Assisted Director and Project Managers with

special projects. Researched, compiled and organized specific project documentation for City Attorney.

Processed and monitored payroll, vacation, discretionary and sick time for department personnel. Managed

Gail O. Moore - Resume

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confidential personnel, departmental records and documentation, and prepared reports for Directors review.

Updated and maintained electronic and hard copy department files. Responsible for accurately preparing,

reviewing and posting check requests, contractors pay applications, RFI’s, submittals, change orders, invoices

and purchase orders. Prepared new file set up, prepared bid documents and submitted contractor bid award

documentation. Generated change orders, entered and tracked job costs, reviewed and issued right of way

permits.

Secretary – Traffic Advisory Committee – Prepared and submitted agenda and information packets to

Board and Homeowners Associations. Attended and presented city issues regarding city concerns.

Administered Oath of Office to board members. Transcribed and submitted meeting minutes within designated

time period.

STV, INC., Dallas, TX 02/2000 – 04/2005

Administrative Assistant / Project Coordinator

Provided senior level administrative support to the General Engineering Consultants and Project Manager for

the on-site build out of the light rail system for Dallas Area Rapid transit (DART). Responsible for on-site

administrative coordination of file maintenance and document processing. Prepared and managed construction

documents of electronic input and hard copy documents. Processed data entry of soil testing analysis reports

and contractor / vendor information. Compiled and designed testing report manual and trained DART

employees on data entry procedures. Processed, managed and submitted change orders, RFI’s, submittals,

invoices, non-conformance reports and general correspondence. Reviewed and edited project specification,

modifications, contracts and proposals. Monitored contractor licenses, vendor credentials, insurance, and issued

notices of expiration. Responsible for scheduling meetings between manager, construction personnel,

engineers, inspectors and DART personnel.

LOCKWOOD GREENE ENGINEERS, INC., Dallas, TX 08/1995 – 01/2000

Executive Assistant to Director of Design and Architecture

Instrumental in the implementation and maintenance of ISO 9001 registration process. Developed and

distributed project status reports and meeting minutes. Developed and maintained action item lists for projects.

Provided technical assistance on proposal and specification preparation. Reviewed and reconciled time logs

and expense statements. Represented management during project meetings. Organized corporate events,

training workshops, project meetings and telephone conferences. Arranged travel accommodations for Director

and Department Managers. Responsible for Director’s calendar, meetings and processing monthly reports.

TRANSAMERICA INSURANCE COMPANY, Dallas, TX 10/1987 – 05/1995

Executive Assistant / Department Supervisor

Property & Casualty Claims

Reported directly to the Director of Property & Casualty. Performed senior level administrative duties in

addition to managing and coordinating administrative team to support Property & Casualty processing

operations. Researched and reviewed claim information, investigated nature of claim and made assessment

associated with claim findings. Monitored and distributed work load assignments. Trained administrative team

on department structure and follow thru of claim process and completion. Designed training materials for

administrative team to ensure that policy and procedures of claim handling were executed properly. Conducted

interviews, performance appraisals, salary reviews, staff meetings and attended meetings for and on behalf of

Director.

Gail O. Moore – Resume

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TRAINING & EDUCATION

Fred Pryor, Dallas, TX

Managing Priorities, Project and Deadlines

Construction Finance and Accounting

Leonard Hawes Real Estate, Dallas, TX

Principals & Practices I & II, Agency Law, Law of Contracts

Transamerica Insurance Company, Dallas, TX

Property & Casualty Claims I & II

Claims Underwriting

Insurance Law

Principals of Management

Investigating Fraud Claims

College of the Desert, Palm Desert, CA

Business Law

Palm Springs High School, Palm Springs, CA

SKILLS

• Ability to perform detailed work accurately with short deadlines. Excellent analytical, communication

and follow through skills.

• Ability to interact with all levels within the company and handle matters professionally.

• Proficiency in Microsoft Office and accounting software.

• Ability to manage time effectively, prioritizing competing and interdependent tasks in order to meet

deadlines.

• Comfortable working in a team environment.

• Excellent organizational skills.

• Knowledge of construction documents and processes; contract, change orders, change request,

invoicing, purchase order requisitions, RFI’s, right of way permit applications, plans and specifications,

cost estimates, pay estimates, contractor pay applications, proposals, project status reports,

modifications, addendums, non conformance reports, submittals, insurance certifications, bond

maintenance, bid processing, bid tabs, budgets, data entry.

• Knowledge of standard elements of contract law related to the preparation and adjustment of

construction and consultant contracts.

• Familiarity with project management methods and software.

• Knowledge of laws, rules, regulations and codes that apply to capital improvement projects and general

construction standards and practices.

• Ability to effectively compile and prepare.

• Ability to create, maintain and organize documents using computerized and hard copy filing systems.

• Ability to multi-task, use judgment and prioritize assignment tasks accordingly.

• Ability to establish and maintain effective working relationships with employees, contractors, vendors

and the public sector.

• Ability to follow written and oral instructions and to proceed with minimal or no supervision.

• Ability to use tack, patience and courtesy in communicating with contractors, vendors or public sector.

• Proven ability to handle confidential and sensitive information.

• Ability to compile, formulate and prepare various spreadsheets and various documents.

• Ability to be flexible, work with frequent interruptions and under time constraints.

• Proactive and eager to learn.

• Demonstrates an openness to change and can learn quickly when faced with new challenges.

Contact this candidate