Project Manager Administrative Assistant

Elby V. Ramirez

***** ***** ****** #****, **** Loma, CA 91737

******@*****.*** / 909-***-**** (cell)

PROFESSIONAL SUMMARY

Seeking a responsible, rewarding position in a company where my experience and proficiency will allow growth and opportunity for a challenging career.

Professional in manner and appearance; very strong interpersonal skills; extensive experience in overseen human resources, administration, client/customer relations, and general business operations

Excellent organizational and writing skills; ability to learn quickly; and good follow through

Capable of prioritizing and managing a heavy work flow without direct supervision; self starter; multi tasked; reliable and dependable; detail oriented; able to exercise discretion with confidential information

Fluent in Spanish (speak, read, and write)

CORE QUALIFICATIONS

MS Office (Word, Excel, Outlook, Publisher, PowerPoint, Access, Internet, Visio, Adobe Acrobat), QuickBooks, and SAP (Ariba Procurement System)

EXPERIENCE

Project Coordinator/ Administrative Assistant

April 2008 to Current

Calcraft Corporation/TotalProjeX Corporation, Rialto, CA

Provide administrative support to CEO, 4 department managers, 3 sales managers and 5 team members

Manage calendars, arranging meetings, preparing expense reports and correspondence

Coordinate domestic and international travel, organize and maintain filing system, order office supplies, serve as liaison for employees and Human Resources department, coordinate team lunches,

Prepare project from commencement to completion including; budget, invoicing, change orders, close-out documents, releases, compile project related reports and construction timeline

Create and maintain accurate customer accounts, enter invoices, resolve account discrepancies as needed, weekly collection calls, perform month-end procedure related to Accounts Receivable

Assist Accounts Payable entering bills, paying invoices and acquiring business licenses

Process weekly timecards, submit and track vacation, assist with new hire packages and employee policy manuals, process a considerable amount of confidential and sensitive information Project Coordinator

August 2006 to April 2008

CB Richard Ellis, (Chevron Account) Brea, CA

Provide project and administrative support to Senior Project Manager and Project Manager in Development; including travel arrangements, expense report, and meeting coordination

Enter purchase orders, service orders, approved change orders and additional work authorizations as directed into Ariba; notify contractors of material orders and track shipping and receipt

Assist in preparation of bid package for projects; enter service order for general contractor

Provide budget (including committed and actual) analysis report to Project Manager

Ensure completion of all required close-out activities including completing project file Marketing Coordinator

Provided administrative support to Alliance Director and Process Manager, including correspondence, travel arrangements, conference room reservations, managing meeting schedules, and other tasks

Manage quarterly LPO process including creating schedule and tracking progress

Scheduled monthly account breakfast meetings; scheduled and coordinated SET meetings

Set-up new hires with phones, laptops and necessary equipment and order business cards

Back –up and assist with other administrative jobs as required by department Training Coordinator

December 2003 to February 2006

VINEYARD BANK, Rancho Cucamonga, CA

Provided administrative and project coordination support to Sr. Management; assisted with the development, maintenance, implementation, and communication of major projects including the integration of an LMS (Learning Management System) utilizing project management methodology

Track internal and external training events for all employees; schedule training rooms and CBT

(Computer Based Training) workstations; oversaw equipment reservation process

Established company-wide employee library; maintained library materials and processes

Assembled and analyzed information, prepare reports and project plans, update reports, write and distribute communications recommend courses of action for assigned projects

Provided New Employee Orientation training on a weekly basis

Edited and produced the department’s monthly newsletter and intranet site Administrative Assistant to Sr. Property Manager

August 2001 to August 2003

JONES LANG LASALLE, INC., Los Angeles, CA

Assisted 6 Property Managers; provided back-up support as needed

Processed invoices from various sites, checked duplicate and late payments; processed expense reports

Maintained two-way radio communication with maintenance engineers, elevator staff, and parking attendants to schedule building maintenance repairs and address tenant concerns and complaints

Interacted with numerous Swinerton Builders contractors and sub-contractors during the LAUSD (Los Angeles Unified School District) Headquarter project; maintained proposals and project files; processed RFIs and RFPs; researched budget information regarding contract; ordered re-print, and blueprint plans

Interfaced with clients, vendors, project managers, engineers and architects on a daily basis Executive Assistant to CFO

June 1998 to July 2001

FONOVISA, INC., Van Nuys, CA

Tracked and met deadlines relating to worldwide check and wire transfer payments; verified confidential account information; generated monthly expense reports

Maintained, reviewed, and administered company’s operational leases and insurance policies

Set appointment and travel arrangements for managers and staff members; assisted in the coordination of special events; prepared employee communication both in English and Spanish

Revised artists and composer contracts with the assistance of the outside legal partners Licensing/Publishing Assistant

Processed and maintained Mechanical Licenses

Recorded statement liquidations and researched song authors and ownership; processed checks

Registered author’s and songs at ASCAP/BMI; various office duties as assigned Records Management Coordinator

June 1991 to June 1998

TEXACO REFINING & MARKETING, INC., Universal City, CA

Effectively managed an extensive filing system for Environmental, Health & Safety department and all service stations worldwide; entered record information into database; updated inventory regularly

Created a records classification scheme for easy access and to comply with retention schedule

Assisted Project Engineers with creating project reports and tracking project bid status

Created presentations for corporate meetings; proofread documents for team members

Secretarial coverage; ordered office and coffee supplies; interacted with outside vendors EDUCATION

Los Angeles Pierce College, CA – Associates of Arts Degree Certification: Notary Public, State of California

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