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Administrative Assistant Service

Bristow, VA
March 26, 2018

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Tracy L. Warner

Nokesville, VA ***** Home 703-***-**** Cell 703-***-****


Professional Summary

Accomplished professional with a proven ability to coordinate, plan, and support executive-level staff in daily operations. Administrative functions include but are not limited to scheduling meetings, coordinating travel, managing accounts payable, receivable, purchasing and payroll.


Bobcat of Northern Virginia

Administrative Assistant June 2016 – Current

Provide administrative support for salesmen and office staff

Enter new inventory into the system for tracking

Maintain files for sold equipment and getting correspondents sent to service department to prep equipment to be sold

Maintain files of all correspondence related to warranty claims and submit all warranty claims within a timely manner (time sensitive)

Maintain flow of customers coming in the office to purchase parts, have their equipment serviced, etc…

Perform switch board operation of the telephone of all incoming calls

Assist customers with their accounts receivable needs and make daily bank deposit on behalf of the company

Service Writer I Sept 2013 – June 2016

Schedule create work orders and schedule road technicians daily work, get parts pulled and at times update the inventory on their vehicles with changed/new inventory items for newer model machines.

Make sure that parts that are needed to go back on work orders has been ordered and then received to ensure proper scheduling of the work that we need to go back on.

Have any new field mods parts ordered and received

Schedule all mandatory field mods within a timely manner (time is critical)

Any field mods that are outstanding and the equipment is still in our inventory get scheduled as soon as possible.

Service Writer II Sept 2007 – Sept 2013

Liaison between customer and manufacture representatives and technicians.

Ensure timely completion of work order and invoice submission. Invoice customers for new and used equipment purchases. Receive incoming payments for new and used equipment.

Receive equipment deliveries. Responsible for inventory and tracking within inventory system.

Prepare written estimates for service work and parks. Coordination of parts department to ensure ordered parts is pulled for technician to complete the repair. Liaison for customer acceptance of the repairs.

Continue to perform the Administrative Assistant function while completing the above responsibilities.

Administrative Assistant Mar 2007 – Sept 2007

Provide administrative support throughout the life cycle of all service requests.

Maintain files of all correspondence related to work orders and warranty claims.

Perform switch board operation of the telephone of all incoming calls.

Assist customers with their accounts receivable needs and make daily bank deposits on behalf of the company.

Luck Stone Corporation August 2002 – Mar 2007

Administrative Assistant/Dispatcher

Deliver high level administrative support throughout all levels of the organization.

Manage accounts payable, receivable, purchasing and payroll.

Coordinate all travel arrangements and training for associates. This includes keeping leadership calendars up to date. Coordinating and hosting business meetings that have catering needs.

Generate purchase orders for all plant equipment and office supplies.

Maintain consistent communication with management, vendors, customers and internal departments to align overall business efforts in accordance with business goals and objectives.

Develop presentations for review by organization leadership.

Process all new hire documentation and evaluate training requirements which includes preparing applications for specialized training to DMME (Division of Mineral Mining & Engineering).

Serve as back up dispatcher for the Bealeton location. Responsible for preparing customer orders that include the scheduling of material delivery.

CPR and AED certified.

Columbia Gas of Virginia Inc. Oct 1981 – Aug 2002

Administrative Assistant/Dispatcher

Directed all administrative and technical project support.

Prepared biweekly payroll for a team of 30 employees.

Managed invoicing and billing processes.

Fielded a high volume of customer calls to ensure superior service and customer satisfaction.

Coordinated and prepared work schedules for personnel. Dispatched personnel on service and installation calls. Evaluated and prioritized emergency calls and response.

Responsible for notifying UtlitQuest locating service when underground utility damage of gas lines was reported.

Assigned by the State Corporation Commission as being responsible for locations of 6,000 underground service lines. This included responsibility for the re-certification of 2,00 lines annually.

Act as the Command Center Coordinator during national utility emergencies, such as Y2K.

Interfaced with suppliers and company personnel to ensure accurate material for required jobs.

Responsible for about $150,000 in inventory.

Researched, analyzed and prepared monthly status reports detailing meter installations, collection and delinquent account activity, non-traditional appliance work, service calls worked and other data as requested by senior management. Responsible for corporate correspondence such as letter of accounts, delinquent account letters, creation of job orders and service department memorandum.


High School Diploma, Stonewall Jackson High School Manassas, Virginia

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