Manager Administrative Assistant

Carol Cathcart

Goodyear, Arizona

Mobile: 623-***-****

*************@*****.***

PROFESSIONAL EXPERIENCE

Administrative Assistant Giffen Enterprises, Goodyear, AZ (2008 - Present)

. Assist with office functions for heavy-duty truck and equipment mobile

repair service.

. Pick up and deliver parts and tools to job sites.

. Track and code expenditures and prepare repair invoices.

. Apply payments, prepare deposits and handle banking.

. Monitor past-due accounts and contact customers regarding overdue

balances.

. Compose and prepare correspondence, logs and spreadsheets.

Secretary Camelback Academy, Glendale, AZ (2009 - 2010)

. Record daily attendance, prepare and issue tardy slips. Contact

parents to verify daily absences.

. Enroll new students and process student withdrawals. Request and

fulfill requests for school records.

. Responsible for preparation and submittal of data and reports to

Arizona Department of Education meeting all requirements.

. Give tours of school to prospective parents, outline enrollment

procedures, review and accept enrollment applications.

. Provide assistance to front office visitors, parents and staff.

Screen and direct phone calls to appropriate staff.

. Update and maintain student cumulative files.

. Order supplies and materials as needed to replenish and maintain

necessary inventory levels.

Office Manager Cathcart Construction, Oceanside, CA (2003 - 2008)

. Handle office functions for general contractor specializing building

inspection and construction consultation services.

. Coordinate and monitor status of projects and schedule future

projects.

. Prepare correspondence, proposals, contracts, reports and

spreadsheets.

. Handle invoicing, accounts payable and banking.

Manager of Administrative Operations Pacific Medical Buildings, San Diego,

CA (2005 - 2007)

. Responsible for administrative and operational activities of property

management division with properties in six states.

. Assistant to President and Vice President of Property Management &

Leasing.

. Manage administrative resources, assign tasks, oversee workflow,

prioritize, plan and schedule activities.

. Handle human resource functions including resume review, interviews,

hiring, terminations, orientations and training.

. Review employee time sheets and manage overtime. Review employee

requests for time off to ensure adequate coverage.

. Manage contractors and suppliers to bring tenant improvement projects

to completion within time and budget constraints.

. Address and resolve tenant, vendor and contractor issues.

. Process tenant service requests. Monitor to ensure accurate and

timely completion of repair.

. Develop policy and procedures and standardized implementation

processes.

. Develop and implement company-wide after-hours Service Call Center.

. Prepare vendor contracts. Develop and build vendor relationships.

. Review requests for payment; code and approve invoices. Code and

approve expense reports and credit card statements.

. Responsible for company-issued cellular phone program. Order phones,

assign plans and monitor usage.

. Compose and prepare letters, memos, reports, contracts, logs,

spreadsheets, proposals, presentations and other documents.

. Prepare and maintain organization charts.

. Participate in annual budget forecast and preparation.

. Promoted to Manager of Administrative Operations from Administrative

Assistant.

Office Manager Red Point Homes, Encinitas, CA (2003 - 2005)

. Handle all office functions for residential homebuilder and developer.

. Prepare monthly construction (bank) draws, track and code expenditures

and monitor budgets of various projects.

. Responsible for all accounting processes including AR, AP, payroll,

tax reports and budget.

. Process contracts, change orders, notices to proceed, requests for

information, certificates of insurance and lien releases.

. Compose and prepare letters, memos, reports, logs, presentations,

spreadsheets and other materials.

. Prepare meeting agendas, record and transcribe meeting minutes.

Distribute in timely manner.

Administrative Assistant III Vulcan Materials Company, Phoenix, AZ (2000 -

2003)

. Assistant to Real Estate, Acquisitions and Permitting managers. Serve

as backup assistant to Vice President/General Manager.

. Process due diligence including: contracts, leases, mining plans,

plant site information, use permits and reserve research.

. Compose and prepare letters, memos, reports, logs, presentations,

spreadsheets and organizational charts.

. Responsible for storing, ordering and distributing property maps,

aerials, drawings and other property records.

. Prepare meeting agendas, record and transcribe meeting minutes, and

transmit to attendees in timely manner.

. Schedule appointments, maintain calendars and conference room

schedule. Arrange catering and equipment for meetings.

. Arrange transportation and lodging for VIP's.

Office Manager Distinctive Backyard Concepts, Phoenix, AZ (1999 - 2000)

. Manage office functions of masonry contractor.

. Responsible for accounting processes including AR, AP, tax reports and

budget.

. Prepare employee payroll, verify personal and employment information

including I-9 verifications

. Track and monitor status of daily projects. Coordinate and schedule

future projects.

. Requisition equipment and materials. Schedule and confirm delivery to

various job sites.

. Prepare and track project budgets making adjustments to projects as

necessary.

. Meet with homeowners and/or sub-contractors to explain and resolve

issues related to quality control, contracts, lien releases, payment

schedules and warranty issues, exercising courtesy and discretion.

. Prepare and manage lien releases, notices to proceed, change orders,

requests for information.

. Maintain OSHA 300 log and handle accident incident process.

Office Manager U-Haul Corporate Technical Center, Tempe, AZ (1996 - 1999)

. Assist Plant President with planning and operational activities of

truck and trailer manufacturing plant and repair facilities.

. Supervise office staff, assign tasks, oversee workflow, prioritize,

plan and schedule activities.

. Handle personnel functions including hiring temporary and permanent

employees, employee performance reviews, disciplinary and termination

processes.

. Handle new employee orientations including safety and injury reporting

requirements.

. Assist employees with benefit enrollment process, coordination of

benefits and other related issues.

. Maintain OSHA 300 log and ensure proper accident incident reporting.

. Responsible for data entry of parts and labor for repair statements.

Confirm repair campaigns are complete and repair totals are within

company guidelines.

. Track parts and labor expenses for repairs of trailers, service

vehicles and other equipment.

. Review, code and approve invoices. Submit to corporate office for

payment.

. Monitor monthly budget and assist in preparation of annual budget.

. Prepare material and part requisitions, petty cash disbursements,

check requests and system sales invoices.

. Prepare letters, memos, reports, logs and spreadsheets for

distribution or review.

. Responsible for accuracy and distribution of all documents related to

the production of new trucks, trailers and service vehicles produced

including licensing and final distribution of newly manufactured

vehicles to locations throughout US and Canada.

. Analyze practices and procedures and develop processes to increase

efficiency and productivity.

. Maintain files, reports and records for manufacturing plant.

. Work closely with Purchasing and Research and Development managers

regarding production materials, inventory and schedules.

SKILLS AND ABILITIES

. Skilled in use of Microsoft Word, Excel, PowerPoint, Outlook,

QuickBooks Pro, and various other programs

. Ability to quickly learn new and/or in-house computer programs

. Extensive high-level executive and administrative experience

. Comfortable in fast-paced work environments with ability to adapt to

rapidly changing work priorities

. Ability to work independently and make sound decisions

. Able to analyze needs, identify key issues, evaluate options, develop

and implement solutions

. Ability to manage time and processes in order to bring a task or

project to completion within time and budget constraints

. Excellent interpersonal and communication skills

. Flexible, conscientious and detail orientated

. Ability to handle confidential information in a professional, mature,

discreet and secure manner

EDUCATION

Lane C. College - Secretarial and business classes

Chemeketa C. College - General studies

Cascade Union High School - Graduated

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