Project Assistant

F. Leilani Shoaf

**** ******** *****

Katy, Texas 77449

Home: 832-***-**** / Mobile: 832-***-****

Email: *******.*****@*****.***

QUALIFICATION SUMMARY:

Accomplished 13 years in the Oil & Gas industry supporting many functions within an organization

Comprehend all phases of offshore projects and purpose of GAITS, while paying strict attention to detail of scheduling.

Consummate professional dedicated to making the lives of busy executives easier. Serve as an effective gatekeeper.

Proficient user of MS Office (Word, Excel, PowerPoint and Outlook), financial, engineering, and project management programs.

Comprehend state, federal and private sector employment rights and laws.

Strong customer service skills

SKILLS:

MS Office Win10

Project Management

PeopleSoft

Leadership

Excel Pivot Tables

Project Coordination

Time & Attendance

HSSE Awareness

Excel VLOOKUP

Document Control

SAP (HR/Payroll)

Mentoring

MS SharePoint

Change Management

Budget & Procurement

Oil & Gas – Offshore / Manufacturing

MS Project

Contract Negotiation

ERP Systems (Supply Chain / Scheduling)

Petroleum

EXPERIENCE:

December 4, 2014 to July 3, 2016

Insight Global – HP Enterprise

Monitoring Analyst – Data Center

Project support merger of CSC/HP Enterprise server migration.

Review build/test tickets to resolve any issues of failure or error messages for the health of HP Enterprise and HP Inc. servers.

Accountable to servers’ network health is operating optimal, brainstorming on resolving issues, coding within Windows, Linux, and Unix platforms.

Data Analyst/Assistant to Engineering Director – CSI

Analyzed large data, updated policies and procedures.

Created and implemented databases for recording purposes of head count and travel expenditures within the business unit.

Managed Engineering Director's time efficiently, worked closely with senior level directs on all interview processes and onboarding.

Created all status weekly reports and ad-hoc requests, ensuring accuracy to produce efficient reporting.

Created high level power point presentations, manipulate large data to pull information for reporting purposes.

Recreate, create, and streamline processes in order to eliminate duplication and ensure efficiencies and consistency.

Created pivot tables, histograms from large data for reporting purposes.

Assist finance administrator; entering large software orders in ERP system.

May 28, 2014 to July 1, 2014

Project Coordinator – Quality Control - New Builds

Transocean

Coordinate and manage new builds and ad-hoc scheduling while ensuring status reports are accurate and timely. Independently follow-up with global quality team managers while ensuring quality project manager remain abreast of all activities that need priority attention.

Communicate and collaborate with third party vendors in lieu of assignment of inspectors in remote and global locations.

Handle ad-hoc requests with a strong sense of meeting tight deadlines, while orchestrating other priorities in accordance to other projects and new build requests.

December 15, 2013 to March 13, 2014

Kiewit Energy – Executive Assistant to Project Director

Cove Point Expansion - Megaproject (Kiewit Energy sub-contractor)

High level support project director and sub-contract director, handle domestic travel, calendar, expense reporting, heavy scheduling of contractor conference rooms, upload and assign log number for controlled documents, accountable to update and manage commitment log into SharePoint, project correspondence on behalf of director, strong interaction with joint venture C-level executives and client.

Additional duties; support direct reports of five managers, handle logistics of all client and partner meetings, work close with reporting engineer on technical assistance, ordering meals, negotiate with third party vendors, handle logistics for executive team building events.

Interact with events of project comprehension on project scope and milestone logging, as well as assisted commercial manager with maintenance of change log, and managed SharePoint folders.

Reconcile Business card in SAP.

June 4, 2012 to April 23, 2013

ConocoPhillips

Executive Assistant to Function IT Manager

L48 IT

Support to the L48 IT manager and leadership team.

Coordinate logistics of on-boarding, transfer, and exiting employees.

Arrange large office move and complete orientation seminars for all transferee joining function.

Added responsibilities were to coordinated facilitators’ logistics of town hall, function, leadership meetings, and team building.

Manage Procurement Card and entered time in SAP.

Maintain and inventoried office supplies and team perk items. Utilize strong networking skills to complete tasks required. Function SPOC; handle all logistics for function restack efforts moving over 100 people seamlessly. GRLA certified (Group Records Lead Assistant).

Organize, upload and manage SharePoint folders ensuring compliance of electronic documents. Including; create and maintain training calendar for the L48 IT function group.

Processed expense reports in ERP system.

February 21, 2000 to April 15, 2012

BP America (Various support positions)

Executive Assistant to CFO Teams

August 1, 2009 to April 15, 2012

Executive level support to C-level executives. SPOC (single point of contact) for all logistics of international relocation and international travel, maintained $500,000.00 bond signature with approval authority for E&P CFO teams, FERC regulated to secrecy of all corporation financial information and activities.

Gatekeeper to VP schedule ensuring time utilized efficiently while providing support to the executive team members of 22 analysts/advisors. Occasionally support the CFO and Senior Executive Assistant

Other administrative duties – create/bind presentations, sort mail, reconcile department purchase card, maintain reporting tool, correspond with global executives/teams, gather data, order meals, handle logistics for team building functions, Reconcile corporate accounts in SAP.

Project Assistant (TBells, Greater Puma, Kaskida, Paleogene, Mad Dog, Mad Dog Phase II)

December 4, 2006 to July 31, 2009

Project support to GoM Developments Project Engineering and Project Services teams with minimum supervision.

Utilize strong multi-tasking skills supported four (4) project teams (Tubular Bells, Mad Dog, Miocene, Kaskida & MD II).

Assist implementation of Document Control Management processes, accountability of uploading documents for lessons learned database.

Manage, update data into SharePoint sites.

Process of all project invoicing, ensure approval signature(s) obtained, 3-way PO matching, strong communication with third party vendors, resolve all issues pertaining to account receivable/payable regarding project, and work closely with finance and procurement.

SPOC (single point of contact) for all on-boarding/exiting team members and department; prioritize workflow meeting tight deadlines, proactively plan ahead to anticipate future situations.

Proactively streamline processes and share best practices with other Administrative Assistants within the BU/campus wide, also receiving numerous recognition awards by leadership/engineering team members for outstanding support with various projects.

Work closely with project planner accountable to enter/manage and update change log by obtaining proper signatures, maintain project schedule ensuring time lines are met. Reconcile corporate cards in SAP/ERP.

Executive Administrative Assistant to Medical Director (HSSE – Health)

August 9, 2004 to November 30, 2006

Organize and prioritize doctor’s daily calendar and activities to ensure her time is used efficiently.

Manage all corporate medical scheduling for new hire, offshore agility scheduling, process of all third party invoicing for all third part new hire drug and agility testing, research and resolve all issues pertaining to AP.

Maintain highly sensitive information accordance to HIPPA law.

Certified to conduct new hire and random drug testing remaining in accordance with HIPPA regulations and bp standards.

Create and organize meeting literature/packets. Strong interaction with all external and internal requests of Medical Director’s attention with the ability to direct inquires out of my scope.

Process department expenses and corporate card expenditures.

Handle departmental correspondences ensuring compliance with federal laws.

Review department budget, attend administrator meetings representing Dr. Petrick, responsible for the operations of the HSSE medical department on an administrative agenda as well as assisting nurse staff with administrative issues.

Single point of contact for scheduling appointments for department nurses and Medical Director calendar.

Participate in all change management of transition to third party vendor to ensure project meet time frame of hand off.

Leadership responsibilities: lead, train, and mentor receptionist and administrative staff at Houston and Chicago’s office. Manage time entries for administrative staff in PeopleSoft. Resolve all administration issues utilizing sound judgment. Other responsibilities to order office supplies, office equipment, IT accounts, ergo and team building events.

Refinery Infrastructure OT/Absenteeism Coordinator (Manufacturing)

June 15, 2003 to June 18, 2004

Manage timekeeping duties of all manufacturing union employees.

Coordinate union personnel schedules on day and night shifts.

Objective to lower excessive overtime/absenteeism.

Establish working relationship, act as a liaison between management and union field personnel, utilized analytical skills to create fair overtime scheduling to serve as a master to field supervisors.

Single point of contact of absenteeism and scheduling of coverage for 24/7 shifts utilizing ERP/SAP Systems, ensuring vacancies were filled expediently.

Maintain vacancy logs, schedule coverage, monitor payroll data to substantiate excessive absenteeism in ERP system. Report abusers, liaison between union officials and field supervisors to discuss disciplinary actions.

Create spreadsheets to produce query reports from PeopleSoft and Smart Time (both payroll programs) and compiled information to produce monthly reports for management.

Efficiently managed dock overtime via DoxSmart program. Worked closely with budget analyst, human resources, labor relations specialist, and superintendents to resolve and manage excessive overtime by lowering the budget by 32% by year-end.

Tech Assistant (Offshore HSSE – Environment)

October 9, 2002 to March 14, 2003

Performed technical assistance to the offshore HSE Environment engineer’s.

Gathered pertinent data from ‘Gulf of Mexico’ offshore projects regarding waste, air quality, and water information from rigs – enter daily information into EOR database, analyze day-to-day offshore events

consisting of excel pivot tables creating reports from large data into Power Point pack to produce professional presentations for engineering meetings.

regarding environment regulations while accountable of preparation/creation of EOR weekly reports Independently pull data (Vlookup) to produce reports for all ad-hoc requests.

Train, manage and supervise lower level administrative assistants within the business unit with accountability for all upload and manage of data in SharePoint.

Proactively ensure quality control of database entries in ERP system.

Participate in CM process of transition of policies and procedures within organization.

Gained insight and knowledge of regulatory regulations governing offshore business. Maintain databases and proactively assist HSE coordinator regarding updating corporate HSE website.

Human Resources International Staff Assistant / Office Administrator (International Business)

February 21, 2000 to May 15, 2002

Independently perform a wide variety of administrative tasks with attention to detail while managing all sensitive employee information.

Single point of contact to research sensitive information such as; payroll and benefit inquires. Active liaison with management to lead and mentor administrative staff to improve office efficiency and productivity. Maintain highly sensitive information utilizing PeopleSoft while a participant of SAP pilot, maintain department authorization signature $500,000.00 bond.

Negotiate favorable terms and pricing agreements with vendors, caters and other providers for services at special events.

Participated on corporation budget team; recognized for lowering department spending by 54%.

Coordinate manager and HR advisor’s domestic and international travel.

Enhance communication on receiving clearances for expatriate and family travel from corporate medical department.

Reconcile corporate accounts in ERP System.

Created high level power point presentations and training packs.

Participate in all change management of organization restructure. Ensure transitioning of business process and training third party vendors were according to schedule.

EDUCATION:

Current University of Phoenix

BS /BA – Business Administration/Project Management Houston, TX

2001 Houston Community College Houston, Texas

Human Resource Management, Degree Certificate - Received - May 5, 2001

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