Office Administation Professional

Summary

A proven leader with over ** years of administrative experience with increasing amounts of responsibility. Experienced in supporting CEO’s, CFO’s, Directors and Managers of Mega and Large capital projects with the highest degree of integrity and professionalism. I am a motivated self starter able to multitask in a busy office environment. I have excellent computer, time management and communication skills.

Skills

Advanced Knowledge of MS Office 2003-2013 Word/Excel/Outlook 365/ PowerPoint/Access

MS Visio Professional / Adobe Professional / Internet Explorer, Firefox / Lotus Notes / JD Edwards / Oracle / Markview / Livelink / Documentum / e-Room / SAP / SharePoint / Live Meeting / International and Domestic Travel Reservations

Proven organizational skills, able to manage and prioritize projects to execute effectively and efficiently

Professional demeanor, flexible and positive; able to work independently with limited guidance

Excellent problem solving skills able to initiate improvements where needed; a team player with a high degree of integrity, trust and confidentiality

Excellent interpersonal skills; able to communicate and coordinate workflow assertively and diplomatically at all levels of the organization with professional attitude and demeanor

Able to anticipate and address needs proactively

Bi-lingual – Spanish and English

Experience

WILLIAMS ENERGY AND CONSTRUCTION

LEASED FROM:

SWIFT WORLDWIDE RESOURCES, HOUSTON TX (03/2014 TO DATE)

G.A.S UNLIMITED, HOUSTON TX (11/2012 TO 03/2014)

Project Coordinator Gunflint Tie Back Project (01/2015 to Date)

Project Coordinator Gulfstar FPS Project (11/2012 to 12/2014)

Review and approve request for services contracts on behalf of project director

Manage purchase orders, requisitions, inventory and 200K budget for all project promotional giveaways

Collect accurate information and develop creative presentations/reports/schedules for managers, clients and executives including vessel schedules, stakeholder presentations and monthly project status reports

Process and submit expense reports for project director and project managers; approve subordinate expenses on behalf of project director

Manage overall project calendar coordinating critical events such as project review meetings, client visits, team meetings, and time off assuring managers or their back up participated as required

Coordinate domestic travel including aircraft (commercial as well as corporate), hotels, and ground transportation including daily and weekly travel to and from project construction yards

Coordinate all meeting logistics including booking conference rooms, catering requests, setting up conference calls and/or video conference calls and booking outside accommodations

Prepare e-mails, letters and other written documents such as stakeholder reports, monthly status reports, project status letters to clients and vendors

Maintain strong relationships with vendors; research, order and maintain safety and promotional products

Point of contact for over 500 project personnel including clients and partners for project support and services

Track and coordinate tasks to advance project objectives such as maintaining vessel schedule and duration, following up with contracts group to ensure personnel are hired and on boarded when needed, work with facilities and IT to ensure office space and computer hardware is set up when needed for new hires, work with corporate communications group to ensure project marketing information is accurate and correct prior to public dissemination

Travel to fabrication yards for status update meetings and event planning such as hull sail away celebration

Event coordination of all project events such as team building, lessons learned, hull christening, topsides sail away, safety milestone celebrations and project completion celebration

Support project director and all members of the project leadership team of 14 with all administrative tasks

WORLEYPARSONS, HOUSTON TX

Project Administrative Assistant II (11/2011 to 11/2012)

Review and transfer purchase request from BP to WorleyParsons procurement team

Manage project schedule boards for all BP GoM (Gulf of Mexico) projects (ThunderHorse, Nakika, Atlantis, Mad-dog, Horn Mountain, Holstein and Marlin) including procurements status of purchase orders

Track and coordinate purchase request from BP’s purchase request system to our own system so that the engineering team could review orders

Oversee all administrative duties for the project procurement team

Maintain computerized database files utilizing standard spreadsheet and database software or software specific to the task assigned

Produce regular reports, charts, and special, one-of-a-kind documents such as electronic version of schedule boards

Maintain manual files and logs

Check supplier data documents for compliance and ensure quality of the documents for reproduction

Conduct telephone calls to obtain further data and ensure completeness of records

Member of BP Gulf of Mexico HSSE Steering Committee & South West Operations Employee Club

DOW CHEMICAL COMPANY, HOUSTON TX

Oil and Gas Administrative Leader (06/2011 – 11/2011)

Provide direct support to the General Manager, Sales Director, Public Affairs Manager, and Houston based Marketing and Sales teams

Interface with other Secretaries/Administrative Assistants, international and domestic, to assist and coordinate workload

Prepare business presentations and communications, including transcribing notes, pictures and/or meeting minutes into PowerPoint

Prepare, organize and execute global meetings, customer meetings, Town Hall meetings, Business Operating Team meetings

Prepare expense reports on behalf of 5 leaders and review and approve subordinate expenses on behalf of leaders

Manage calendars for General Manager, Sales Director, Public Affairs Manager, Marketing Manager and Sales Manager

Support leaders in preparation with various people management processes including calibration, global pay planning, performance management and succession planning

Lead effort to gather performance feedback for employees

Maintain Dow Oil & Gas' global customer contacts database

Assist Public Affairs Manager with quarterly global business broadcasts and eNewsletters

Organize logistical details for off-site conference & tradeshow participation

Work with external agencies for various Public Affairs including golf tournaments and trade shows

Focal point for global giveaways program with a 50K budget

Organize and track the departmental communications budget

Maintain Dow Oil & Gas' Organization and News pages on the Dow Intranet

Lead global Dow Oil & Gas' Admin Team of 5 in various locations

Administrative subject matter expert for the department

KBR, HOUSTON TX

Sr. Project Administrative Assistant (03/2011 – 06/2011)

Support two Human Resource Managers, and the Leader of Organizational Excellence (Dow & Aramco)

Interface with other Secretaries/Administrative Assistants to assist and coordinate workload

SharePoint Administrator for Human Resources group on the project

Facilitate Town Hall Meetings, Owner Director Meetings and Social Gatherings for project with over 150 people in attendance

Train project team members in the use of project systems i.e. SharePoint, PowerPoint, Adobe Pro, etc.

URS, HOUSTON TX

Sr. Project Administrative Assistant (03/2007 – 03/2011)

Perform advanced secretarial, clerical, and administrative duties for Executive-level management and clients including Project Directors and Project Managers

Interface with other Secretaries/Administrative Assistants to assist and coordinate workload

Interview, train and supervise project administrative assistants

Facilitate decision-making with regards to all administrative tasks; delegate tasks between multiple assistants

Coordinate travel arrangements for multiple project personnel – multiple destinations, domestic and international

Train new team members in the use of project systems such as SAP and SharePoint

Assemble and analyze information; prepare reports, manuals, agendas, correspondence and memorandum’s

Purchase supplies and office equipment

Set up and maintain electronic and traditional filing systems

Coordinate office functions with telecommuters, other offices and departments, and external organizations

Answer mail and inquiries, followed up with other departments and subject matter experts to ensure that requests were carried out

Review and process expense reports for 6 Project Managers

Prepare materials from very rough and involved drafts to final form with frequent use of technical terminology, combining materials from several sources

Created Flow and Organization Charts

Coordinated and helped prepare correspondence plan and document control plan used on the project

Document management via e-Room, including sending notifications, controlling access and creating log ins

Allocated document identification numbers

Responsible for compliance dictated by client regarding maintenance of related documentation

Participated, tracked and recorded action items and agendas for project task force meetings

Assisted over 100 engineers with any and all administrative tasks

Successfully developed, planned, marketed and executed the 2008 company spring picnic, with over 300 employees in attendance

Leader of Charity Committee and Summer Committees

Education / Certifications

Houston Community College, Houston TX

Associate in Arts – Business Program 3.7 GPA

Scheduled completion - Summer 2015

CCHEST Certified Safety Trained Supervisor 12/2009

OSHA 10 Hour 07/2010

CPR, AED, and First Aid for Adults 02/2012

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