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Project Manager Management

San Antonio, Texas, United States
October 02, 2016

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Contact: 210-***-****


Guadalupe Rincón

Professional Summary

A highly organized and detail-oriented Project Coordinator with over 10 years of experience providing thorough and skillful support to senior executives.

Dedicated and focused; able to prioritize and complete multiple tasks and follow through to achieve project goals.

An independent and self-motivated professional with excellent research and writing skills; able to grow positive relationships with clients and co-workers of all organizational levels.

Knowledge of contract language and understanding of contracts lifecycle management.

Expertise in coordinating activities of various departments and getting successful results.

Worked with diverse industries with proven track record on managing project schedules, planning, budgeting/forecasting/tracking.

Audit record of identifying over $7,000,000 on over billing and payment to project

Worked for Vendor Management business units at various fortune 500 companies.

Highly competent professional trusted with confidential projects by Senior Executives

Self-starter and a quick learner who always exceeds expectations. Skills

Office Skills:

Executive Support

Records Management

Database Administrator


Event Coordinator

Manage Executive Calendars

Travel Coordination

HR Generalist

Accounts Payable

Computer Skills: SAP System





MS Project

PeopleSoft & SAP

Data Warehouse

Crystal Reports

Other Skills: Manage and coordinate


HireRight & HireVue systems

CostPoint and ATAS

May 2005-Current




Project Manager/Sr Projects Coordinator

Providing full range of support services for IT Directors, Shared Services, Business Process, and EPMO Leadership. In charge of maintaining IT Portfolio, project roster of over 1,000 members in the project, assisting with Resource Planning, on boarding and terminations of contractors. Worked with Program Management and change Management. Coordinated ongoing activities, meetings, multiple reports, including weekly status reports, Record Risks, Action, Issues, and Decisions items to projects.

Coordinated with various stakeholders across the organization for facilitating review and approval related to SAP S/4 HANA ProjectONE key activities.

Work closely with Architecture team multi IT projects and activities Enterprise wide

Managed IT Projects Portfolio in PPPM (MS Project, ServiceNow and Planning IT Alphabet Systems)

Prepare, monitor and manage Purchase Requisitions, including to on board new contractors in SAP System

Monitor budgets on WBS Capital and Expense

Prepare financial reports using SAP System

Assist with budget preparation

Troubleshoot invoices discrepancies

Managed Information Risk/Security Project

Manage Enterprise-wide Production Monthly Maintenance (PMM)

Acted as liaison and maintained open lines of communication among senior executives, board members, shareholders, middle management and administrative staff.

Managed 70+ members/contributors to Production Monthly Maintenance (PMM)

Interim project manager to coordinate and establish the IT PIT Stop & Fast Track projects

Assist IT Executive team with departmental budgets. Rincón, Guadalupe - Page 2

Update departmental SharePoint sites.

Work closely with Managers and Project Managers to coordinate multiple upcoming and ongoing projects.

Assist with departmental capital and expense forecast and actuals updates.

Prepare In-Service notifications for assets on major projects.

Assist with submitting Purchase Requisitions.

Manage Contractors’ time and expense.

Prepare provisioning request for new FTEs and contractors.

Pilot for new software system (T.E.A.M.S.) for storing and tracking assessments for potential projects.

Prepare and manage Project reports in ServiceNow and MS Project

In charge of coordinating Team Events

Monitor travel and T&E expenses for Director and managers. USAA

Sr Project Coordinator/Sr Executive Assistant

Provide Administrative support to high level Executive management.

Manage several meeting calendars utilizing the Meeting Planner in Outlook.

Coordinated meetings with vendors and Executive Management Group (EMGs) including telephone conferences.

Handled EMGs Outlook email correspondence (read and handled as appropriate).

Consolidate Dashboard Reports and weekly activity reports (WAR) to submit to Executive Vice President.

Reconcile corporate card monthly statements for several EMG and verified GLAC codes.

Assist with preparing 2010 departmental travel and employee recognition budget.

Develop and maintain several databases (employee recognition, budget, holiday schedule).

Wrote correspondence; proofed and edited multiple documents to ensure accuracy and consistency.

Assist with coordination of Departmental indoor/outside events (i.e. Employee Recognition events and Conferences) from researching venue, manage budget, schedule, set up/clean up catering requests.

Coordinate departmental Holiday luncheons for over 100 staff members.

Assist coordinator of Season of Sharing event (shopping and gathering gifts).

Develop and maintain Employee Recognition yearly awards and inventory for over 100 employees.

Prepare travel accommodations for several EMGs and assist other employees as needed.

Coordinate catering for meetings and special events.

Process weekly EPMS time for several EMGs.

Create, maintain and share departmental organizational charts.

Prepare and submit facilities/maintenance and security/systems access requests.

Handle confidential and time sensitive materials/information.

Provide customer service for internal/external customers on problem solving.

Assist with move request process.

Served as point of contact (POC) for other administrative staff with handling of EMGs schedules and activies.

Update running candidacy members and their budget for 2010. ThyssenKrupp-Krause

Administrator/Projects Coordinator

Provide Administrative support to high level Executive management.

Manage several meeting calendars utilizing Outlook.

Design and maintain manpower work/off schedule for 50+ members.

Create and maintain onsite organizational chart.

Prepared memoranda/correspondence to team members as required.

Responsible to review and approve team members T&M (time and material) hours worked.

Prepare T&M invoices for customer approval and signature.

Prepare monthly SAP financial reports.

Collaborate with accounting department with reconciling of site project budget.

Support management and team members with travel accommodations.

Assist engineers with plotting of drawings.

TOYOTA Motor Manufacturing North America (TMMNA)

Administrator/Sr Project Coordinator

Work closely with TMMNA Final Assembly Managers and Engineers starting projects and schedule tracking.

Responsible for Department’s Record Keeping including Personnel files.

Assist TMC Manager and NA Management with budget analysis.

Assist with the development and maintenance of TMMNA-FAE equipment Access Database to include budget Rincón, Guadalupe - Page 3

tracking for engineers.

Coordinate and assist in preparing several Bid Packages.

Contribute in decision making for Bid Award selections of Contractors.

Prepare departmental PeopleSoft and manual POs/Requisitions.

Wrote correspondence; proofed and edited multiple documents to ensure accuracy and consistency.

Coordinate and assist with preparation of ongoing equipment installation schedules.

Assist Engineers with Assembly Equipment investigations.

Resolve payment/invoice issues with Contractors, Accounting and Purchasing.

Research and place orders of parts and equipment for engineers as needed.

Co-Coordinator for Toyota On-Site Suppliers job fair with a successful of over 8,000 interested applicants.

Review, identify and schedule potential candidates for interviews

Responsible for general Human Resources responsibilities.

Arrange travel accommodations for Team Members.

Coordinate Special Events for department.

September 1997 – August 2009

University of Texas Health Science Center San Antonio, TX Office Administrator/Project Coordinator

Managed various National and International Research Imaging projects.

Worked closely with World Health Organization (WHO) Collaborating Centres in conducting studies in rural/urban countries of poverty.

Successfully led the opening of the Dental Hispanic Center of Excellence, including budget, timeline, resources.

Coordinated Family Medicine Residency Program

Developed and organized curriculum/scheduling of students programs.

Coordinate logistics of programs’ projects in preparing yearly budget, resources needed and timelines.

Responsible for budgeting and tracking credentialing of physicians.

Assist with accreditation process to meet Standards under the American Medical Association.

Wrote correspondence; proofed and edited multiple documents to ensure accuracy and consistency.

Heavily involved with survey designs, data collection, statistical analysis of projects.

Managed statistical software packages to prepare and report data analysis.

Assisted preparation of grants and departmental budgets.

Audit, monitor, analyze compliance of usage of grants and State funds.

In charge of daily cash and checks deposits.

Manage, analyze and execute periodic reports to compare budget costs and actual expense using PeopleSoft, Excel and Access databases.

Handled Accounts Payable, reconciliation of accounts and finance reports.

Data Management

Assist with grant proposal preparations.

Manage grant financial status and prepare concerns for management.

Managed 25+ faculty, Residents and Fellows’ hospital rotating schedules.

Identified and arrange resources, equipment, and software as needed.

Coordinated special events, catering and conference room scheduling.

Troubleshoot complex human relations of employees and walk in patrons

Establish tables of accounts and assign entries to accounts for accurate use of funds.

Assist in expenditures and revenues predictions of several grant funds.

Report to management project status and expenditures. Education

University of the Incarnate Word San Antonio, TX

Business Management/Finance (BBA in progress)


Project Management Professional (PMP)

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