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Administrative Assistant,Customer Service

Silver Spring, MD
March 16, 2018

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Home: 301-***-**** Text: 240-***-****

Experienced administrative support professional capable of coordinating and performing a range of organizational and operational support activities; serve as a liaison in the resolution of day-to-day administrative and operational problems. Skilled at working in fast-paced environments with strong organizational and interpersonal skills.


Budget Reconciliation • Customer Service • Records Management • Mail • Reception • Special Projects • Microsoft Windows, Word, Excel, Outlook, PowerPoint Public Speaking • Prolog Convergence


April 2017 to October 2017 – Operations Coordinator (Contractor – full time)

NATIONAL INSTITUTES of HEALTH (NIH); National Cancer Institute (NCI), Rockville, Maryland Contracted by Preferred Solutions Group (PSG), Washington, D.C.

Provided support to 2 Branches with 25+ professional staff

Conference Room Services:

Scheduled and set up conference rooms and workshops using WebEx and AgilQuest systems

Maintained and updated conference room schedules, workshops and team calendars

Arranged cancelations and changes to conference rooms and meetings

Set up teleconferencing sessions

Document Control:

Maintained office records; received and maintained electronic and hard copy files

Created Property & Decal Information binders; verified equipment had accountable users and locations

Documented surplus equipment and receipts

Administrative Services:

Created and maintained reports and electronic filing of same

Proofread meeting notes and transcribed into formatted presentations and forwarded to attendees

Gathered and ordered supply requests through POTS; maintained inventory

Provided support for copier maintenance; submitted maintenance requests and follow up

Delivered mail; arranged for pickups

Handled confidential & non-routine information securely

Supported accountability, tracking and management of government equipment


Prepared travel authorizations through Concur; created travel folders

Processed conference registrations through POTS (government purchasing system)

Processed vouchers

Note: Vetted by NIH

July 2013 to September 2016 – Administrative Assistant (Employee – full time)

McDONOUGH BOLYARD PECK (MBP) on site management of Magnuson Clinical Center,

Building 10 F Wing Renovation Project at the National Institutes of Health (NIH), Bethesda, Maryland. Contracted by Global Engineering Solutions (GES), Bethesda, Maryland

Document Control:

Maintained master project files and invoices

Monitored daily, field and monthly reports

Received Submittals and RFIs (Request for Information) and maintained electronic and hard copy files

Processed and maintained Change Request /Cost Event files

Coordinated storage of files with index of locations and contents

Electronic Control:

Electronic filing project documents: Quality Control, Design Team meeting minutes, Payrolls, Invoices, logs, etc.

Used Prolog Convergence to create meeting agendas, minutes, logs and transmittals

Merged files via PDF Creator

Electronic filing into share drive and update Electronic Filing Index as needed

Certified Payroll:

Tracked and filed contractor payrolls

Extracted monthly worker counts and hours for each vendor; entered into proprietary spreadsheets

Certified Payrolls: verified wages according to Davis-Bacon Act and maintain files and storage

Administrative Services:

Developed new Excel spreadsheets for specific projects on request

Created and maintained Pay Apps/Invoices, daily, field and monthly reports and electronic filing of same

Transcribed meeting notes into Prolog format and forwarded to all attendees

Maintained Conference Room schedules and Team calendars

Printed and filed Inspectors’ Daily Reports, JCAHO (Joint Commission on Accreditation of Healthcare Organizations) reports, Fire Marshal Construction Site Inspection Reports.

Scanned Certified Labor Interviews into Prolog and forward to appropriate parties

Coordinated new badges and parking permits as well as JCAHO training for team

Ordered office supplies and maintained inventory, ASIs (Architect Supplemental Instructions) and cost tracking Processed team members’ timesheets and leave requests; tracked team leave time

Special Projects:

Trade Project - extrapolated worker counts and hours into 12-month spreadsheets with monthly and YTD totals for 56 +vendors for 2011- 2016 (Yearly Average: 775 workers – 390,501 hours)

Project Close-Out – Scanned large numbers of documents, project stats, correspondence, pay apps, invoices and receipts into electronic files.

o Processed RFIs, meeting minutes, agendas, Daily, Field & Monthly reports into both storage boxes & electronic files

Note: Vetted by NIH

October 2010 to February 2013 – Administrative Assistant (Contractor - full time)


Bethesda, Maryland – Office of Cyber Infrastructure and Computational Biology (OCICB) - Customer Service Branch Contracted by Global Solutions Network (GSN), Rockville, Maryland

Event Management:

Maintained Branch Chief’s calendar; arranged meetings and reserved conference rooms

Created and maintained branch contact database of 74+ employees

Booked and managed domestic travel and conference memberships

Reconciled branch expenses

Travel Management:

Processed travel requests within confines of budgetary allowances

Reserved transport, hotel, rental cars, etc.

Created personal folders for each traveler with itineraries, agendas, maps, and local transportation

Processed vouchers and receipts for quick reimbursement

Computer Hardware and Software Management:

Managed Loaner Laptop Program: assignment and tracking of laptops

Processed license renewals in a timely manner

Placed and tracked computer and hardware orders into proprietary ordering system

Administrative Services:

Reception of visitors and staff, set up phone services and related requests for new hires

Managed files, spreadsheets, records

Proofread meeting notes and transcribed into formatted presentations and forwarded to attendees

Handled internal mail deliveries, updated address list; prepared materials for shipping via FedEx, UPS, etc.

Coordinated supply runs and distribution with four other departments

Special Projects:

Organized and coordinated all aspects of 2012 Holiday Potluck Party: invitations, attendee tracking, decorations, set up and breakdown, and last-minute emergency room change

Note: Vetted by NIH

Montgomery College, Rockville, MD – GPA: 3.5

Introduction to Microcomputer Operations, Introduction to Computer Applications, Computer Presentations


NIH: Concur (government travel service), Omega travel, POTS (government purchasing system)

Prolog Convergence, PDF Creator

NIH: GovTrip (government travel service), Administrative Management Budget Information System (AMBIS government purchasing system)

Online Computer Library Center (OCLC) and Machine-Readable Cataloging (MARC) database systems

Dell Computer Relais System

Inmagic Genie cataloging database system

Mailers and postage meters; previous retail and mailroom experience

Created new procedures to refine raw statistics into accurate billing data for upper management

Developed new Excel spreadsheets for specific projects on request

Art, design and construction skill

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