Administrative Assistant Document Control

Summary

A high-achieving, driven, and experienced administrative assistant and document specialist talented at streamlining processes while maintaining quality and use of reports in catching errors. While having to achieve many tasks concurrently, development of checklists to ensure thoroughness of completion have proven successful. Additionally, administrative duties performed have been generating and formatting reports, managing multiple mailboxes, ordering supplies, and coordinating meetings.

Core competencies:

Develop and maintain multiple document inventories and files (electronic and hard-copy)

Successfully monitor due dates, accuracy, and formatting of drawing/documents to/from client and project team

Successfully monitor delivery and inspection of materials from vendor to client locations

Gather and monitor percent of completion of vendor jobs on daily to monthly basis

Develop Document Libraries with online and network access

Coordinate mobilization/demobilization of project personnel

Design of templates with styles for specs, plans, philosophies

Design of Procedures and Processes for deliverables templates use and deliverables flow from Originator to Document Control

Monitor and report status of deliverables and comment status

Train staff to use systems to process deliverables and data management system

Coordinate and prepare materials for project workshops

Strengths:

Quickly adapt to new procedures/methods

Self-motivated, goal-oriented, and process-driven

Detail-oriented and proactive

Multi-tasking and priority-setting

Skills:

Windows 10 (high proficiency in Outlook, Word, Excel, and PowerPoint), SharePoint, Adobe Acrobat, Bluebeam Revu, MindMap, and Visio

Experience

01/2018 – 04/2018

Administrative Assistant (part-time)

The Prosperity Club, LLC

Assist in set up of startup business:

oSet up scheduling templates in Calendly and Zapier linked to Google Calendar

oSet up and monitor eVoice phone system for phone sales call routing and messaging of sales line

oSet up sales orders, new employee, and event forms

oMonitor signing of contracts, forms, and orders via RightSignature

oSet up Commission Reporting Forms with formulas

oBuild PowerPoint presentations from sales pricing lists

09/2011 – 10/2015

Document Control / Administrative Assistant

DNV GL, Katy, Texas

Transfer documentation to/from client via SharePoint and maintain in-house document management system

Monitor and maintain multiple mailboxes for various projects and unit

Monitor comment activity for timeliness and accuracy

Perform quality check for overdue jobs and accuracy of database

Generate and issue multiple reports (techdoc status, comment activity, look ahead and overdue, and comment response logs)

Issue outgoing approval packages

Assist with project presentations and workshop planning

Setup project-specific document control procedures

Train and assist personnel in use of company systems

Perform general admin duties as needed (booking meeting rooms, ordering lunch, etc.)

Toastmasters Officer (VP of Public Relations)

04/2010 – 09/2011

Document Control / Technical Assistant

Choren USA LLC., Houston, Texas

Set up and maintain document management system

Assist as technical admin

12/2009 – 04/2010

Document Control

Meador Staffing, Houston, Texas

Various contract positions (primarily with Texas Shapes of Houston, Texas)

05-2009 – 11/2009

Document Specialist – Detail Design Lead

CB&I, Beaumont, Texas (contract with ASI of Georgia)

Detail Design Lead for the Kearl Oil Sands Project

Maintained and monitored multiple mailboxes for client/sub-contractor notifications

Transfer and processing of documentation from contractor FTP and client web sites, signature transmittals, and internal reviews

Train document controllers

Created Document Execution Plan, Detail Design Process Procedures and Supplier Plan

10/2005 – 08/2008

Document Control / Administrative Assistant

WorleyParsons, Houston, Texas

Document Control and Admin for Toyo Project, Unocal, Olero Creek Projects, Loran-Manatee Offshore Development Project, StatoilHydro/NAOSC Project, and Sakhalin-1 A-D Field Development Phase 1 Project

Process engineering documentation

Assist thirty (30) person project team

Handle move coordination of project team

Schedule meetings and catering

Set up proposal templates

12/2004 – 07/2005

Technical Assistant / Document Control

Daniel Industries, Houston, Texas

Technical Assistant (Contract Administrator/ Document Control)

Handled admin responsibilities for four projects (Petrobras P34, P52, P54 and Capixaba) including direct communications w/clients

Uploaded and maintained project documents

Maintained document inventory and due dates

Monitored receipt/delivery of materials from sub-vendor to client

Maintained monthly percent of completion from vendors and calculation sheet for report to accounting

03/2003 – 02/2004

Document Control Assistant

Qatar Integrated Projects (ConocoPhillips), Stafford, Texas

Uploaded/Maintained project documents and maintained document inventory (hardcopy/electronic), transmittals, faxes, and various logs

Monitored timeliness of deadlines for specifications and procedures

Coordinated large quantity reproduction of proposals

Produced weekly report of department activity

Filled in for Document Control Manager during absence (3 month cumulative)

Other Jobs

09/2016 – 10/2016

Document Scanner

Compunnel Software Group, Inc.

Contract assignment with Ricoh performing document scanning of oil & gas and medical documentation

05/2016 – 11/2016

Freelance Worker

Outsource.com

Freelance work providing administrative duties

Compliance Caller

Resolve website addresses

Education

Bachelors, Healthcare Administration (minor in Business), GPA 3.0

University of Phoenix, 2014

Certifications

Red Cross Certified CPR/First Aid Certification 2007-2008

Basic Life Saving (BLS) Certification, 2016

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