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Executive Admin. Assistant, Contracts Administrator

Calgary, AB, Canada
March 08, 2018

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Julia L. Hall, Hons. B.E.S.

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

Calgary, AB T3G 3Z3

Contracts Administrator, Electrical Projects Division Naylor Building Partnerships Inc.

Oakville, ON

Jan. 2002 - May 2013 (11yrs., 5 mos.)

*Assistant to the Senior Vice-President of Electrical & Communications Divisions

*Worked Closely with the Chief Financial Officer

*Managed My Own Assistant

Project Administration Duties Performed:

- Entered Job Costing and Billing Information

- Processed Change Notices, Holdbacks, Progress Billing

- Facilitated with Pre-qualification Documentation and CCDCs

- Processed Purchase Order/Letter of Intent and Provided support documentation ie. WSIB Certificate of Clearance, Certificate of Insurance, Ministry of Labour Form 1000, Health and Safety Documents

- Created and Maintained Project and Billing Files

- Created Manuals at Project Completion

- Requested Rough-In and Letter of Occupancy Inspections

- Created Panel Schedules

- Posted Project Completion in Daily Commercial News

- Tracked Vacation Schedule for Divisions

Billing Duties Performed:

- Requested Billing Percentages from Project Managers

- Created Draft Progress Billing Invoice and submit to client/engineer for approval

- Prepared Statutory Declarations (following the first payment)

- Posted Progress Billing Invoice and sent to customer

- Prepared Holdback Invoices

- Prepared Warranty Letters

- Managed Inter-Departmental Cross Charges

- Submitted Month-End Progress Billing Report to CFO and Sr. VP Electrical/Communications

- Assisted Accounts Receivable with Account Reconciliation where necessary

- Assisted Accounting with Month-End Accrual and Year-End Preparations

- Facilitated Year-End Audit Process and reviewed records with Auditors Payroll Duties Performed:

- Received and Coded Timesheets and Expenses

- Reviewed payroll with Electrical Service Billing Clerk for shared technicians

- Entered Payroll into System and Submitted report to Accounting

- Created Custom Timesheets as Required


- B acked Up Senior Administrative Assistant to the President while on vacation

- Assisted with ISO Audits

- C haired the Charitable Contribution Committee

- Represented Company as C ommissioner of Oaths

Software Experience:

Windows10, Excel, Word, Powerpoint

Google Docs/Sheets/Slides

Fieldpoint/Alert, Tectura, Jonas and GP

Environmental Coordinator

Data Tech Environmental Services

Thornhill, ON

Apr. 1997 - Dec. 2000 (3yrs., 9mos.)

*Assistant to the President

Duties Performed as the Environmental Coordinator: Completed Phase I and Phase II Environmental Assessments Conducted Air, Soil and Waste Water Sampling

Created Bore Hole Logs

Generated all Initial Reports to be reviewed and completed by President UFFI Drilling and Air Sampling

Conducted and Reported on Waste Audits

WHMIS Trainer

Attended Site Meetings

Tracked Safety Documentation

We worked very closely with our clients in the Commercial, Residential, and Institutional sectors of business.


University of Waterloo

Honours Bachelor of Environmental Studies Degree, Environment and Resource Studies 1990 – 1994

Minor in Physical Anthropology

Niagara College

Post Degree Diploma

Environmental Management

1994 – 1995

Volunteer Experience

Girl Guide Leader

Girl Guides of Canada

Sep. 2010 – Jun. 2015 (4 yrs., 10 mos.)

Volunteering is a wonderful experience! Seeing the children's beautiful faces light up during camps and special activities makes it all worthwhile! Board Member - Vice President and Secretary Roles

Calgary Artistic Roller Sports Club - CARSC

May 2015 - June 2017 (2yrs., 10mos.)

I arranged Travel for Team Members/Coaches/Chaperones to various competitions in the USA, completed paperwork to submit to AGLC for travel expenses, ordered Team Travel Apparel, registered and tracked memberships of all members of the Board and Team annually with Roller Sports Canada, recorded and updated all Executive Board Meeting Minutes. Middle School Volunteer

Arbour Lake School

Sept. 2014 - Present

Assist Parent Council, Spirit Committee, Concert Band and teachers in various capacities throughout the school and in a supervisory role on field trips.

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