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Administrative Assistant Engineer

Dallas, Texas, 75219, United States
January 05, 2018

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

Waxahachie, TX 75165



Several years of administration experience with excellent client relations. Strengths include excellent phone etiquette, customer oriented, able to communicate thoughts and ideas well with others. Successful in resolving customer’s concerns in both corporate and field environments. PROFESSIONAL EXPERIENCE


Administrative Assistant/Receptionist NOVEMBER 2015 – PRESENT

Prepare daily deposits and take deposits to bank return deposit slip to the Office Manager.

Place courier calls when needed. Place Reproduction orders when needed.

Coordinate Certified Education Luncheons as well as follow-up on Partners AIA credits. Coordinate Vendor Layouts.

Maintain subscriptions for office staff. Maintain Partners vehicle registration and Tolltags. Keep track of Certificate of Liability Insurances.

Manage Partners and staff timesheets and submit to Office Manager each week.

Mail/Email invoices to clients and update invoice log in Excel at end of month.

Maintain American Express bill mid-month by pulling statement and distribute to Partners to confirm and provide detailed information per/charge. Once returned by Partners enter in Excel spreadsheet and Deltek.

Prepare project numbers in log book and key in Deltek & send out to staff on a bi-weekly basis.

Prepare End of Month Reports which consists of Partners mileage; submit staff’s office expenses to Office Manager, In- House Reproduction, Courier/Delivery and Office Supply Statements to match in Deltek.

Keep track of ongoing special architect project in Excel & Deltek in terms of phases, invoices submitted, checks received, proposals submitted.

Maintain annual American Heart Association Shoot for a Heart Event in Excel with contribution amounts, form of payments, point of contacts, logos received, and liability waivers received. Prepare tax letters for donors. Point of contact for all donor inquires on event.

Maintain annual Christmas client listing.

Prepare Standard Form of Agreement Between Owner and Architect for Architectural Interior Design Service, Certificate of Substantial Completion, Amendment to the Professional Services Agreement, Architect's Qualification Statement through AIA Contract Documents/ACD5.



Managed and screened phone calls for a Construction Company & Real Estate Company.

Disbursement of mail to correct persons and scan all invoices to Accounts Payable.

Make outbound calls regarding upcoming bids to confirm if subcontractors will be accepting the bid.

Schedule catering services.

Office Administrator FEBRUARY 2015-MAY 2015

Managed incoming high call volume for a Pension Department.

Mail out daily check’s/correspondence for pensioners.

Heavy daily correspondence letters regarding pensioners’ application status, benefit status, sympathy, bank/address and changes.


Assistant Accountant AUGUST 2012 – FEBRUARY 2015

Manage Bank of America accounts receivable lockbox and daily distribution of checks by export of Excel to MS Access.

Process Journal Entry Payroll each week for assigned cities by exporting reports from Oracle to Excel. Enter Direct Journal Payments.

Manage Accounts Receivable collection and ensure re-invoicing process by exporting from Oracle to Excel. Rachel Grzywinski


Assist with obtaining Broker confirmation’s so that invoicing for second halves is executed in a timely manner.

Produce and distribute month end reports by exporting reports from Oracle to Excel.

End of each month request archive numbers for Real Estate Deal Files by logging in Excel then submitting to File Room.

Combine dual deals into unified billing invoice from PDF form to MS Word. MULTICAM

Engineer Assistant APRIL 2010 – AUGUST 2012

Receives client calls/screen calls for Engineer Team and Engineer Manager. Coordinate luncheons with potential vendors or client’s. Attend staff meetings and provide minutes from the weekly meetings.

Maintain an organized filing system for engineer drawing’s and catalogue’s.

Proof engineer drawings for correct parts and return to engineers for corrections then input engineer drawings and attachments from Solidworks into database Made 2 Manage. Transport completed engineering drawings to the Manufacturing Manager. Enter new parts into the system that is requested by other departments.

Create Work Orders for Warehouse Manager.


Director of Operations Assistant DECEMBER 2008 – MARCH 2010 Data Entry Assistant MAY 2005 – FEBRUARY 2007

Processing incoming transactions for non-profit agencies that have fundraising/donor stewardship by EFT & credit cards through MS DOS/CD System.

Daily tasks: Pick-up mail at local post office, sort mail that all information has been processed for each request, check calendar for action items for the day. Credit/Debit Files (3rd & 18th Transaction Dates each month) to be processed to Town North Bank via e-mail, check email and respond to customers, retrieve incoming faxes to see if any cancellations/additions were submitted properly and legible, sort the requests by activation date if necessary to ensure that all entries for the current processing period are entered into the system to meet deadlines.

Adjustments for EFT Debit transactions, charging/crediting a customer, one-time transaction processed through MS DOS/PTC and FTP_PRO as needed.

Responsible for end of day tape back-up through Roxio. Answered phones, responded to faxes, retrieve archived documents, and file.


Administrative Assistant FEBRUARY 2007 – DECEMBER 2008

Administrative duties: timesheets, expense reports, take weekly meeting minutes, scheduling conference rooms/travel through SABRE, notarize documents for c-level team.

Screened incoming calls regarding new business for Direct Marketing then input data into call tracking system ACT and transferred to live Executive.

Helped develop Inbound New Business Call Process from entering into call track system ACT, assigning a point of contact, proper information from potential client, research potential client through Internet Research, Linked In, Spoke, and Hoover’s.

Support on upcoming Pitches from processing new job number requests and office or prop supplies. Best Buy Retail Coach

Support on call center for Best Buy Project input data into call tracking system Five Nine and resolved technical support for District Managers of Best Buy Stores for Direct Mail templates and update their local store website. Provided daily statistics for Supervisor.


Completed 48 of 60 hours towards Associate of Science, Brookhaven College, Dallas, TX

Office Administration Degree, ESS College of Business, Dallas, TX.

Applications: MS Word, Outlook, Excel, Oracle, Adobe Reader 9, Deltek, AIA Contract Documents, SmartBidNet, ACT, Foxit Reader 5.1, Made 2 Manage.

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