Administrative Assistant Manager
Resume:
DAPHNE SOTO
New York City, NY 10010
********@*****.***
Professional Profile
Success oriented and outgoing with a positive attitude
Strong sense of responsibility and self-motivation
Highly organized with attention to detail
Work well under pressure, diplomatically and tactfully
PROFESSIONAL EXPERIENCE
ZDG, LLC (2013-2017)
Accounting Administrative Assistant/Project Administrator
Accounting Administrative Assistant
Manage reception area in the morning and lunchtime. Sit in at reception when receptionist out or on vacation. Prepare and enter all Accounts Payables from vendors and subcontractors, collect and reconcile all vendor statements, assistant accountants with various tasks, enter and reconcile wireless phone bill on a monthly basis, collect all timesheets for payroll from the Main Office and on Jobsites.
Banking run when needed.
Project Administrator
Prepare, maintain, and fully execute all Contracts, Purchase orders, Change orders
Request, verify and maintain from subcontractors: Certificate of Insurance,
Correspond with Insurance carrier
Issue Certificates of Capital Improvement to all subcontractors
Maintain all Owner’s contracts
Monitor and maintain submittal logs
Prepare, monitor and maintain RFI logs
Monitor and maintain Change Order logs
Prepare all waivers of lien and submit to subcontractors
Cauz For Pawz Thrift Shop (2011-2013)
Assistant Manager/Part Time
Create schedules to ensure adequate and efficient staffing at all times
Report staff hours to the Payroll department and respond to inquiries
Assist Store Manager with duties and tasks as required.
Facilitate clear communication between floor staff and office staff
Provide expert advice to customers in all areas of the store
Proactively build and maintain customer relationships
Ensure that newly-received product is stocked in a timely manner
Motivate staff and maintain a positive work environment
Ability to complete daily banking
Performs other duties as assigned by the Store Manager
RC Dolner, LLC (2008-2010)
Contract Administrator
Prepare, maintain, and fully execute all Contracts, Purchase orders, Change orders
Request, verify and maintain from subcontractors: Certificate of Insurance,
Indemnification letter, Safety letter
Issue and monitor subcontractor non-compliance report
Manage and maintain all Daily Reports, Accident/Incident Reports
Obtain and monitor all bonds and Certificates of Capital Improvements for ongoing projects
Monitor and coordinate all violations from ECB/OSHA
Correspond with Insurance carrier /Attorney for all pending personal injury litigation
Correspond with insurance broker for issues regarding RCD/Subcontractors insurance
DAPHNE SOTO
444 Second Avenue
New York City, NY 10010
********@*****.***
Maintain all Mechanics liens from Subcontractors and RCD
Maintain all Owner’s contracts
Monitor and maintain all deductible bills
Monitor and maintain submittal log
Granary Associates (2006-2008)
Project Administrator
Provide support for Project Executive, and Project Directors
Prepare and process Purchase Orders (W/W9-Forms) for vendors/consultants
Process, code all invoices and distribute to appropriate manager for approval
Post all commitments and invoice to Access software program
Work with Project Executive on project budget reports in preparation of Owner’s Monthly Meeting
Work with client Finance Department to reconcile any open budget issues
Prepare and distribute all Request for Proposals (RFP’s) when bidding out trades
Attend bid opening and rank
General daily duties include research on project budget, ordering supplies, file management,
Phone coverage, typing of correspondence, meeting minutes and faxing, daily calendar all in accordance with company standards and formats set forth
Update and distribute on a monthly basis: Project Roster, Construction Roster, Insurance Log, Change Order Log, Approval Letter Log
Read and respond via e-mail on a daily basis
Archive files when necessary.
Westerman Construction Company (2005-2006)
Administrative Assistant
Provide support for Principal of company, Executive Vice President, and Project Manager
Prepare & review all correspondence
Responsible for all travel and dinning arrangements, including expenditure
Work with appropriate managers to create proposals for upcoming work
Responsible for two (2) stage project from bid process to closing
Prepare all schedules for subcontractors
Prepare and distribute Vendex Package to subcontractors for submittal to Department of Design & Construction
Create purchase orders, change orders for all subcontractors
Type and distribute meeting minutes, and agenda on a weekly basis
Preparation, and follow-up on all Contracts
Follow-up on requisitions for subcontractors on a monthly basis
Produce detailed Monthly Report
Work daily with executive management, project management and field personnel
Riverso Associates/At JPMorgan Chase (2000-2004)
Project Administrator
Assemble documentation for new vendor applications
Review, research and provide follow-up support in preparing and tracking financial documents
Monitor funding, appropriates commitments, and expedite the payment of invoices
Meet regularly with assigned personnel and/or vendor to review project financial status
Liaison between Facilities Management and Occupancy Accounting and Control
Create commitments with full details
Preparation and follow-up on all Contracts
DAPHNE SOTO
444 Second Avenue
New York City, NY 10010
********@*****.***
Barney Skanska Construction Company (1992-2000)
Administrative Assistant
Type and edit all correspondence for project executives with speed and accuracy
Schedule appointments and travel arrangements for executive management
Excellent phone skills able to deal with clients in a professional manner
Type financial statements and time sheets on a bi-weekly basis for the Controller
Entered all invoices for Accounts Payable/Accounts Receivable on Accounting Software
Type minutes of meeting for various project sites
Work daily with executive management, project management and field personnel
Assist marketing department with assembling of proposals, presentations and brochures under tight deadline
Federal Deposit Insurance Corporation (1992-1993)
Information Receptionist
Maintained ticker system on database for office inventories and accounts payable
Typed general office correspondence, memoranda’s and reports
Handled all payment authorization vouchers
Answered, directed and screened calls for various employees
Skills
Microsoft Office Suite, Lotus Notes, Concord Accounting Software, ProjX Software, Picasso Financial Software, Expedition, Prolog, CMIC Accounting Software
Superior Phone and Client Relations Skills
NYU Continuing Education
Construction Accounting
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