Administrative Assistant

STEPHANIE WHITE

**** ******** **** ********, ** *0669 C: 337-***-****

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

Microsoft Office Microsoft SharePoint Adobe Pro

Outlook Qualitech I Docs

Primavera P6 SAP LiveLink

DMS Visio InDesign

POL LMS Quickbooks

Education

Louisiana State University, Baton Rouge, LA

Bachelor of Arts and Sciences, 2010 (Interdisciplinary Studies Degree)

Minors: Psychology, Sociology, History, Human Resources

Work History

New Era Construction Services, LLC 2022-2023

Administrative Assistant

Scheduled all upcoming brick/sheetrock jobs according to scope of work for each project

Tracked progress of each job and provided updates daily in order to meet projected date of completion

Managed accounts payable (reconciled accounts in Quickbooks, issued payment for invoices as well as payroll for all employees)

Managed weekly payroll by entering data into Quickbooks and generating checks for all employees

Reconciled accounts in Quickbooks after payment toward invoices due

Worked directly with suppliers for bids, contracts, and material orders

Maintained spreadsheets to track quarterly profit and loss data

City of Sulphur – Clerical Floater 2019-2020

Water/Utilities Department

Processing water payments

Assisted with answering questions related to payments

Assisted with any miscellaneous accounting/finance needs

Ordinance Enforcement

Respond to violation complaints followed by issuing violation notices

Monitor compliance regulations and maintain files for follow up inspections

Cancel liens when needed

Respond to questions from general public in order to provide information of city regulations

Mayor’s Office

Provide administrative assistance to Mayor

Prepare documents for City Council meetings

Schedule/ set up any requested meetings or appointments

Switchboard

Answer all incoming phone calls followed by routing them to appropriate department/person

Ensuring all outgoing mail is prepared and all incoming mail is sorted

Finance/Purchasing

Input information for Requisitions

Approve Requisitions for Purchase department

Generate Purchase Orders

Assist in preparing for Bids for company vehicles

Order and maintain supplies

Assist in tracking invoices

Public Works

Issue keys for company equipment use

Answer all incoming calls, gather information and direct to appropriate department/person

Communicate through radio with Public Works department off site

TRS Contractor for Sasol-Mega Project 2017-2019

Administrative Assistant

Processed and submitted timesheets for employees in Training department

Submitted incident reports and general request tickets

Utilized SAP for initiating requisitions and Purchase Orders

Developed and maintained Processor qualification database/ tracked and reported compliance of same

Scheduled meetings/trainings/exams for all units

Printed, bound, and organized all training material needed for each unit

Generated reports that provided various training related information

Consolidated notes and action items discussed in all meetings held

Chicago Bridge & Iron, Lake Charles, LA 2012-2016

Administrative Assistant/Assistant Checker

Provided administrative support to the Detailing and Engineering Managers as well as over 100 employees

Assisted in revision of Detailing departments procedure and guidelines

Planned and coordinated meetings, conference calls, and travel arrangements

Processed monthly expense reports with required documentation and cost codes

Approved time entries for all employees within department on a weekly basis

Ensured all required training records were up to date and processed

Provided document management support by updating departmental organizational charts

NCR Coordinator/Assistant Book Reviewer

Organized, processed, and closed nonconformance reports according to the strict requirements of the Nuclear Regulatory Commission

Assisted in varied data entry from traveler packages

Tracked progress of book review and generated book review reports

Verified compliance of fabrication requirements for documentation legibility, authentication and completion

Tracked traceability by working directly with Production team

Accomplishments

Employee of the month – November 2008 (Robinson Brothers Ford, LLC)

Employee of the month – May 2009 (Robinson Brothers Ford, LLC)

Employee of the year – December 2009 (Robinson Brothers Ford, LLC)

Employee of the month – December 2014 (Chicago Bridge & Iron)

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