Admin Assistant Document Control

Irina Banzen

** ********** ******** ** *******, AB T2C 3V5

Cell: 403-***-****

E-mail: ***********@*****.**

https://ca.linkedin.com/in/irinabanzen

March 12, 2024

RE: Document Control and Operations Administration Position.

To Whom It May Concern:

I am an experienced professional with a solid track record in managing documents, electronic and hard copies of records, providing administrative support to companies, management, and staff. I am very interested in the position in subject line.

My diverse experience in covering all aspects of coordination and administration for different groups throughout my carrier makes me a good candidate for these positions. The knowledge I have acquired in various software, databases, information, and records management, editing and formatting of documents will be a solid asset to TWD.

I do the right thing and feel personally accountable for my work: engage attention to detail with high degree of accuracy, confidentiality, time management and problem-solving skills. My ability to build long lasting relationships with customers, partners, and co-workers make me an agile team player.

I trust you will find my qualifications well suited to these positions. My resume is enclosed. I look forward to meeting for an interview to discuss your needs in greater depth. Thank you for your consideration.

Sincerely,

Irina Banzen

Encl.

Irina Banzen

76 Rivergreen Crescent SE • Calgary, AB T2C 3V5

Cell: 403-***-****

E-mail: ***********@*****.**

Profile

A detailed, quality oriented administrative professional with over fifteen years’ experience in the energy

industry and international experience as an instructor. Tackles new challenges with enthusiasm and a strong work ethic; greatly values organizational confidentiality. Shows passion for work, desire to work with dynamic teams in a fast-paced environment, building long-lasting, fruitful relationships with co-workers.

Areas of Expertise

Records Administration support to Pipeline Construction, and Oil and Gas business operations.

Management of documents, records, software, and databases (including Governmental and Regulatory).

High proficiency with Microsoft Office, Outlook, Teams, SharePoint, OneDrive, PIMs, Enablon,

Adobe Pro, Open Text.

Experience managing multiple conflicting priorities and deadlines

Extensive experience dealing with records keeping in-house and off-site storage

(Iron Mountain, Calgary SE location)

Work History

Jan 2020 – Dec 2023 Records Management, Land, Project Permits Group, Trans Mountain Expansion Project

Delivered Document Control and Records Turnover services for the expansion project

Supported permitting documentation process, ensuring drawings, schematics, and maps are downloaded into the document sharing system in accordance with company records keeping requirements

Received, tracked, and monitored drawings, maps, schematics, and other documentation

Responded to internal and external information, drawings, and documentation requests

Generated documents transmittals, checked them for accuracy, obtained info for incomplete documents

Checked the quality of drawings and documents for most recent versions, dates, and signatures

Ensured confidential information is secured in accordance with company guidelines and policies

Prepared, completed and sorted documents for data entry

Uploaded and downloaded documents onto and from Share Point, PIMS, OneDrive

Updated metadata of records in Share point

Tracked and communicated status of archived records

Filed, secured, revised, retrieved, distributed, and archived electronic documents

Managed document interaction between Trans Mountain and Provincial/Local Government regulators

ensuring all permit packages are complete, updated, signed

Processed project documentation for retention through records audit and attribution of metadata

Collaborated with internal and external stakeholders to address and rectify record and data deficiencies while independently managing multiple projects in a fast-paced environment

Proactively resolved problems by providing solutions to streamline permit application submission process

Jun 2018 – Dec 2019 Administrative Assistant, Environmental & Property Solutions, Imperial Oil Ltd.

Administrative Assistant, Policy and Advocacy group, Imperial Oil Ltd.

Administrative Assistant, Environmental Commercial group, Imperial Oil Ltd.

Operational and organizational support to E&PS Manager, team, and external stakeholders.

Created an adequate storage space for filing and keeping deed files on site

Recommended a more efficient hard copies filing system

Ordered delivery of boxes from Iron Mountain location to Imperial Oil loading dock in Quarry Park

Requested pickup of boxes by Iron Mountain through Records Center

Administered and tracked hard copies pulled out from onsite inventory

Managed research and requests for records using OpenText

Utilized software applications in support of the Manager of the department and organizational work processes: technical applications, databases, team collaboration sites, Microsoft Suite

Used SharePoint file-sharing tools to manage work files for the group

Provided the group with required technology and facilitated system access requests

Assisted to the Manager:

Managed business calendar, skype meetings, conference calls ensuring efficient use of time

Booked travel and ensured travel itineraries are correct and aligned with the business needs

Prepared monthly expense reports using eSpeedBuy

Reconciled Departmental Visa on a monthly basis

Supported the team:

Coded invoices to specific departments, cost center and general ledger expense accounts

Managed IS requests on daily needs for new hires and team members

All general administrative duties: monitored inbox for inquiries, communication and correspondence, reports and presentations, filing, scanning/faxing, courier mail, office supplies

Managed on boarding process for new hires and contractors using AdminOne tool

Updated Organizational Charts, tracked vacation spreadsheet

May 2017–Aug 2017 Administrative Executive Assistant, COSIA, (Canada’s Oil Sands Innovation Alliance)

Administrative support to the Executive Chief Officer and 5 Directors

Document and database management: updated SharePoint, data entry, and Governance

Editing of documents using Microsoft editing tools

Managing of facility requests, office moves

Processing of credit card statements on a monthly basis

Preparation of spreadsheets, reports, and graphs for Board and Directors’ meetings

Organization of internal and external meetings/events for Member Companies and Associate Members

Approval of timesheets, flex and vacation time for staff and temp employees using SAP and Workforce

Planned and organized materials, presentations, distributed agenda and pre-reads, took minutes, followed up with action items

Sep 2010–Jan 2016 Administrative Assistant, Completions and Well Servicing Department, Apache Canada

Administrative, Technical Records, Information, and Data Management support to the Department

Delivered successful submission of all types of documents to AER, SK MER, BC OGC

Gathered, input, and compiled data for regulatory reporting (incident reports, well inspections, tests)

Reconciled Suspension and Abandonment Account for Accounts Payable

Set up jobs in WellView for Drilling, Completion, Workovers, Suspensions, and Abandonments

Administered WellView operation reports, schematics, well logs, daily costs, perforations, contacts

Maintained well files for drilling, completions, safety, regulatory compliance, and reclamation groups

Assisted with data management and reporting field operations of a multi-well pad during completion and fracking operations in Whitecourt, Alberta

Checked AFE data for accuracy using AFE Navigator

Reviewed and scrutinized open and cased well logs before submitting them to Regulators

Prepared license applications for new drills in Alberta and North British Columbia

Created monthly safety repots and Power Point presentations, and statistics for the Manager

Delivered confidential information and documents to partners in a timely manner using FileShare tool

Gathered, entered data, updated multiple databases and systems

Collaborated with Business Units and other support groups within company and field personnel

Systematized data, changed status of wells and pipelines using Clear Compliance database

Entered injury/safety reports into Enablon System for construction, drilling, completion groups

Tracked training metrics to ensure compliance with corporate policies for First Aid, WHIMIS and H2S Alive training and seminars as requested

Handled confidential information with utmost discretion

Apr 2007 – Nov 2008 Administrative Assistant, Audit Department, Rife Resources

Administrative support to the Manager and the group of 12 auditors

Reduced preparation time for audits 30% by streamlining the existing process

Compiled data, statistics, and other information for upcoming audits using CS Explorer and Synergy

Updated Price Benchmark spreadsheet

Ran Access queries to create multiple spreadsheets for audits

Administered after audit package outlining audit deficiencies for rebuttal

Reduced A/R 15% by following up with audited companies

Ensured payments are received and QByte-FM is updated

Additional Roles

2017 – 2018 Administrative Assistant, Property Tax Recovery Group, MNP LLP

2009 – 2010 Executive/Administrative Assistant, Chemistry Department, UofC

2003 - ESL Instructor, Rudny, Kazakhstan

Education

Information and Records Management, SAIT, Calgary (not complete)

Upstream Petroleum Certificate of Achievement, SAIT, Calgary

Oil and Gas Business Administrative Assistant Diploma, CDI College, Calgary

Bachelor’s degree in teaching English as a Second Language, Diploma with Honors

Kustanai Pedagogical Institute, Kazakhstan

Personal Development

2022 Standard First Aid & CPR and other courses required by Trans Mountain

2021 Fire Warden training (on going)

2019 Training in using Open Text

Cyber Security Course

2018 Working with Adobe Acrobat, PFD files: Forms

2016 Training in SK IRIS implementation

Contact this candidate