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Administrative Assistant Project

Location:
Houston, Texas, United States
Salary:
46600
Posted:
May 02, 2019

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Resume:

Shannon Moseley

**** ******* *** ****, ****, Texas 77449

832-***-**** (Cell)

ac894j@r.postjobfree.com

Career Overview

Experience Summary:

Extensive years of experience as an Executive Administrative Assistant/Administrative Assistant/Human Resource Assistant as well as 9+ years of experience in Document Control.

Skill Highlights

Access, Word, Excel, PowerPoint, Outlook, One Note, Publisher, FileMaker, and SharePoint Workspace

Other software programs:

Adobe Acrobat, Pacesetter, Citadon, PDMC, Documentum, Snag IT, IntraLinks, Live Link, Assai, Bluebeam, ProServer, FileZilla, Drop Box, FileMaker, Windows, Lotus Notes, MS DOS, People Soft, Dbase V, Q&A, WordPerfect, TD 2000, TIMS/QM, Ingenium Web Connect, Toolbook II Assistant, Oracle, Track, Fortis, Kronis, Microsoft MapPoint, Visio, Front Page, Project, Crystal Reports XI, OPUS Version V, Director’s Desk, Project Tools, Application Extender (AX5), Vantage, and PageMaker

Professional Experience Dates

Rowland Group 01/25/18 to 08/20/18

Project Secretary/Document Controller

Created reports using Excel to create files accessible during meetings and conference calls

Revised all documentation database including incoming, outgoing, and final data for easier access for project managers. Maintained calendar and meeting arrangements for project managers

Processed all incoming and outgoing VDTs using LeapFile, FileMaker, and SharePoint

Maintained monthly reports for senior project managers

Maintained database register for all documents for the project

Scanned documents as needed

Rolta International, Inc. 02/17/16 to 06/21/17

Documentation Controller

Managed the review and approval of all documents associated with the project. Coordinated with the ES-PMT to initiate and manage the review and approval of matrix for all documentation and deliverables across the life of the project. Maintained frequent contact with all levels of management

Proofed and edited documents for processing for review cycle. Combined comments and sent to Author for incorporations of comments. Proofed and edited documents for processing for final signature. Issued transmittals, maintained transmittal index, and updated the transmittal log book

Tracked employees time worked, vacation, and holidays using track

Created safety slides for the safety meeting

Additional Role

Project Support/Office Administrator 7/01/2016 to 6/21/17

Maintained confidential day to day operations that include distributing mail and sending packages FedEx/UPS/Mail as needed. Answered and forwarded calls, schedule, prioritized projects, filed, and data entry. As well as assisted with overflow, catered meetings, processed invoices, transmittals, quotes, prepared monthly statements, processed accounts payable. Maintained visitor’s log, greeted visitors, issued badges as needed

Maintained supplies by checking stock to determine inventory levels, anticipated required needs, placed and expedited orders, verified receipts, and stocked items. Set up work stations and conference calls as needed

LEWA 11/2013 – 04/2015

Engineering Documentation and Project Administrator

Maintained Engineering Department work flow for all Houston office projects and systems orders, by processing, clarifying, organizing, and maintaining project specifications, data entry into project/order/work control sheets, submitted engineering documentation using e-mail, e-rooms, Citadon, Project Tools, and Documentum. Maintained submittal records using Excel, administed the project budget, wrote and updated procedures for the Houston office as well as work-flow charts

Accountable for issuing project progress reports by working with project engineers, reviewed project plans and timelines, developed and issued reports and updates at specified reporting intervals; collected, analyzed, and summarized and information, informed customer of project status by submitting periodic progress reports. Responsible for updating and sending out CD(s) for all IOM(s) for Houston office

Assisted engineering with project documentation preparation and revision by monitoring project progress, coordinated activities, and resolved problems as needed

Created a database using Excel that had a hyperlink to all current documents for easy access for the engineers. Maintained project documentation database by maintaining orderly records, files, and database using Excel

Coordinated all team building events such as anniversary, birthdays, and Christmas parties

Primary Services 08/2012 – 09/2013

Shell Exploration & Production Company

Document Control Lead - Eagle Ford and Permian

Principal Accountabilities

Developed and implemented a set of key procedures and specifications governing the document control process, including document control procedure, document numbering specification, correspondence procedure, archiving specification, translation procedure and other documentation together defining the document control framework on Eagle Ford and Permian and other projects as needed

Prepared specifications for documents (requirement, control, delivery) for;

(a) internal/external design and vendor documents

(b) project correspondence

Complied with company records management for controlled and uncontrolled documents

In charge of executing project archiving and handover to next project phase/operations

In charge of managing all paper and electronic document flow within Eagle Ford and Permian, as well as from/to contractors or vendors. Created and maintained document distribution matrix

Established and coordinated the use of document “team working areas” for uncontrolled documents and informal sharing for Eagle Ford and Permian Projects. Established and maintained the document control system and electronic document management system (EDMS)

Developed improvements within the document control scope through leadership, standards, and behaviors. Gathered solutions that educated and encouraged internal and external stakeholders to become more collaborative to Eagle Ford and Permian’s value

Prepared and issued document reports (monthly contractor master document registry status/progress/forecast, weekly company document review statistics)

Liaised with project teams to establish and oversee project document control reports (status, progress and forecast) to be run on a weekly/monthly basis (as required) as part of standard project KPI functions

Addition Responsibilities

Document Expediter and Facilitator

Developed a method to ensured input from the Shell Technical Authorities, Operations, and the Eagle Ford Leadership team were obtained. Maintained process to ensure that drawings and deliverables are reviewed promptly. Ensured that comments are compiled, fed back, where submitted to the project team. Processed accurate construction drawings and provided rapidly to the field. Developed a method to ensured that documentation questions from the field construction group, vendors, and Shell Technical Authorities are answered rapidly. Developed method to ensure critical documents required for operations are maintained

Document Control Back-up

Maintained project mail box. Processed data input of both engineering and supplier documentation using Assai and LiveLink. Coordinated document review. Issued project reports. Updated folders in LiveLink as needed. Maintained RFIs in LiveLink

KMG Chemicals 12/2010 - 06/2012

Executive Administrative Assistance/Document Management

Organized the CEO’s daily duties such as all general office work including, but not limited to, copying, filing, faxing, handle conference room reservations, prepared interdepartmental communications, and panned company events

Processed office supplies orders and invoices from supply vendors

Scheduled and coordinated travel arrangements as requested by executive team. Created and maintain department organization chart

Mustang Engineering 01/2007 - 09/2009

Document Control On projects such as; Masdar, Citgo, Hess, Cairn, Tahiti, Atlantis

Maintained Interface and coordinated with project management, project team, and vendors concerning all incoming and outgoing vendor and engineer documents. Coordinated with project management and vendors concerning final data books. Developed the processed for vendor final data books using PDMC, Documentum, and Adobe

Developed a system to maintain files and access to the filing room for all engineering documents

Maintained incoming client comments for engineering documents in Citadon and Pacesetter

Trained document controller concerning vendor document control process. Processed incoming and outgoing RFIs in Pacesetter and Citadon. As well as developed a method to maintain all incoming and outgoing RFIs in PDMC and Citadon

Developed process for maintaining pre-archived documents for the Citgo project. Processed vendor documents using PDMC and Citadon. Distributed vendor meeting minutes

Was asked to fill in as vendor document control lead for 2 months. Processed and distributed weekly and monthly reports for vendor data. Developed a written procedure for weekly and monthly reports, as well as an e-mail distribution list to be used when issuing all RFIs and vendor meeting minutes

AET Inc. Limited 10/2005 – 11/2006

Executive Administrative Assistant

Maintained the Regional Director’s mail, phone, calendar, and contact list. Analyzed various data for recommendations as directed by Vice Presidents. Gathered information and updated Excel reports on monthly regional business for Regional Director’s presentation to management at monthly meetings. Supervised the maintenance of the region-wide AET rolodex

Scheduled travel, visa, hotel, transport arrangements for Regional Director’s business travel, as well as ensured the smooth relocation and transition of expatriates by obtaining visas and other travel documents, and temporary accommodations as needed. Handled travel, hotel, and other arrangements for visiting board members and senior management team. Managed expense statements for Regional Director and America’s Senior Management (VPs)

Handled the administrative and organizational duties in preparation of annual golf tournament and other company events (board meetings, senior management meetings, company picnics, and Christmas party). Supervised the inventory of office supplies and consumable goods. Coordinated work flow with other administrative assistants and backed up the receptionist as needed

Education Dates

Houston Community College 1995 – 1997

GPA 3.25

GED 1986

Additional Activities and Hobbies

Annual March of Dimes WalkAmerica

Won top walker for 2 years in a roll for March of Dime Walk America

Avon Breast Cancer walk

Love to create Center Pieces, Wreaths for all occasions, baby blankets, and all events needs.



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