Project Manager Administrative Support

Alisa D. Shafer

Easley, SC *********@*****.*** 864-***-****

Project Manager

“I get things done that seem impossible and manages crazy schedules, logistics, to-dos, and last-minute changes.”

Bachelor of business administration and 20+ years of construction industry administrative support with 5 years as a project manager.

5+ years meeting with contractors and owners determine quality constructions needs for redo or repair of construction,

5+ years attending construction meetings taking minutes/notes typing up minutes and distribution to stakeholders, owners, contractors, and other vendors.

10+ years of experience reading blueprints and working with electrical, plumbing and HVAC contractors.

3+ years of experience working at construction job sites.

Very organized, computer savvy and able to travel to sites 50% of the time.

Software Microsoft Office Suite, Adobe, QuickBooks, Texture, Prolog, Procore, ProSource

PROFESSIONAL EXPERIENCE

“I have a positive “can-do” attitude, takes initiative, and exceeds expectations ahead of deadlines.”

Project Manager Vertiv North America April 2024 – Present

Selected Accomplishments:

Define the required project scope of work and all tasks required to deliver. Collaborate with functional group leaders to develop project execution plans. Coordinate with Order Management, plant production, Logistics, contractors, services, and warranty groups throughout the project, serving as primary point of escalation for potential conflicts to avoid impact to the customer.

Follow reporting and tracking processes to assure the project is on target for quality, schedule, and cost targets. Track project reporting and KPI's. Document meeting notes, action items and follow through to completion.

Ensure service and delivery execution and delivery of contract requirements and customer expectations by enforcing cross-functional management of project execution teams.

Identify project risks and accompanying risk mitigation plan to ensure that issues are resolved in a timely manner and communicated to the stakeholders.

Monitor team schedules and ensure coordination of activities on a critical path. Coordinate the team to implement short term and long-term resolution.

Build, develop and maintain business relationships with key stakeholders (contractors, customers, suppliers etc.)

Ensure service and delivery execution and delivery of contract requirements and customer expectations by collaborating with cross-functional operational teams.

Meet with contractors and owners, walk the project, verify subcontractors work, mark punches for flaws and things needed to be fixed.

Follow up and coordinate with contractors for quality or repair issues.

Attending meetings with contractors, owners take minutes, type up minutes and email out to all interested parties.

Work with all contractors, send out bid packages for all contractors including Electrical, plumbing, HVAC

Manage office supplies inventory and place orders as necessary.

Manage all project-related paperwork including correspondence, proposals, memos, meeting minutes, and emails.

Adhere to budget, monitoring expenses and implementing cost-saving measures.

Create, distribute, and execute contracts, purchase orders, and any other contractual documentation in project management systems and DocuSign.

Received and assisted with the sub pay application process, including reviewing pay app and lien waivers, coding and distributing for approval.

Project Assistant /Project Manager/Office Manager Brasfield & Gorrie January 2021 – April 2024

Day to day administrative support for project management team(s), including sorting mail, creating, and sending correspondence, coordinating catering and conference space, meeting invites, ordering business cards, etc. Assist PM or project accountant with creating projects in Project Data Management (PDM) software. On Site at construction trailer.

Organize meetings and manage databases. Book transportation and accommodations for executives.

Selected Accomplishments:

Oversee and support all administrative duties in the office and ensure that the office is operating smoothly.

Project Management for Alumni Center Construction $40 million construction project, including stadium and alumni Center.

Meet with contractors and owners, walk the project, verify subcontractors work, mark punches for flaws and things needed to be fixed.

Follow up and coordinate with contractors for quality or repair issues.

Attending meetings with contractors, owners take minutes, type up minutes and email out to all interested parties.

Work with all contractors, send out bid packages for all contractors including Electrical, plumbing, HVAC

Manage office supplies inventory and place orders as necessary.

Develop office policies and procedures, and ensure they are implemented appropriately.

Assist with office layout planning and office moves, and with managing and maintaining IT infrastructure.

Manage office budget.

Identify opportunities for process and office management improvements, and design and implement new systems.

Manage all project-related paperwork including correspondence, proposals, memos, meeting minutes, and emails.

Adhere to budget, monitoring expenses and implementing cost-saving measures.

Create, distribute, and execute contracts, purchase orders, and any other contractual documentation in project management systems and DocuSign.

Received and assisted with the sub pay application process, including reviewing pay app and lien waivers, coding and distributing for approval.

Prioritize workflow and projects ensuring timely completion of important tasks.

Project Manager/Office Manager Green Earth Partners January 2012 – January 2021

Supervise current projects and coordinate all team members to keep workflow on track. Manage team goals, project schedules, and coordinate new project information. Communicate with clients to identify and define project requirements, scope, and objectives. Ensured that the office operated smoothly and efficiently. Organized meetings and managed database. Booked transportation and accommodation for executives.

Selected Accomplishments:

Oversee and support all administrative duties in the office and ensure that the office is operating smoothly.

Project Management for large remodel and demolition construction projects.

Reading Blueprints for remodels.

Manage office supplies inventory and place orders as necessary.

Develop office policies and procedures, and ensure they are implemented appropriately.

Assist with office layout planning and office moves, and with managing and maintaining IT infrastructure.

Manage office budget.

Identify opportunities for process and office management improvements, and design and implement new systems.

Promoted to project manager role for Maintenance Department based on outstanding reputation and performance.

Manage all project-related paperwork including correspondence, proposals, memos, meeting minutes, and emails.

Adhere to budget, monitoring expenses and implementing cost-saving measures.

Increased department client base by 10% during challenging business climate (Covid-19).

Created spreadsheet for billing of all jobs resulting in improved payment timeline (30-45 days).

Consistently achieve high-quality results while managing multiple projects.

Prioritize workflow and projects ensuring timely completion of important tasks.

Executive Assistant/Office Manager Green Earth Partners 2012 – 2021

Manage customer relations and customer communications. Maintain finances including creating and approving expense reports, balancing corporate credit card statements, and issuing and tracking purchase orders. Prepare invoices, and coordinate billing for all projects. Maintain vendor files (I9, COI) and negotiate vendor costs.

Selected Accomplishments:

Perform administrative duties for CEO and CFO including HR functions (payroll, time off requests, employee relations, new hire documentation, E-Verify) and accounting functions (AP/ AR).

Coordinated executive calendar and meetings (conference room and teleconferencing) for CEO, CFO, and team.

Managed travel schedule for the CFO. Despite typical complications and delays, he always arrives on time.

Transformed outdated company practices (paper timesheets and fax machine) and implemented new procedures and systems.

Created HR department for company from ground up. Shopped for insurance providers and found best rates for size of company. Created system for tracking employee leave and benefits.

EARLY CAREER

Office Manager U.S Lawns of Greenville 2011-2012

Organize and coordinate office administration and procedures, in order to ensure organizational effectiveness, efficiency, and safety. The Office Manager is responsible for developing intra-office communication protocols, streamlining administrative procedures, inventory control, office staff supervision, and task delegation.

Assistant to CFO/Corporate Office Manager Gutter Guard LLC, Dixie Home Crafters 2001-2010

Organized meetings and managed database. Booked transportation and accommodation for executives. Maintain executive calendars.

Identify and address the needs of senior managers and perform administrative tasks to ensure our company’s workflow runs smoothly.

Coordinate daily calendars of senior managers.

Plan appointments and events

Act as the point of contact between executives and employees/clients

Create regular reports and update internal databases.

Make travel arrangements.

Manage phone calls and emails.

Respond promptly to managers’ queries.

Facilitate internal communication (e.g., distribute information and schedule presentations)

Suggest more efficient ways to run the office and troubleshoot malfunctions.

Review and recommend changes to our company policies.

EDUCATION & CERTIFICATIONS

Bachelor Degree in Business Administration Business Management and Administration University of Georgia

Certifications OSHA 30 Certified, South Carolina Work Keys Certification

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