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Administrative Assistant Office

Calgary, Alberta, Canada
September 12, 2018

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Darlene Yamchuk


Calgary, Alberta T2W 0S1


Over 10 years of administrative experience in Oil & Gas, manufacturing, construction and service companies

Intermediate MS programs, Sage 300, Sage 50 Quantum, Outlook, SAP, Oracle, HRIS, Cendec, Lotus Notes

Strong interpersonal communications skills (written and verbal)

Self directed with strong organizational and time management skills

Strong attention to detail and accuracy, ability to work with minimal supervision

Basic understanding of accounting (coding, invoices, budgets, G&A)

General clerical and administrative duties


Receptionist/Administrative Assistant

Express Employment/Manpower – contract assignments July 2017 – current 2018

Back up to Receptionist answering calls

Creating invoices from service tickets in Sage 50

Proof reading, entering all hours, mileage from service tickets, sub contractors

General filing by stores (7-Elevens, Mac's)

Entering by store number on spreadsheet for current month City of Calgary/CPS West Winds

Assisted customers with Property Assessment packages

Entered Alarm Permit Renewals for Residential and Commercial companies by permit numbers. Updating customer information, business hours, keyholders, returning permits to customers with incorrect information, scanning documents. Processing payments by cheque, Debit, Visa, Mastercard, American Express. Ensuring all information is correct before processing payments

Balancing all orders processed in BI Tool on a daily basis Receptionist/Office Administrator

Zazula Process Equipment April 20 – October 4, 2016 Reception Duties/Administrative Duties

Answering multi-line phones in a prompt, courteous manner

Greeting guests in a friendly manner including offering refreshments

Maintaining security; ensure visitors are signed in/out

Providing assistance to all departments when required

Maintaining boardroom calendar, organizing catering

Ordering office supplies, coordinating equipment/repair companies

Filing for accounting department; updating customers and vendors in Sage, coding all invoices, statements and cheques in Sage, mailing cheques to vendors, matching backup invoices to EFT's

Payment processing on credit card machine

Administrative Assistant/CSR

Gentek Building Products Feb 2013 – Nov 2015

Answering phones, assisted customers with general product inquiries, pricing and availability of product in stock and other branches, correcting invoices

Assisted customers at front counter, entering orders, ensuring customers had correct documentation for setting up new accounts, stocked up on alum and vinyl samples to hand out to customers

General filing, creating new folders for customers Darlene Yamchuk

Page 2 – Gentek cont'd

Entering of all faxed and emailed orders in BAP system, out of town orders met deadlines for shipping

Printing all inter-branch requests for shipping, ordering of all tools from suppliers

Maintained front counter, display areas clean and replenishing all brochures

Processing credit card transactions, entering client transactions into BAP

Following up on back orders, deleting old orders from BAP system

Calling customers on past due accounts, following up with Head Office on hold accounts

Providing quotes and pricing on products, ordering of siding (special orders from Burlington plant)

Checking all orders entered and filed in alphabetical order on a weekly basis

Scheduling deliveries for house packages which included James Hardie siding to all areas Administrative Assistant

WFR Wholesale Fire & Rescue Apr 2010 – Nov 2013

Answered telephones and redirected calls to order desk, screening calls for President and CEO

Prepared purchase orders for Visa, American Express and supplier invoices in Oracle

Booking of all booth spaces, hotels and hospitality suites for trade shows

Organizing training courses, booking hotel rooms and catering services

Processing credit card transactions for walk-ins, dealing with suppliers

Updating and maintaining filing system for accounting

General administrative duties

Booking of hotel rooms, airfare and vehicle requirements for salesmen, Fire Departments and tour groups to Pierce Manufacturing plant in Appleton, WI and Florida to view progress on fire trucks

Assisted accounting with calling customers on past due accounts, adding alerts into system, entering cheques into Oracle on a daily basis for bank deposits

Ordering literature from suppliers as required

Sending out cheques to suppliers, attaching invoices and backup to purchase orders for filing

Updated all fire departments in British Columbia, Alberta and Saskatchewan – 6 month project Administrative Assistant Sep 2010 – October 2010

Diversified - Penn West – contract

Assigned QC numbers into database for project numbers

Checking QA/QC project information received from Contractors and Construction Foreman Administrative Assistant - contract December 2009 – March 2010 Office Jobs - WFR Wholesale Fire & Rescue

Booked hotel, airfare and vehicle requirements for President, salesmen and tour groups

Prepared purchase orders for Visa, American Express, supplier invoices in Oracle

General office duties, ensure reception area is neat and tidy, greeting customers University of Calgary - contract Dec 2008 – March 2009

Distributed reports and other correspondence, post upcoming seminars/speakers on bulletin boards

Filing for various department Administrative Assistants, creating new patient files Reports Clerk Supervisor/Administrative Assistant Apr 2004 – Sep 2008 Caliper Inspection Ltd.

Supervision and training of report clerks on job procedures, auditing of job reporting process, reports and job files

Provided weekly status reports to the General Manager

Conducted Employee Performance Reviews

Prepared and processed weekly inspection reports, letters and email correspondence to clients

Maintained designated job assignment files, creating job and inspector files, opening and closing jobs in Access and Excel programs

Updating job tracking spreadsheet for “designated job assignments” with particular attention to inspector hours and percentages of job completion

Attended weekly meetings to discuss inspectors hours, approval required for more hours

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