Customer Service Project

DEBRA MORALES

San Jose, California *****

d ***********@*****.*** C 408-***-****

PROJECT ADMINISTRATOR

High-quality administrative professional with extensive experience. Manage multiple concurrent tasks and meet strict deadlines. Maintain detailed records and ensure secure office locations. Possess an exceptional work ethic, dedication & dependability. CORE COMPETENCIES:

● Proficient in Microsoft Office Suite

● Proficient Autodesk BIM 360

● Buzzsaw

● Procore

● SharePoint

● Google Doc

● BlueBeam Session

● Effective Team Player

● Web Conferencing (Webex, Blue Jean & Zoom)

● Microsoft Office - (Outlook, Word Doc, Excel &

Office 365)

PROFESSIONAL EXPERIENCE

AlfaTech Consulting Engineers – San Jose, California (2016 – 2018) innovative ideas / integrated solutions / sustainable partnerships. Project Administrator (A pril 2016 - March 2018)

Support the Principal, mechanical, electrical & plumbing engineers. Tracking and log all RFI/Submittal projects for the team for the San Francisco and San Jose office.

● Works with Project Managers to resolve priorities.

● Meets schedules. Advises project engineers and Project Managers when there may be a problem in

● meeting an upcoming deadlines.

● Assists in producing reports.

● Attends all Group Project Management Meetings, and distributes them to the project team.

● Assists Project Manager in coordinating project meetings.

● Assists Project Manager in coordinating Project Output.

● Project Word Processing: Specifications, correspondence, memos, and many other forms of

● Project Documentation.

● Coordinate and facilitate production of multi-author Documents to ensure consistency, cohesion,

● and timeliness.

● Processes all Change Orders, RFIs, and Submittals and maintains Construction Administration (CA)

● database on a daily basis.

● Generates weekly reports on CA documents response times and lateness to the team and Project

● Manager

● Maintains project-filing systems and keeps all Project Records current and in order.

● Files Project Records on a timely basis.

● Record details of incoming and outgoing Project Documents in the Document Register.

● Files the master copy of a Project Document.

● Coordinates outgoing project packages.

● Assists PMs with the preparation of project planning and monitoring tools.

● Act as Project Quality Control Monitor:

● Identifies and holds any Project Output that has not been verified at the point of issue by required

● Project QC methods.

● Reviews with Project Manager any required action for Project Output that has not been verified. INTEGRAL GROUP – San Jose, California (2014 – 2016) Revolutionary Engineering is a treatise of innovation in deep green building design. Support the Principal, mechanical & electrical engineers. Tracking and log all RFI/Submittal projects for the team for our Oakland, San Jose and L.A office. Greet visitors, answer phones, and coordinate conferences, Lunch and Learn meeting. Maintain office equipment including, copier, and fax machine. Order office/kitchen supplies.

Project Support/Administrative Assistant

● Supporting the Managing Principal/ Electrical, Mechanical & Plumbing Engineers/ Project Managers

● Assist with proposal, specifications, report and contracts/service agreements

● Assist Project Managers in the coordination and assembly of document packages

(drawings/specifications)

● Work closely with the Project Managers and discipline lead to set-up and maintain the project work plan in Deltek.

● Tracking project correspondence (RFI/Submittals) with MS Access

● Run occasional office errands

● Answer telephones, route calls to staff and voicemail system, and deliver urgent messages to team members in the field

● Make travel arrangements, including airfare, hotel and rental car for office personnel

● Schedule Lunch n’ Learns

● Prepare both internal and external mail. This includes special handling packages. Sign and deliveries to FED EX, UPS, OnTrac, etc.

● Provide general administrative support – order office/kitchen supplies and interface with vendors/janitorial service

● Backup for the reception as needed

GENERAL DYNAMICS C4 SYSTEM – San Jose, California (2005 – 2013) Leading integrator of secure communication and information systems and technology. Administrator/Office Manager, Worldwide Sales Department (Feb 2013 – July 2013) Supported VP of Sales, managed the data processing and weekly CRM reporting. Oversee schedules, greet visitors, and act as a gatekeeper for senior staff. Screen incoming documents. Coordinate conferences, workshops, and meetings. Explain policies, procedures, rules, and regulations to employees. Assist with physical inventory when needed. Process export authorizations for international shipments. Maintain office equipment, including phone system security, copier, and fax machine and order office supplies.

● Keep detailed travel and expense records using Concur Solutions.

● Acted as the 24/7 emergency point of contact for security company at the San Jose Office.

● Control keys and employee/visitor badges to maintain a secure office suite.

● Liaison with property management and confidential document / data disposal companies.

● Assisted with physical inventory (PI) when needed. Administrator: Export Compliance Coordinator (March 2010 – Feb 2013) Created commercial invoices for all shipments leaving the U.S. to avoid customs delays. Performed database queries. Supported returned materials authorization (RMA) functions by verifying descriptions, classifications, country of origin, and dollar amount.

Key achievements:

● Played key role in clearing four-month backlog by quickly and accurately processing commercial invoices and proactively contacting customers to gather required documents.

● Maintained full compliance with external audit requirements. Administrator: Order Entry (April 2005 – March 2010) Processed a high volume of sales orders and generated customer invoices. Developed weekly open order reports for production meetings. Coordinated domestic and international shipments with FedEx, UPS and other carriers. Provided courier tracking information to sales team and customers. Managed a full range of administrative tasks, including ordering and mail processing.

● Took initiative to manage additional customer service shipping and receiving duties.

● Ensured smooth office operations and improved customer service and support. Key achievements:

● Expanded role from receptionist duties to include supporting customer service and shipping and receiving departments.

● Ensured smooth office operations and improved customers’ experiences by personally following up on shipments and supply orders.

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