Senior Executive Assistant and Project Coordinator in Finance, Procure

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Jennifer Eve Chapa

Houston, TX 77057 (346) 504- 9805 ad5uz9@r.postjobfree.com LinkedIn Profile for Project Coordination and Administrative Management I am an experienced professional skilled in deploying and managing information systems and applications. Proven ability to improve operations and support services for corporate users. Expertise in process involvement, management, and applicant screening. Deep understanding of maintaining focus, prioritizing speed and accuracy, and effectively managing tasks. Proficient at monitoring system integrations, resolving issues, and ensuring uninterrupted application functionality. I am skilled in developing and maintaining documentation, procedures, and training to support organizational growth.

Core areas of expertise include:

Strategic Planning Predictive Analytics Change Management Technical Support HRIS Integration Team Leadership Business Strategy Risk Mitigation Organizational Design Professional Data Analysis Performance Appraisal Project Administration

Vendor Relationship Cross-Functional Collaboration PROFESSIONAL EXPERIENCE

BENCHMARK ENGINEERING CORPORATION, Houston, TX. Feb. to Sept. 23 Project Coordinator

Assisted the Project Manager and Engineer(s) in organizing and managing various parts of projects, maintaining budgets and work schedules, and ensuring all project deadlines were met. Scheduled and attended meetings, prepared presentation items, and followed up on important decisions and action items: significantly improved project management efficiency and effectiveness and adopted processes to increase productivity and reduce costs. Monitored project progress, created required status reports, and oversaw daily implementation of the project plan.

• Maintained and prepared all correspondence written in electronic and project documentation.

• Liaised with clients to identify and define requirements, scope, and objectives.

• Acted on tasks from our internal team to assist with schedule management.

• Acted as liaison between different business units and oversaw multiple operations, including document preparation.

• Designed and implemented cost-effective strategies to improve operational efficiency and showcased practical decision-making skills without detailed instructions to complete projects with outstanding results.

• Successfully coordinated team-building events, such as anniversary celebrations, and sourced appropriate gifts to recognize and acknowledge the contributions of team members.

• Fulfilled multiple roles within the Bike Texas MS 150 2022 team, including founding member, coordinator, and participant. It was an honor to contribute to the success of this corporate endeavor. HARVEY BUILDERS, Houston, TX Nov. - Dec. 22

Director of First Impressions (Receptionist)

Occupied as the face of the organization, holding a significant role in the success of the organization's operations. Excelled in this role with exceptional people skills, including warmly greeting customers and responding to phone calls professionally and courteously. Received recognition from Mr. Harvey himself for providing excellent customer service. Demonstrated kindness, clarity, and empathy and even greeted visitors and pleasantly engaged with them. Designed a seamless and intuitive experience, ensuring all navigated the service quickly. Prioritized the user experience and fostered a deeper connection with customers, resulting in greater loyalty and brand advocacy. Promoted customer trust and loyalty—efficient administration execution to enhance the overall customer experience.

• Built lasting relationships with clients and established a positive image for the company.

• Used interpersonal skills, customer service skills, creativity, and the ability to multitask in a time-sensitive environment.

• Managed front desk operations and was the primary point of contact for valued customers.

• Achieved high customer satisfaction, engagement, and success contingent upon a meticulously crafted user experience PATTEN TITLE COMPANY, Houston, TX June - Sept. 2022 Executive Assistant to President/CEO

Examine open and closed premiums, average escrow fees, percentages of refinanced accounts, and other data to generate daily, weekly, and monthly reports depicting accurate information and analysis—act as a liaison between different business units to streamline multiple operations, including document preparation.

• Facilitated the President with updated spreadsheets and graphs of researched trends gathered via Qualia and Traction Tools.

• Addressed operational concerns and emerging issues while responding to requests promptly to enhance productivity.

• Aided executive management in improved identification of accounts by presenting insightful reports without tools availability.

• Acted as liaison between different Business Units and oversaw multiple operations, including document preparation.

• Guaranteed coordination of all agreed specifications in meetings and utilized Traction Tools to update reports for follow-up. Project Coordinator Business Enhancement Continuous Process Improvement PAGE TWO

• Designed and implemented cost-effective strategies to improve operational efficiency and showcased practical decision-making skills without detailed instructions to complete projects with outstanding results.

• Arranged and led monthly meetings with corporate stakeholders while ensuring the secrecy of the company’s communications and documentation.

• Planned and organized anniversary awards and other events and purchased gifts to appreciate team-building efforts.

• Served as a founding member, coordinator, and participant of the corporate Bike Texas MS 150 2022 team. DIAMOND OFFSHORE, Houston, TX June 21 to Sept.21

Human Resources Analyst

Examine open and closed premiums, average escrow fees, percentages of refinanced accounts, and other data to generate daily, weekly, and monthly reports depicting accurate information and analysis—act as a liaison between different business units to streamline multiple operations, including document preparation.

• Facilitated the President with updated spreadsheets and graphs of researched trends gathered via Qualia and Traction Tools.

• Addressed operational concerns and emerging issues while responding to requests promptly to enhance productivity.

• Aided executive management in improved identification of accounts by presenting insightful reports without tools availability. CEVA LOGISTICS – AMERICAS, Houston, TX Aug. 20 – Nov.21 Executive Assistant to CFO & Administrative Manager of Finance Developed and executed finance training modules to enhance the staff's financial acumen. Proactively managed department cleanup operations to ensure the workspace was always tidy and presentable. Promoted efficiency and established a comprehensive equipment inventory log to track all the department's equipment.

• Tracked unused travel expenses and obtained loyalty program memberships, resulting in 15% savings on travel expenses.

• Allocated all personal ID numbers, email addresses, log-in setups for C-People, all necessary equipment and office supplies, added new hires' information to each system, and analyzed onboarding logistics needs, working with Facilities and IT departments to fulfill new hire office and tech requirements.

• Administered Day force (Ceridian), payroll, and PTO for non-salary and salaried employees.

• Prepared live global Microsoft Teams presentation with GHO (international home office) in Marseille, France, and America's CFO in Houston and ensured provision of PowerPoint presentations, high-quality cameras, and screens.

• Communicated with each area’s controller and management of finance and procurement team /CFO through Skype calls and produced presentations for weekly interaction.

THE PLANK COMPANIES, INC. (TPCI), Houston, TX Sept.18 to Jan. 20 Executive/Personal Assistant to Chairman & CEO

Gained extensive experience crafting travel itineraries for domestic and international trips, focusing on optimizing time and cost efficiency. My proficiency in organizing data is evidenced by my ability to streamline and systematize information in manual and computerized formats and maintain an accurate and comprehensive database of clients.

• Planned travel and managed calendars, ensuring the timely arrival of executives and briefing them for meetings.

• Demonstrated ability to anticipate departmental needs and assisted the CEO in developing policies that enhance performance efficiency and effectiveness. Took charge of complete process improvement and identified areas that required attention within administrative procedures, improved customer service skills, professionalism, and overall morale within each department.

• Organized annual events for staff and customers and handled the CEO's email to address time-sensitive issues and respond to emails as required. Examined and routed correspondence, developed letters, documents, and reports, researched information, and initiated telecommunications.

• Reviewed records and updated spreadsheets and bookkeeping on corporate BALLARD EXPLORATION COMPANY, INC. (BECI), Houston, TX July 13 to Sept. 18 Executive Assistant & Account Manager to CEO

Entrusted with a range of pivotal responsibilities and specifically managed accounts payable and budgets, ensuring the accurate recording of all financial transactions. Executed duties, maintained confidentiality of sensitive information, and upheld the highest standards of professionalism. Oversaw corporate, personal, and political contributions and pledges with great care and meticulous attention to detail, ensuring all donations were allocated correctly and in full compliance with applicable regulations.

• Reviewed and distributed important documents to minimize risk that required an in-depth comprehension of the company's policies and procedures and a discerning eye for detail.

• Involved in reviewing expense reports to allocate payments to appropriate cost centers; through this process, ensuring all expenses were categorized correctly and recorded.

• Worked closely with vendors to reconcile past-due invoices and monthly statements for petroleum and personal accounts. Streamlining cash flow helped to ensure the company remained financially solvent.

• Tracked and analyzed accounting records daily, weekly, and monthly by overseeing the database, which allowed identification and addressed any discrepancies or potential issues before they could become significant problems END PAGE

EDUCATION

Bachelor of Science in Humanities Minor in Communications (Graduation: May 2024) University of Houston Downtown, Houston, TX

Related Course Work: Principles of Management Budgeting & Financial Management Human Resources Management Technical Communication Administering Organizational Change Communication & Leadership Decision-Making Skills Associates of Science in Biology

San Jacinto College, Pasadena, TX

RECOGNITIONS & AFFILIATIONS

Texas Notary Public Commission expires (2026)

National Society of Professional Engineers (NSPE) Certificate of Membership (May 2023 - Present) Texas Society of Professional Engineers (TSPE) Certificate of Membership (May 2023 – Present) Certificate of Professional Development by Champions Turf Establishment, Repair & Rehabilitation (April 27, 2023 – Present) Honor’s Society University of Houston (2020 - Present) Dec My Room-Non-profit Admin (2020), Volunteer (2018-2020) Member National Society of Leadership and Success (2021 - Present) TECHNICAL PROFICIENCIES

Accounting and Financial Software • QuickBooks • Sage 300 • Deltek Human Resource Management Software • C-People • Success Factor • Ceridian Project and Team Management Tools • SharePoint • Microsoft Team • Traction Tool • Orchestrate Communication Tools • Skype • Zoom• GoTo Document Management and Signatures • DocuSign • Adobe General Office Suite • Microsoft Office Professional Database Management • Oracle Cloud-based Services • Zoho Real Estate Management • Qualia Procurement Software • Procure Geographic Information System • Access Google Earth Construction Bidding Software • CivCast Blockchain Technology • Web3

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