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Administrative Assistant Office

Location:
Seabrook, Texas, 77586, United States
Posted:
April 20, 2018

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Resume:

Katherine A. Hauber

ac466x@r.postjobfree.com 832-***-****

EDUCATION

B.A. Corporate Communications (2008) - University of Houston, Houston, TX PROFESSIONAL EXPERIENCE

Ruppert Landscape Construction July. 2017 - Present Branch Administrator (full -time assignment) Houston, TX

• Answer and direct all incoming phone calls for customers and vendors.

• Mail all tools and parts returns, setting up email notifications on all returns, and tracking returns utilizing company Excel spreadsheet in order to follow up on refunds and manufacturer warranty rebates.

• Update all administrative forms to shared drive. Develop and maintain filling systems, write and distribute email correspondence, internal office communication, and letters.

• Record and follow up all tool Asset Protection Forms, keeping detailed records of all asset tools model numbers, serial numbers, and purchasing backup necessary.

• Process purchase orders, pre-invoice all invoices, and follow up with corporate to ensure payment. Analyze pre-aging detail to confirm vendor payment.

• Process all visa information for H2B seasonal workers with Mexican colsulate

• Book all arrangements for in and out-of-state travel, including for permanent on-site construction housing for domestic employees and H2B seasonal workers. Develop itineraries and agendas based on corporate travel and meetings for all employees; arrange meetings and lodging accommodations for all corporate events and outings.

• Reconcile monthly expense reports for Vice President including the branch checkbook and visa card. Update and reconcile the branch’s Overhead Buyout Summary Reports (Variable, Equipment, and Administrative), as well as post monthly cost detail in all Overhead Buyout Summary excel spreadsheets.

• Order all employee uniforms and all personal protective equipment for field staff.

• HR generalist in charge of handing out applications, inputting all new hire information into ADP including W4, I-9, Handbook Awareness Agreement, E-Verifying using new hire Social Security Card and ID’s, updating current employee records, processing new hire insurance enrollment forms, and summitting new hire drug screen forms.

• Payroll liaison between corporate office in Maryland and payroll department by running GL/ Payroll Detail Report, Daily Hours Report, Payroll Report by Type and approving and locking down payroll in JDE on a weekly basis. Code any Correctional Time Card submissions to corporate for any back payment to all employee and crew.

• Review and analyze Vacation and Leave Reports and Uniform Deduction Cost Detail reports to ensure uniform backpay on a weekly payroll basis.

• Administer and audit DOT driving records and MVR reports on company drivers.

• Followed-up on key matters related to business, social and family activities (requests, open items, etc.); especially critical

• Order all office supplies, business cards, cell phones, Ipads, updating company shared calendar, and researching new possible vendors.

Katherine A. Hauber Page 2

Tate & Company Distillery (full -time assignment) Dec. 2015 - April 2017 Executive Assistant to Founder President & Head Distiller Waco, TX

• Managed the daily events of the office of the President

• Primary contact for his personal and business matters

• Keen ability to read people for deciphering objectives, and handle private and persona matters with discretion

• Required upon occasion to represent the President externally to visitors, consumers, vendors, investors, as well as press (as directed by the President

• Ability to set, rank and meet deadlines under extreme fast pace pressure

• Completed projects and special assignments by establishing objectives; determining urgencies; managing time; gaining group cooperation of others; tracking progress of others; problem-solving; making adjustments to plans

• Developed itineraries and agendas based on corporate travel and meetings for President; arranged meeting and lodging accommodations; coordinated against family schedules and/or agendas

• Executed a system of follow-up on all President’s outstanding and miscellaneous issues

• Expertise in establishing workload and keeping the President on track

• Followed-up on key matters related to business, social and family activities (requests, open items, etc.); especially critical

• Informed President on headlining critical as well as more general issues

• Acted as liaison between the President, key executives and employees to facilitate completion of tasks

• Boer ultimate responsibility for all matters that occur in President’s office

• Determined importance of meeting requests and schedule accordingly for President

• Handled incoming and outgoing calls, emails, and mail

• Executed excellent writing and editing skills to respond to inquiries on President’s behalf

• Maintained accurate databases electronically to include address books, files, and Outlook contacts

• Inherited responsibility for any information regarding new hire; new hire insurance requests; and liaison between company’s group policy insurance renewals and direct contact

• Created a correct system for expense reporting and credit card reconciling

• Obtained my notary for all executive contractual signatures and licensing purposes

• Implemented failsafe methods for purchasing of all office supplies and warehouse supplies needed for day-to-day operations

• Simultaneously completed multiple paralleling projects: o Completed TTB licensing for the distillery o Initiated the TABC licensing and city o Recommended, assisted, and hired Immigration Attorney for an H1B Visa new hire and met deadlines for submission

Katherine A. Hauber Page 3

David Weekley Homes (contract assignment) Sept. 2015 – December 2015 Administrative Assistant Houston, TX

• Administrative Assistant to the General Counsel at David Weekley Homes

• Drafted revisions to lot and land sales contracts in Dashboard for approval by the General Counsel

• Uploaded all land and lot sales contracts to Microsoft SharePoint for multiple cities

• Edited lot and land sales contracts in Dashboard for approval by the General Counsel

• Tracked new land contracts, amendments, due diligence, sales contract revisions, legal documents, and corporate governance for quarterly time efficiency reports • Audited SharePoint and main public drives to verify data is consistent

• Coded invoices in JD Edwards toward specific city of business and cost matter

• Created cost matters in Serengeti to pay posted invoices

• Resolved all returned settlement check issues with Accounting Department • Reconciled expense reports for the general counsel and Legal Department staff members monthly

• Coded credit card statements for the General Counsel and other Legal Department staff members monthly in JDEdwards

• Submitted new setups to accounting

• Oversaw of incoming/outgoing mail, ordering office supplies, faxes/scanning, and tracking records retention on a master log

DBR Engineering (contract assignment) March 2015 - Sept. 2015 Project Secretary Houston, TX

• Worked closely with Project Managers (PMs) as the Project Secretary in the Construction Administration Department to ensure efficiency and lower liability cost in on-going multimillion dollar commercial construction design projects • Maintained highly responsive rapport with PMs; demonstrated articulate and detail-oriented professionalism with outside vendors, architectural clients

• Uploaded submitting plat drawings, drafted contracts, submittal requested, and submittal comments to the public drive and clients’ drop box portals

• Electronically maintained and stored all documentation per project folder on main shared drive

• Issued paperwork to initiate project numbers to accounting department at the initial start of new engineering design projects in order to successfully bill our customers and clients

• Populated company database with missing information from project folders in order to transfer over data from an old database to a new database

• Created and inputted data into spreadsheets for project manager

• Typed letters, proposals, reports, notes and forms from written drafts, dictation and outlines by PMs and teams

• Attended in-house meetings and took meeting notes

• Proofread submittal requests and often exercised individual judgment to ensure correct format, spelling and punctuation

Katherine A. Hauber Page 4

DBR Engineering (continued)

• Prepared and distributed incoming/outgoing correspondence for PMs and teams, as needed

• Answered PMs’ phones and screened contacts to help manage PMs’ time; adjusted meeting schedule, as needed, in Outlook

• Scheduled meetings, travel, and lodging arrangements, as necessary

• Organized and maintained correspondence, reports, and files electronically

• Provided coverage for the receptionist, as needed

• Helped to train temps, as requested

• Prepared weekly timesheets and expense reports

• Maintained confidential information; privately and effectively interacted with various levels of management

Integrated Equipment, Inc. March 2012 - April 2014 Office Administrator Houston, TX

• Maintained and updated the CEO’s, COO’s and CFO’s calendar of activities as it related to meetings and travel schedules; provided administrative support

• Made all international travel arrangements including air, hotel, and ground transportation for CFO, COO and the CEO, as well as for overseas guests

• Opened, sorted and distributed mail and/or faxed correspondence

• Organized and prepared individual expense reports for CFO, COO and other senior management, as needed

• Assisted Sales Department and the supply chain with purchase requisitions and competing purchase orders, as needed

• Coordinated new employee office setups with service departments; e.g., IT, facilities, etc.

• Analyzed figures, postings and documents for correct entry in Great Plains

• Maintained and ordered general office and break room supplies

• Acted as the Human Resources Assistant for the Human Resources Director

• Tracked time and attendance of employees; maintained corresponding records

• Assisted with filing and records retrieval, as needed

• Communicated with parties, as needed, on behalf of senior management to help facilitate day-to-day business matters

• Planned, coordinated and scheduled meetings and events

• Created and distributed internal communications and employee information as it related to human resources and new company policies and procedures via email and other modes of communication

• Ensured invoices received from the customer were approved, entered and paid in a timely manner

• Assisted in Client Service Department as the Accounts Receivables Analyst

• Created and maintained the receivables management module in Great Plains

• Created and formatted monthly aged receivables reports and collected over $2.5 million on overdue commercial invoices in the first 90 days

• Accessed computerized financial information to research and resolve payment disputes and cash flow issues directly with over 200 customers’ accounting departments

Katherine A. Hauber Page 5

Pentagroup Financial, LLC. June 2009 - March 2012 Administrative Assistant/Information Security Officer Houston, TX

• Utilized PowerPoint to present assessment audits to clients, such as CitiFinancial, US Bank and JP Morgan Chase

• Assisted with company merger in December 2011

• Worked directly under the Compliance Officer to minimize legal costs

• Produced, maintained and distributed confidential documents through an internal computerized database, including, but not limited to, the organization’s internal policies and procedures

• Responsibility for obtaining bids for an upcoming bi-annual network security audit, resulting in a bid reduced by $13,000.00

• Checked outgoing and incoming documents for quality, accuracy, and compliance requirements

TECHNICAL SKILLS:

Proficient in Microsoft Office (Word, PowerPoint, Excel, Outlook, SharePoint, ADP, JD Edwards, Microsoft Greatplains, Quickbooks)

References available upon request



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