Administrative Assistant Data Entry

Gretchen K. Pena

**** ****** ****** **, *********, FL 34758 C. 914-***-**** ******@*****.***

OBJECTIVE

Seeking a position in which my acquired knowledge and combined experience can be used to mutually benefit the company as well as my professional growth.

SUMMARY OF QUALIFICATIONS

Dependable team player. Willing to assume high levels of responsibility. Enthusiastic and willing to grow with the company. Ability to handle stressful situations professionally. Ability to prioritize tasks in terms of urgency and importance. Capable of managing multiple tasks simultaneously and efficiently with minimal supervision. Outstanding ability to think quickly and proactively to solve problems. SKILLS

Proficient in Microsoft Office 2013 Applications, SAP, Maximo Pro 7.6 File Maker Pro, SharePoint, Smart sheet, Inflow Inventory System, Fluent in Spanish (Written & Spoken.) Superior verbal and written communication skills. Excellent problem solving skills and time-management skills. Solid organizational and follow-up skills. Forklift certified and first aid CPR AED certified. WORK EXPERIENCE

Santa Rosa, CA Sonoma Marin Area Rail Transit 07/2015 to 03/2018 Buyer

Customized, maintained, and managed provisional inventory system for capital spare parts, tools, and equipment worth over $3 million dollars.

Maintained the integrity of Inflow and Maximo data transaction throughout the entire process.

Created, reviewed, and processed purchase requisitions for various departments within the Rail Operations Center.

Planned and coordinated interaction with manufacturing personnel and external suppliers on a daily basis due to start up.

Analyze and oversee allocated expenses against Vehicle Maintenance budget.

Researched prospective vendors with competitive pricing, quality, warranty, and lead time.

Provided training for inventory system, purchasing processes, and supervised storeroom work activities.

Expedited and follow-up material orders.

Prepared appropriate supporting documents for all purchase requisitions and cost analysis for purchase orders.

Updated and analyzed pricing to accurately reflect cost.

Observed and analyzed rate of usage of different parts and forecasting ordering.

Maintained bi-weekly cycle counts of various storage locations.

Resolved any discrepancies with orders for returns RMA and obtain proper credits issued for accounts payable.

Provided administrative and clerical support for the Vehicle Maintenance Department. Harrison, NJ Kawasaki Rail Car Inc. 12/2009 to 07/2015 Warranty Administrative Assistant

Created over 80,000 data records combined within SAP and File Maker Pro.

Maintained and updated daily reports for completion of field modifications for a fleet of 350 trains.

Updated modification reports with approved ECO (Engineering Change Orders).

Updated and tracked serialized components in SAP.

Supervise data entry work process and administrative staff.

Contacted major vendors to follow-up warranty replacements.

Addressed and issued a SCAR (Supplier Corrective Action Request) for quarantine parts that failed inspection frequently.

Track inventory and consumed parts.

Handle all office administrative needs and ensuring that the office is properly equipped to support the field staff and supervisors.

Serve as an administrative liaison within and outside the company regarding administrative support and issues related to Warranty.

Coordinated and scheduled calendar for daily and monthly car movement inspections.

Reconcile expenses and payment for office supplies and equipment.

Reorganized office filing system to gain easier access to records and increase efficiency. Yonkers, NY Kawasaki Rail Car Inc. 01/2008 to 12/2009 Purchasing Assistant

Handle the day-to-day issues; creating purchase and sales orders of over half a million dollars in materials per project schedule with major vendors, along with verbal and email dialog with suppliers to ensure timely and accurate product flow. References available upon request

Coordinating between suppliers and customers with respect to availabilities, ship dates, cancellation dates and prompt resolutions for all related issues with account payments.

Calling suppliers and expediting requests for quote (RFQ) responses and (RFP) purchase order shipments on a daily basis.

Post (RFQ) responses, negotiate, process vendor acknowledgements, close out purchase orders, receipt and cross dock administrative functions and post other information into our purchasing system SAP.

Created purchase orders based on production schedule of BOM (Bill of Materials).

Provided support related to the production line in resolving all material issues in a timely manner to maintain production schedule.

Track and verify receipts against purchases.

Perform data entry, run status reports, file and other general clerical duties that are critical to ongoing supplier and customer relationships.

Yonkers, NY Kawasaki Rail Car Inc. 09/2006 to 9/2007 Quality Assurance Supervisor

Expertise in creating, maintaining, filing, and organizing seven main projects simultaneously.

Utilizing source documents to assemble and conduct initial audit of car history book contents for major transit port authorities.

Comply with customer specifications for conditional and final acceptance making certain that the integrity of the product remains paramount to ensure milestones timelines are met.

Provided training for assembly of car, truck history books and general office management within the departments of Quality Control and Quality Assurance.

Proficient in providing project support to different departments based on standard procedures and policies. Yonkers, NY Kawasaki Rail Car Inc. 06/2006 to 09/2006 Quality Control Inspector

Perform daily inspections of parts and sub-systems.

Verify and witness assembly process conformance to quality standards and schematics.

Present finish product to resident inspectors for final approval.

Discern truck discrepancy reports and visualization of matching parts allowing for greater detail in all reporting facets.

Prepare rejection reports and service notification order utilizing SAP.

Assist with documentation control, data entry, and database maintenance of various quality records, reports and documents according to established procedures.

Record data findings from inspections and related documentation with a high degree of accuracy, completeness, and attention to detail.

Yonkers, NY Kawasaki Rail Car Inc. 10/2005 to 06/2006 Quality Control Administrative Assistant

Prepare and organize inspection records and rejection reports according to established procedures in setting up to maintain charts and spreadsheets in windows applications.

Knowledgeable of SAP software handling different types of reports to acquire or create specifications for different standard operation procedures.

Proofread documents to ensure quality levels are met.

Interface with other departments to request and receive reports and information bearing on quality documentation. EDUCATION

Valhalla, New York Westchester Community College 2003 Associate Degree in Applied Science

Major: Business Administration

Newark, New Jersey Essex Community College 2013

Certificate Completion of 51 Course Hours

Major: Project Management

Contact this candidate