Administrative Assistant Manager

Margaret E. Portillo

*********@*****.***

Azusa, CA

Objective: Obtain a position where my clerical skills in multi-tasking and problem solving are well utilized.

Oct 2011 – Oct 2013 – (NFI Freight – Chino) – Administrative Assistant perform office support for General Manager and

multiple supervisors. expedite financial billing/revenue summary, maintain timecard system (Kronos),

setup/inactivate/changes to temporary associates, fielding telephone calls, receiving and directing visitors, maintaining HR

personnel files. Maintain supply inventory by checking stock; anticipating needed supplies; placing and expediting orders

for supplies; verifying receipt of supplies.

Feb 2011 – July 2011 – Willdan Engineering – Administrative Assistant - All word processing for in-office staff and Public

Works field staff. Utility Notices, Public Works Construction Specifications, and engineering estimates, City memos,

letters. preconstruction meeting minutes. Public Works project progress payments, bid analysis, project budgets. various

other reports for Planning Dept staff, convert PDF docs to Word doc and format for editing, mass mailings/document

merges, develop access forms and/or excel spreadsheets for data entry projects. Maintain control log of all work going

through word processing, handle project “hotline" for Public Works community outreach projects; maintain and log

responses, respond to requests to locate/ provide documents. Year-End cleanup of network drives; daily network backup,

Liberty Records Management, system administrator, assist Administration Manager with other tasks when required.

Aug 2007 – Mar 2009 – Basin Water/Envirogen Technologies - Operations Assistant – Used independent judgment to

plan, prioritize, and organize diversified workload to accomplish goals. A high degree of discretion and diplomacy

excellent verbal/written communications skills. Coordinated department meetings, generate engineering reports

(Operation/Maintenance Manuals, Test Reports, Bill of Materials), monitor purchase orders/invoices (Mass 200), expense

reports, timecards. Provided additional administrative support as needed.

Jan 2006/July 2007 Moved to Texas held temporary positions - LK Jordan – Service Department Dispatcher - File

warranty claims ensure service calls were invoiced. Assisted Parts Department to reconcile parts and equipment

orders/deliveries. installations with department records. Office Team - Receptionist – Responsible for directing calls

received on 24 lines, directed calls to appropriate departments. Greeted clients/customers processed outgoing metered

mail, handed out job applications for Health Provider requests.

Dec 2004 – Nov 2006 GLC - Administrative Assistant – Provided administrative support, ordered and maintained office

inventory, processed incoming/outgoing mail, updated client contact information, maintained spreadsheets on continuing

education requirements for registered architects, monitored and updated OSHA requirements.

November 2003 - November 2004 held temporary positions while seeking full time employment:

Aug 2004 – Nov 2004 Corestaff (Agency) - Trane - Customer Service Coordinator – Schedule service technicians for job

sites; input service calls and work schedules using WennSoft; completed purchase orders. Safely shipped oil and mineral

samples for analysis.

Feb 2004 – Aug 2004 Olympic Staffing (Agency) – Vons - Administrative Assistant – Provided administrative support for a

property management group. Expedited numerous projects to meet deadlines, maintained commercial real estate

management/lease documentation. Worked independently and as a team player within a fast-paced department,

prioritized and initiated projects startup documentation.

Nov 2003 – Jan 2004 Apple One (Agency) – Suburban Water - Executive Secretary - Under direction of Business

Coordinator prepared work folders, issue tentative, final drawings and specifications for capital projects. Ordered

construction and encroachment permits for capital and developer projects and tracked their status. Maintained work order

filing system and project files. Prepared “Notice of Award” and “Notice to Proceed” correspondence sent copies of

construction drawings, specifications and permits to district office and contractor as needed.

Oct 1988 – Jan 2003 MWH Engineering – Administrative Assistant – Administrative support for 30 to 80 personnel

(engineer/designer), assisted three Manager/VP maintained confidential records, organized travel arrangements,

coordinated meetings and special events. Oversaw file permissions on department server, maintained project backup

files archived completed projects.

Education: Woodrow Wilson High School, Los Angeles, CA

References available upon request.

Contact this candidate