Project Coordinator/Administrative

SUMMARY OF TALENT

**+ years of project and administrative support (Corporate and small business)

Project coordination and vendor management to move 800 member call center to a new building

Coordinated and executed internal department moves

Coordinated jobs, scheduled technicians, maintained documentation, tracked billable time

Supported Facilities Management, Maintenance and Health and Safety

Coordinated maintenance and IT service requests

Reduced delinquent number of required Ethics training from 478 to 0 in 2.5 months

Assisted with immigration processing for bringing engineers overseas for projects

Built Access database to track immigration applicants’ documentation, proactively

Participated in financial portfolio conversion project converting 150 clients/400+ accounts from one account brokerage firm to another

Assisted with Global Leadership training preparations which included compiling biography documents for each member to provide a hard copy version and input into SharePoint

Office Management: phones, office and vendor management, maintained supplies, scheduling, dispatch, HR responsibilities, bank statement reconciliations, team building and event planning

Executive support: expense reports, travel arrangements, purchasing, internet research, proposal preparations, multiple calendar management, credit card reconciliation

Payroll: ADP, Paychex, Quick Books

Bookkeeping, accounts payable, accounts receivable, invoicing and collections

Maintained virtual filing systems online to easily retrieve documentation

Documented and issued violation letters to homeowners in non-compliance status

Diligent, discreet, proactive, resourceful, good judgment, common sense, proper grammar

Pleasantly interacts with and serves both internal and external customers

Good with projects, coordination, scheduling, planning, analyzing

Ability to interact kindly and effectively with personnel at all levels

Ability to learn the operations of different industries, new technology and quickly learn other industry-specific software programs

Proficient knowledge of Quick Books and MS Office Suite: Word, Excel, Publisher, PowerPoint

Intermediate knowledge of Microsoft Office 365, Project, and Access

Sensitive to customer needs with the ability to listen and communicate effectively

Excellent vendor management

PROFESSIONAL EXPERIENCE

Georgetown Mortgage

Executive Admin

06/2015 to present

Heavy calendar management, travel arrangements; reporting production numbers; event planning; assist Regional Managers and other managers or employees. Assist with monitoring Marketing project timeline; order products, giveaway prizes, open house tools, etc., expense management; time off and expense approval in Paycom. Outlook, Office 365.

TPC Communications

Project Coordinator

02/2015 to 5/2015

Converted scheduling process from pencil and paper to scheduling in Outlook and sending orders to technicians electronically, managing multiple calendars

Receive orders, determine scope, work with project manager, schedule technician, dispatch and follow up with customers

Tracked prepaid, open jobs that had not been invoiced yet in Excel, to prioritize and schedule

Vendor management and customer service

Utilized Quick Books for estimates, service orders and invoicing

Tracked time, expenses and mileage for travel

Maintained documentation for work orders, tech notes, invoices, and plans

Kept and organized email files for extras, job information and requests, part orders for projects

Improved operations and wrote up procedures

HR responsibilities including employee onboarding and processing payroll

Performed A/P, A/R, and collections

Goodwin Management

Compliance Inspector

09/2013 to 02/2015

Conducted HOA covenant compliance inspections for multiple communities, which include determining and photographing non-compliant issues throughout the HOA

Documented and issued violation letters to homeowners in non-compliance status.

Provided follow up and assistance to Property Managers

Worked independently while being a supportive team member and backing up other inspectors.

Provided professional customer service to homeowners while encouraging compliance in a respectful manner

Worked reasonably with homeowners with extenuating circumstances, still encouraging compliance but giving some leniency and extended deadlines if necessary

Provided reports to Property Managers and Board members

Took minutes at HOA Board meetings

Smart Office Support, Austin, TX

Owner

1/2007 to present

Provides support to Williamson County Emergency Services District 9 and District 2 (1x per month)

Attends monthly board meetings, creates and publishes agendas, take minutes and distributes;

Arranges catering.

Maintains documentation in Dropbox and Google Docs

Maintains financials in Quick Books

Provides financial reports and works with CPA for annual financial audit

Silicon Hills Wealth Management

Client Services Coordinator/Administrative Assistant

03/2013 to 09/2013 – 6 month contract

Participated in conversion project converting 150 clients/400+ accounts from one account brokerage firm to another

Performed as the ongoing backup to Client Services Specialist

Administrative duties include, scheduling of clients and business associates in CRM, SmartOffice

Set up new company in SmartOffice, export clients, create users, adjust database settings

Continuous management of client and business relationship information in SmartOffice

Carried out ongoing customer relationship management, first point of contact, follow up, proactively scheduling monthly and quarterly reviews and conference calls

Set up QuickBooks online and reconciled 6 months of transactions, set up general ledger, set up bill pay to automate accounting

Responsible for invoicing clients, accounts payable, vendor management, and other office management duties

Greeting clients, assure their comfort, serve beverages, maintain office appearance

Emerson Process Management, Process Systems and Solutions

HR Administrative Assistant

06/2012 to 01/2013 - 6 month contract

Provided contract support for 6 months to Emerson Process Management, PSS’s Corporate Human Resources department

Assisted with Global Leadership training preparations which included compiling biography documents for each member to provide a hard copy version and input into SharePoint

Put together event binders with agenda, team rosters, course exercises, member information, cell phone listing, maps and concierge recommendations, speaker handouts, coach and speaker biographies

Compiled data for evaluation surveys from Survey-Monkey in response to the conference and created summarized presentations

Reduced delinquent number of required Ethics training from 478 to 0 in 2.5 months. It is required that each of the 750 employees take the course annually

Assisted with record retention auditing and purging of documents and made yearly files for ease of future disposal

Assisted with immigration processing for bringing engineers overseas for projects

Brought up to date and maintained the current Excel database of Immigration Short Term Assignees

Proactively pursued and built an Access database to replace the Excel spreadsheet

Requested and monitored retrieval of certain required documents for lawful entry into the country

5-D Systems, Inc.

Office Manager

8/2009 to 5/2012

Supported the President, Vice President and Treasurer in Aerospace, Unmanned aircraft Engineering firm.

Arranged travel and tracked contracts

Executed accounts payable and receivable procedures along with Intuit payroll processing

Processed expense reports, reimbursements, Human Resource responsibilities, policies and procedures, vendor management, morale boosting, and maintained overall functionality of the office

Created and published the company newsletter

Planned and executed company Christmas party and other events

Bull Creek Data Corp., Austin TX

Business Manager/Partner

6/1998 to 8/2008

Business owner for Remedy Software Consulting Services, design and implementation; r

Ran company operations

Self-taught in QuickBooks accounting software

Bookkeeping responsibilities included bookkeeping, invoicing, accounts payable, accounts receivable, collections; contracted ADP payroll services and submitted weekly information

Learned payroll procedures and converted the company payroll processing to do in-house via QuickBooks, saving the company money

Created budget, monitoring and analysis to present to the President

First USA Bank, Austin, TX

Executive Assistant /IT Project Coordinator

2/1998 to 3/1999

Started as the company’s on-site Telecom Tech via Williams Communications

The Vice President of IT hired me to support her and her department

Assist VP in relocating the 800 member call center to a new building

Provided project management support, vendor management and project coordination for the scope of the central IT equipment, down to the individual phones within the call center

Hewlett-Packard, Santa Clara, CA

Administrative Assistant/Telecom Tech/Specialist

6/1987 to 2/1998

Provided administrative support to the Facilities, Health and Safety departments as well as and Project Managers. Produced and distributed memos and assisted with annual budgeting

Coordinated and executed internal department moves

Coordinated maintenance and IT service requests

Acted as department liaison between these departments and employees, managers and executives

Coordinate internal moves, provide vendor management, process Facilities service requests and provide support to the maintenance team

Inherited Telecom responsibilities; trained in and mastered PBX programming and voice mail

Coordinated internal moves, programmed call center routing, voice mail routing and provided statistical reporting; Nortel, AT&T, Lucent and Octel trained

Obtained knowledge performing and manipulating Crystal Reports

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