Cindy Karran

Calgary, AB

403-***-****(Cell)

Email: ac8j77@r.postjobfree.com

Summary of Qualifications

•Administrative Assistant with over 12 years of experience

•Strong experience providing administrative support to a team of 15 employees including a VP and CEO

•Administrative skills include building and growing relationships with outside vendors and internal staff, travel arrangements, event planning and onboarding of new employees

•Strong experience with Visa reconciling, reporting, coding, processing invoices and quick pays

•Technical skills include proficiency with Microsoft Office, CGC Open Payables, Toolbox Management, Corecon, Filemaker Pro, CRM, Concur, Optimus, SAP, Sharepoint and Centra.

Professional Experience

CSA Group

2015-Present

Product Group Assistant

•Manage all couriers, scanning, mail, and faxes

•Manage all incoming calls

•Schedule Special Inspections for customers

•Maintain Outlook calendar for meetings and training

•Send application package to customer for an inspection, request and gather all documentation

•Create customer file in BOX System upload all documentation to file folder

•Close out projects

•Set up new customers in SAP and SI Generator

•Time Entry in SAP

•Create and send quotes to customers

•Upload Factory Reports, Certification Records, and Classification Records into Box system for inspectors from internal Data System.

•Set up Inspection projects in Optimus System

•Pre-approve expenses in Concur System

•Manage and order coffee and office supplies

•Coordinate all lunches, book meeting rooms for training courses and meetings

•Plan and organize Christmas Parties, United Way Campaign, Team Events

•Code and process invoices for payment

•Process quotes in Centra

ITC Construction Group

2013-2015

Project Assistant/Administrative Assistant

•Assist Project Coordinators with purchase orders, transmittals, and ordering of site furniture

•Reconcile expense and Visa statements for directors and staff

•Manage all couriers, scanning, mail, and faxes

•Provide all office administration including ordering office supplies, lunches, room bookings, company events

•Handle customer inquires and forward phone calls to appropriate employee

•Assist HR with new hires with their new employee paperwork, ordering their supplies • Ordering access cards,office keys for new employees

•Book hotel accommodations and car rentals

•Assist Estimating team with binding their proposals, calling sub-trades to ensure they are bidding on proposals and confirm they received the invite and drawings

•Bank Deposits

•Data entry onto spreadsheets

Carbon Constructors Inc.

2012- 2013

Project Assistant/Administrative Assistant

•Responsible for communicating and managing all questions, queries and documentation for Sub-contractors

•Sent out meeting requests and record meeting minutes in all weekly company meetings

•Collected and verified all legal documents required for Sub-contractors to work on job site

•Handled confidential information in a professional manner

•Sent via email or courier, shop drawings and or samples to Architects/Owners

•Requested from Sub-contract companies their Operation & Maintenance Manuals for distribution to owners

•Created and maintain Operation & Maintenance Manual binders

•Prepared Request for Quotations and Purchase Orders

•Managed all change requests, Change Purposal Request, Subcontract Change Orders, Site Instruction, RFI’S and Sub-contract amounts in Corecon database

•Back up for Receptionist

•Handled data entry onto spreadsheets

Gracom (Division of Graham Construction)

2008-2012

Administrative Assistant

•Processed Visa and expenses reports weekly

•Recorded meeting minutes for weekly general meetings

•Liaised with over 60 suppliers, architects and general contractors weekly

•Reviewed project contracts to ensure consistency and accuracy

•Managed and forwarded all incoming calls

•Generated electronic purchase orders daily

•Provided all office administration including ordering office supplies, lunches, room bookings, flights and accommodations for office staff

•Managed all tenders to send to general contractors, over 50 per week

•Ensured all addendums and drawings were put in estimating file

•Organized and set up training programs for 50 field staff

•Processed new hires and terminations

•Managed couriers, scanning, mail and faxes and forwarded incoming calls

•Imputed all invoices for payment and on a quick pay cycle when required, generated journal reports

•Month end invoicing-generated reports

•Commissioned Statutory Declaration for the general contractors

•Ordered all Insurance Certificates and WCB clearance letters

•Document Control-downloaded, managed and updated all drawings, specs, addendums onto the general office manager database(Convert to PDF documents)

•Archived all documentation

•Created and maintained files for all documents in general office manager and server

•Handled all accounts payable for the office

•Imputed all cheques into general office manager database

•Entered company production reports into toolbox management database

•Managed all aspects of the weekly payroll process for over 70 field staff

•Worked on Proposals

•Data entry onto Spreadsheets

Task One Mortgage Inc.

2006-2008

Administrative Assistant

•Prepared reports, business correspondence and documents

•Handled invoicing and accounts payable/receivables daily

•Posted general ledger entries daily

•Inputted clients information into CRM system

•Provided all office administration for mortgage associates and manager

•Booked, confirmed and scheduled appointments for mortgage associate

•Liaised with clients and lawyers

Freelance

1999-2006

Daycare Provider

• Prepared program for children in a warm and stimulation environment

Pepsi Bottling Group

1988-1998

Administrator/Machine/Forklift Operator

•Completed, faxing, Photocopying and general clerical duties

•Transferred floor inventory

•Fed lines with raw material

•Maintained adherence to health and safety policies

Education

Graham University Training Courses

•Job Cost Essentials

•P2P Processing - Electronic Purchase Order, Purchase Receipts and Invoicing

•Invoicing for General Contractor

Additional Courses

•Excel Level 1

•Commissioner for Oaths

•Standard First Aid CPR/AED Level

•Construction Safety Training System

•Adobe

•Canadian Centre for Occupational Health and Safety (Workplace Inspections)

•Canadian Centre for Occupational Health and Safety (Accident Investigation)

•Canadian Centre for Occupational Health and Safety ( Exam – Health and Safety Committees)

Volunteer Experience

•CIBC Walk for the Cure

•Midnapore School Parent Volunteer

•United Way Campaign

•Great Work Place Committee

•JOSH Safety Committee

•HSE Safety Committee

References

Available Upon Request

Contact this candidate