Customer Service Administrative Assistant

Skill Profile Strong organizational, prioritization and communication

skills

> Capable of building professional relationships and rapport with all

levels of management and clients

> Capable of composing and producing effective correspondence and

communication pieces

> Demonstrated self-starter with a drive for results and a professional

attitude

> HR management experience

> Marketing coordination experience

> Supervisory experience

> Teaching and training experience

> Event coordination background

> Volunteer Coordinator for non-profit organization

> Microsoft Office (Word, Excel, PowerPoint, Visio, Outlook), WordPerfect,

Lotus Notes

Professional Experience

HR Coordinator/Office Manager/Executive Assistant

10/2009 - 6/2010

ApoCell, Inc., Houston, TX

Provided executive administrative assistance to President & Chief Executive Officer

Maintained CEO calendar and scheduled all appointments via Outlook

Coordinated all Human Resource paperwork including employee benefits, new hire

package, annual reviews, job fairs, website job postings

Developed and wrote policy manual and conducted policy training sessions for staff

Conducted employee orientation

Coordinated benefits programs including health insurance, 401K and paid time off

allowances

Worked with insurance broker to determine medical insurance options/providing

suggestions to Controller and CEO

Coordinated with Employment Attorney on all legal language used in offer letters,

CDA's etc.

Maintained all employee personnel folders

Coordinated all Visa applications for staff members requiring H1 visas

Maintained working relationship with professional recruiting firms, reviewing CVs, and

scheduling interviews

Scheduled interviews, conducted reference checks, and issued offer letters

Coordinated employee annual reviews and processed all related salary requests

Provided counseling and HR support as requested

Served as Property Management liaison

Made all travel arrangements for CEO, staff and any guests visiting the Houston office

Supervised Administrative Assistant

Coordinated off-site office events

Coordinated trade show appearances and scheduled client meetings for sales team

Developed and wrote company's policy handbook. Conducted staff training sessions on

company's policies.

Updated consulting agreements and employee offer letters.

Interviewed and hired consulting service streamlining COBRA processing.

Office Manager

5/2006 - 10/2009

ENVIRON International Corporation, Houston, TX

Negotiated local contracts and selected all local vendors

Supervised an office build-out and remodeling with a projected budget of $900,000

Coordinated all Human Resource paperwork including employee benefits, new hire

package, annual reviews, recruiting needs

Conducted employee orientation

Coordinated local marketing efforts including participation in trade shows and hosting

of local seminars

Event coordination for Annual Client Golf Tournament and seminar

Served as the contact for accounting issues including the processing of invoices,

expense reports, and local budget

Served as Property Management and Security liaison

Formatted proposals, statement of qualifications and final reports utilizing the

ENVIRON format

Created technical diagrams utilizing Visio

Responsible for travel arrangements for local principals and mangers in addition to

any guests visiting the Houston office

Supervised Administrative Assistant and Billing Clerk

Researched and negotiated office leases for satellite offices in Austin, Texas and

Edmond, Oklahoma

Coordinated all off-site office events

Served as local IT coordinator

Supervised an office build-out and remodeling with a projected budget of $900,000.

Selected contractors/sub contractors after reviewing bids/proposals.

Developed and maintained spreadsheet to compare and track costs allowing for easier

budget comparisons.

Developed and maintained contact list containing 2,000 client contacts for Annual

Client Golf Tournament

Instituted policy of using FTP site for all local client seminar presentations saving

costs of printing and shipping seminar books

Administrative Manager

11/1999 - 5/2006

Trinity Consultants, Houston, TX

Formatted outgoing proposals, reports and correspondence per Trinity style

Negotiated new lease for office space and coordinated the search, build-out efforts

and physical move into new space

Negotiated office vendor contracts

Developed system to track office expenditures resulting in a decrease in local

spending

Implemented central project filing system in accordance with ISO 9000 requirements

Implemented required ISO 9000 procedures and trained employees accordingly

Coordinated local ISO 9000 audits

Served as Telephone System Administrator

Served as local Facilities Coordinator

Made travel arrangements for local employees and visitors

Supervised administrative staff consisting of three Technical Assistants

Interviewed, tested and hired administrative personnel and temporary employees

Monitored and evaluated employee's performance and assist with goal planning

Conducted annual performance review and coordinated salary increase requests

Realigned Assistants' duties which resulted in an increase in billable hours for

administrative staff

Developed and input printed materials for training classes, presentations and

newsletter

Coordinated local training classes

Negotiated new lease for office space and coordinated the search, build-out efforts

and physical move into new space. Interviewed brokers, contractors and

sub-contractors, met with commerical real estate representatives, and devised budget

with Chief Financial office and local Managing Consultant.

Developed system to track office expenditures resulting in a decrease in local

spending

Realigned Assistants' duties which resulted in an increase in billable hours for

administrative staff

Executive Assistant to Chief Executive Officer/President

08/1998 - 08/1999

Prime Natural Resources, Houston, TX

Performed secretarial and administrative duties for Chief Executive Officer

Maintained financial transactions via Excel

Researched various projects via Internet

Coordinated off-site meetings and company functions

Maintained daily calendar via Lotus Notes

Greeted guests for CEO and provided administrative back-up services for Chief

Financial Officer

Resolved problems with telephone system and computer network

Developed Assistant's handbook to aide in cross training administrative support staff

Secretary to Manager, Seismic Data Resources

5/1998 - 8/1998

Western Geophysical, Houston, TX

Performed secretarial and administrative duties for ten geophysicists and department

manager

Developed and instituted progress reports for all outstanding project bids to assist

in coordination of proposal information among the various departments

Input seismic information for bid projects and coordinated final distribution

Developed vendor "library" containing information on current equipment used on seismic

vessels

Created PowerPoint presentations to include with bids submitted to potential clients

Developed vendor "library" containing information on current equipment used on seismic

vessels.

Created PowerPoint presentations to include with bids submitted to potential clients

Marketing Assistant

5/1997 - 5/1998

ThreeMark Financial Services, Houston, TX

Performed customer service for 50+ broker/agents and two local directors

Maintained software and product information library

Developed printed marketing materials for Houston office

Developed printed marketing materials for Houston office and initiated a "library" to

house materials. This provided a streamlined system for agents searching for

updated/current printed items.

Provided internet training for staff and developed handbook for administrative staff.

Executive Assistant, Vice President, Marketing and Business Development

6/1995 - 5/1997

Global Industries, LTD, Houston, TX

Performed secretarial and administrative duties for Vice President, Business

Development

Generated news releases and coordinated distribution with the corporate office and

news wires as well as prepared cutlines and organized distribution for all related

photography

Coordinated input for presentations produced by the Business Development/Marketing

Departments

Developed presentations using PowerPoint templates

Maintained client database.

Assisted with input for annual report, 10-K, and Proxy statement

Interviewed and obtained bids from designers, printers and copywriters for production

of annual report

Maintained cost analysis for annual report

Coordinated offsite seminars and participation in the OTC, trade shows and client golf

tournament

Developed standard powerpoint presentations for marketing/sales staff

Secretary to the President

1/1993 - 6/1995

Gulf Printing Company, Houston, TX

Performed secretarial and administrative duties for President of Gulf Printing

Interviewed, recommended and negotiated agreements with vendors for travel service,

temporary employment agencies, cellular phone service, paging service and office

equipment supplier

Interviewed, hired and supervised receptionists and sales secretary

Organized offsite meetings and coordinated travel arrangements for Gulf's executive

and sales staff

Interviewed and negotiated with local cell phone vendor resulting in a 20% cut in cost

Training Specialist/Admin Assistant to Chief Examine Division

2/1983 - 3/1990

Internal Revenue Service, Dept. of the Treasury, Houston, TX

Training Specialist - Training and Development Branch

Developed, wrote and implemented training materials specifically for the automated

training system

Interacted with executive level managers regarding budget decisions and tracked fiscal

spending for three divisions

Developed, wrote, filmed and edited training video for Taxpayer Service Division

Coordinated offsite managerial training sessions for district managers

Cadre instructor for clerical support, customer service and automated training

Assisted the EEO branch with special programs for Black History Month, Fiestas Patrias

and Women in Government Week.

Administrative Assistant to Chief, Examination Division

Developed and maintained tracking system for employee hours

Trained clerical assistants and secretaries in Division procedures

Provided clerical support to Revenue Agent Administrator, Division Chief and Assistant

Division Chief

Liaison between group level, branch level and division level clerical support with the

District Clerical Association

Provided back-up clerical assistance to Houston District Director of the IRS

Developed utlization spreadsheet. Assisted in budgeting for new agent recruits.

Developed administrative staff capabilities spreadsheet. Allowed managers to identify

those support staff that could easily assist on special projects. Evenutually evolved

into online training course for admin staff.

Education

Mass Communications/Public Relations - Bloomsburg State College, 1976 - 1980

Bloomsburg, PA

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