Administrative Assistant/Coordinator

* * * * *

ROSE M. HERNANDEZ

***** ****** ******* ***** *******, Texas 77433 Phone: 832-***-**** Email: ***********@*****.*** OBJECTIVE:

Proactive, enthusiastic Administrative Assistant/Coordinator seeking a position making the most of 15+ years’ record of organizing correspondence, managing office supplies, making travel arrangements and maintaining liaison with other departments to ensure smooth office operations. Offer great communication skills and expertise in performing secretarial and record-keeping tasks effectively; including bringing strong clerical abilities and brilliant customer service skills to keep the office organized to contribute to the success of prospective employer. HIGHLIGHTS:

* Bilingual – Spanish (Read/Write) * Microsoft Office Proficiency

* Accounting/Invoice Processing * Meticulous to Time Restraints

* Communication Skills * Problem Solving

* Time Management * Dependable

* Great Work Ethic * Accuracy and Attention to Detail

* Team Work * Customer Service

* Managing relationship with Clients * Maintain Confidential Information

* Detail-Oriented * Multitasking

* Concern for others *Cooperative

* Proactive * Determined

EXPERIENCE:

10/2011 – 04/2016 Administrative Coordinator

GMC Inc. (Engineering) – Houston, Texas

Managed day-to-day administrative functions and support among General Manager, CEO and Project Managers.

Screened incoming calls to the General Manager/CEO, determining nature of call and whether or not it requires their attention.

Welcomed visitors by greeting them, in person or on the telephone; answering or referring inquiries.

Assisted NotOnSite (IT Consultant) in preparing and configuring desktops/laptops for all new-hire employees.

Supported all office staff in sending e-mails and contacting technical support directly as needed dealing with all computer network or communication systems.

Maintained security by following procedures; monitoring log book. 2 P a g e

Made and reviewed all travel arrangements for the General Manager and Project Managers; confirm lodging and transportation, and process travel reconciliation.

Provided administrative support for different departments as needed.

Reserved and coordinated conference room scheduling, meeting organization and distribution of appropriate information, luncheons, etc.

Ordered business cards and marketing material as needed or required.

Created and maintained internal files and record keeping.

Maintained customer confidence and protected operations by keeping Agreement information confidential.

General administrative duties answering phones and delivering messages appropriately, filing, making travel arrangements, coordinating special projects, process mail, developed and coordinated expense reports, maintained supply inventory, etc. (Budgeted costs and to a limit).

Supported Business Development Manager in preparing for Conferences & Exhibitions, which include gathering all proper marketing material, purchasing promo items, including some travel to Ciudad Del Carmen, Mexico for the Latin Sales side.

Responsible for organizing all company events such as Christmas Parties, Potluck’, etc.

Identified areas for improvement and implemented effective solutions.

Notarized any documents as necessary or required.

Ordered office supplies for department; keeping inventory up to date and ordering supplies when needed.

Maintained and managed departmental records (Staff Vacation/PTO).

Copied and scanned Account Payable’s per Accounting, and maintained filing system by year.

Checked mail and delivered to addressed recipients.

Opened, logged and docketed all forms of correspondence and forwarded to appropriate parties.

Greeted and registered clients, vendors and visitors.

Provided high-level administrative support by conducting research, preparing GMC resume template, and formatting staff resumes.

Organized and prioritized multiple tasks and completed them under time constraints.

Scheduled work orders for miscellaneous maintenance and repairs.

Maintained cleanliness of the break-room throughout the day.

Prepared and scheduled all FedEx/Courier shipments. (Deliver personally at times as needed or requested).

Personally delivered GMC bank deposits to Northern Trust Bank.

Prepared, delivered and picked up passport Visas/Passports to and from Sam’s Passport as required.

Administrator for DATAVOX phone system, including desk phone setup/number of all new-hire employees.

Maintained all XEROX printers/copiers, including upkeep. 3 P a g e

10/2004 – 06/2010 Administrative Assistant/Personal Assistant – Houston, Texas Edison Chouest Offshore (Marine Transportation – Supply Vessels)

Managed day-to-day administrative functions and support among Director Geophysical Operations and Sales Manager including Vice President.

Screened incoming calls to the Director/Sales Manager, determining nature of call and whether or not it requires their attention.

Welcomed visitors by greeting them, in person or on the telephone; answering or referring inquiries.

Maintained customer confidence and protected operations by keeping Agreement information confidential.

General administrative duties answering phones and delivering messages appropriately, filing, coordinating special projects, process mail, develop and coordinate expense reports, calendars, travel schedules, expenses and maintained supply inventory, etc.

Performed other duties as assigned and directed by Sales Manager including creating and preparing the proper documentation for Bids by invitation for all Marine Transportation requests by client.

Created and managed all Exhibit A’s (agreements) for all Marine Transportation rentals, and file accordingly by client.

Personally prepared, delivered and picked up passport Visas/Passports from Consulate, (Brazil, China, Ghana, Russia, etc.)

Identified areas for improvement and implemented effective solutions.

Ordered office supplies for department; keeping office supplies inventory up to date and ordering supplies when needed.

Checked mail and delivered to addressed recipients.

Opened, logged and docketed all forms of correspondence and forwarded to appropriate parties.

Greeted and registered clients, vendors and visitors.

Organized and prioritized multiple tasks and completed them under time constraints.

Scheduled work orders for miscellaneous maintenance and repairs.

Prepared and scheduled all FedEx/DHL Courier shipments.

Maintained all XEROX printers/copiers, including upkeep.

Organized and maintained Copy Room for clean and presentable appearance.

Served as primary liaison with all departments and responsible for the company- wide communications, organizing company events, and acted as the point person with facilities management.

Assisted with preparation of presentation materials utilizing Power Point for meetings, Sales Presentations, etc.

Notarized all Oil & Gas documents as required.

Kept fridge stocked with soft drinks daily, maintained cleanliness at the end of the day.

4 P a g e

Delivered personal packages ordered to specified airport for pickup by personal pilots for proper delivery to owner.

Maintained President/Owner’s property and ensured all work order requests were completed in a timely fashion manner.

Managed liaise with contractors to arrange for all home maintenance.

Maintained personal vehicle washed/fueled for every arrival of the President/Vice President and or family parked at the Sugar Land airport.

Purchased personal grocery list as requested by Owner and or family.

Special projects and personal errands as assigned by the Vice President/Legal Counselor.

Weekly cleaning of the family property for spotless home each visit. 10/2002 – 02/2004 Administrative Assistant – Houston, Texas CGGVeritas (Geoscience)

Coordinated the use of presentation materials utilizing Power Point for meetings, sales presentations, etc. in the Houston Visualization Room & Conference Rooms as needed per management.

Managed office support services including purchasing office supplies, facility management, equipment maintenance, and mail distribution.

Served as primary liaison with all departments and is responsible for Company- wide communications, organize company events and act as the point person with facilities management.

Maintained Conference Rooms, Storage Room, and Break Room, for presentable appearance.

Performed administrative tasks such as scanning, copying, faxing, and preparing documents.

Assisted Accounting department with Accounts Receivable/Accounts Payable, and collections as necessary.

Data entry of all time sheets for the department. 11/2000 – 10/2002 Administrative Assistant – Houston, Texas Hampson-Russell Software Services (Geoscience) Merger with CGGVeritas

Managed day-to-day administrative functions and support among General Manager.

Supported management in translation from Spanish to English as requested.

Screened incoming calls to the General Manager, determining nature of call and whether or not it requires their attention.

Welcomed visitors by greeting them, in person or on the telephone; answering or referring inquiries.

Answered phones, and redirected calls as appropriate, and resolved when possible.

Multi-tasked and managed time sensitive assignments. 5 P a g e

Meeting preparations, and calendar assignments.

Researched, compiled, collected and analyzed moderately complex data for projects.

Effectively and efficiently used Microsoft (Excel, Word, PowerPoint).

Maintained client relationship and management system.

Supported the Accountant in Canada with all Accounts Receivable/Accounts Payable, for the local office using an ACCPAC program, personally delivering bank deposits, including the bookkeeping of all transactions.

Accountable for maintaining employee benefit programs (Life, Health, Dental and Vision)

Conserved human resource records by designing a filing and retrieval system; keeping current and past records.

Maintained employee confidence and protected operations by keeping human resource information confidential.

Assisted Geophysicist with all shipping of data tapes, plots, and documents as required.

Ordered office supplies for department; keeping office supplies inventory up to date and ordering supplies when needed.

Prepared and scheduled all FedEx/Courier shipments. (Deliver personally at times as needed or requested).

Maintained all XEROX printers/copiers, including upkeep.

Kept fridge stocked with soft drinks daily, maintained cleanliness at the end of the day.

06/2000 – 11/2000 Receptionist – Houston, Texas

PDVA Services, Inc. (Temp. Burnett Staffing)

Answered phones, and redirected calls as appropriate, and resolved when possible.

Scheduled transportation arrangements as needed per request.

Coordinated Hotel, Travel reservations, (Domestic and International), including travel expenses.

EDUCATION:

2013 – Present Ashford University

2009 Houston Community College

2005 Remington College

2003 American Intercontinental College

1998 El Campo High School

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