Administrative Assistant Service

Valerie MacKenzie

Administrative Assistant

Home: 403-***-****

*** ***** **** **.,

Calgary, AB T2E 5W9

*******@*****.***

OBJECTIVES

To attain an administrative role that will allow me to provide support by handling a wide variety of administrative functions. I would like to be supportive in facilitating logistics of the group and to be responsible for more complex tasks such as assisting on projects from inception to completion.

Take on responsibilities, learn, work hard and help the team perform, all in a work environment that is dynamic and fun.

SKILLS

Demonstrated ability to work well with all levels of internal management and staff as well as outside clients and vendors. Support includes such things as scheduling meetings, sending out invitations, booking venues, recording and distributing minutes, follow up on action items and reporting to key stake holders.

A high degree of professionalism and accuracy when handling a variety of correspondence of a confidential nature, including letters, memos, reports etc.

Responsible for the financial integrity of payment/vendor files, receipting, cash transactions, submission forms, P-card reconciliation etc.

Highly developed people and interpersonal skills. Professional yet personable approach. Positive attitude with a drive to put a smile on every client’s face. A team player by helping other staff so all administrative tasks are completed accurately, efficiently and on schedule.

Strong observation ability and active listening skills used to establish credibility and develop trust readily. This allows me to build excellent customer relations via email, phone and in person in a courteous friendly manner.

Adept at developing and maintaining detailed administrative and procedural processes such as following company OH&S policies, vacation and time off requests, document control; maintain electronic and paper files etc.

Able to identify goals and prioritize effectively to meet deadlines and resolve issues in initial stages with positive communication to all parties concerned in a professional manner. By learning to recognize company goals it helps to prioritize my work and better manage my time.

Proficient in Microsoft Office Operating System 2010 and the use of business equipment: phones, photo copiers, faxes, postage meters etc. Confident in my ability to learn new internal operating systems.

PROFESSIONAL EXPERIENCE

2016

Synopsys Inc. 800 – 6 Ave SW., Unit 410. Calgary, AB T2P 3G3

Front Office Administrator

Greet all visitors and take care of their requirements

Maintain food and beverage inventories, stock the shelves/refrigerator

Order office supplies and coordinate catering for Calgary and Seattle Offices

Answer the main phone line and process calls

Accept deliveries

Liaise with building for maintenance issues, access cards and keys

2014 – 2015

ATCO Structures & Logistics. 285044 Bluegrass Drive, Rocky View County, AB T1X 0P5

Fleet Administrator

Review all incoming service bids on trailers/containers and assign appropriate service requests, as well as create, issue and track all Work Orders/Work Requests for Service Shop for all Workforce Housing and Space Rental Fleet

Send out the charge backs to clients when units are returned and resolving any issues they have with the invoice

Create change orders for service shop service bids

Work closely with the shop personnel in order to maintain shop schedule for unit servicing and rentals

Responds to routine requests from sales on unit availability for pending rentals and sales

Maintains a fleet availability list and unit files for all units including carry-on items, shipping lists, product specifications

Maintains traffic log for all equipment movement

Maintains unit 'out sheets' and equipment sign offs for client projects

Coordinates field service work by responding to field service calls and determining appropriate course of action

Maintain electronic files contain all billing, shipping and project related information

Basic accounting skills (Oracle); invoice coding, requisitions, researching fleet information

Maintain Open PO’s for Third-Party Vendors

Document control; maintain electronic and paper files

Coordinate Transportation as required

Available to answer service calls and logistic inquiries 24/7.

2013 -2014

CWS Fiberglass Technology LTD. 6315 – 36 Street S.E., Calgary, AB T2C 2C4

Operations Administrator

Responsible for ensuring the administrative and procedural requirements for the shop are met on a daily basis.

Office information facilitator; actively reviewing and responding to electronic correspondence. Ensure that visitors, suppliers, contractors and employees are following company HS&E policies and procedures before going onto the shop floor. Direct telephone calls and enquiries to the appropriate individuals in a courteous manner. Responding to inquiries appropriately while maintaining professional confidentiality.

A collaborative working relationship with the client’s Piping Design Supervisor, client’s Logistics Department, Client Inspector, CWS QC Manager, QC Inspector, Shop Foreman, Shipping / Receiving, and head office.

Arrange and schedule meetings and appointments. Addressing employee concerns or questions. Maintain client contact information.

Responsible for petty cash transactions and reconciliation, time clock etc.

Photocopy and collate documents for distribution at meetings, taking meeting minutes, and distributing meeting minutes.

Mail merges, maintaining supplier contact information, vacation tracking, assist with managing HR and benefits. Order office supplies and printing material, kitchen supplies, cleaning supplies for the cleaning staff.

Document control; maintain electronic and paper files. Ensure electronic files contain all billing, shipping and project related information.

Generate Bill of Ladings. Use knowledge of shipping procedures to contact client’s logistics department to make arrangements.

Capable of creating a plan of action to deal with any issues that may arise but always seeking the approval from the appropriate manager before taking action.

2012 -2013

Baker Hughes Canada. 1000, 401 – 9 Ave S.W., Calgary, AB T2P 3C5

Sr. Dept. Administrator

SAP daily invoice coding, processing transactions, accounts receivable/payable.

Concur.

Maintain and prepare reports, presentations or correspondence from manual or electronic files.

Photocopy and collate documents for distribution, mailing and filing.

Office information facilitator, arranging and scheduling meetings or appointments, managing projects.

Make travel arrangements, performing research and distributing information.

Mail merges, maintaining records, vacation tracking, and process incoming and outgoing mail electronically.

Order office supplies and printing material, business cards as needed.

Volunteering at company events. Eg. Golf Tournaments, Stampede breakfast.

2009 – 2012

CWC Primary Care Network. 1812 4 Street S.W., Calgary, AB T2S 1W1

Executive Assistant / Program Administrator

Manage the calendar for the Director, Collaborative Care.

Type reports, meeting minutes, correspondence, presentations as necessary for the Medical Director, Physician Leads, Director Collaborative Care, Program Lead Access Geriatrics and other program leads.

Provide support with internal/external events.

Participate in the purchasing and contract administration processes, e.g., sourcing company purchases, preparing and issuing purchase orders and managing associated administration.

Provide backup support for board meetings in the absence of the Executive Assistant.

Precision, accuracy, and high attention to detail in all aspects of my work. Strong ability to multi-task and prioritize effectively. Strong organizational skills and proven ability to work under pressure and meet deadlines in a highly challenging environment.

Comfortable working in a team environment. Positive communication.

Intuitive. Able to handle requests, follow-ups, problem solving and complaints in a professional manner.

Developed positive external relationships with CWC PCN service providers and other organizations with an interest in furthering the goals of CWC PCN.

Manage the calendar for the Executive Director.

Review electronic correspondence and communication for the Executive Director. Direct telephone calls and inquiries to the appropriate individuals in a courteous manner. Responding to inquiries appropriately while maintaining professional confidentiality dealing with sensitive information.

Provide support with internal/external events.

Arrange the purchasing and contract administration processes, e.g., sourcing company purchases, preparing and issuing purchase orders and managing associated administration.

Provide support for board meetings; includes sending out meeting requests, organizing board meeting materials, attending board meetings, recording minutes, preparing and distributing agendas and all necessary papers for the meeting.

PROFESSIONAL DEVELOPMENT

2007 - 2008 Mount Royal College: Event Logistics, Intro to Event / Meeting Planning

2006 Accounting Cycle: Beginner QuickBooks, Intermediate QuickBooks

New Era Technology: Word 2000 Advanced, Excel 2000 Worksheets

2004 Productivity Point International: Excel 2000 Intermediate, Access 2000 Intermediate, Publisher 2000, Outlook 2000 Intermediate

1996 – 1997 Academy of Learning Computer and Business Career College

Office Administration Diploma

PERSONAL INTERESTS

Arbonne Consultant

Continuing Education; both career and professional.

International travel, volunteering.

Camping, horseback riding, biking, hiking, snowshoeing, cooking, reading, planning family events etc.

Contact this candidate