Sign in

Administrative Assistant Personal

Houston, TX
50K annually
February 26, 2020

Contact this candidate


Sandra Steele

***** ****** ***** ***** *********, TX 77362

Cell: 832-***-****


Senior Executive Administrative Professional with a mature work ethic, offering years of diverse experience and expertise. Consistently focused on delivery of world-class service to clients from all backgrounds and cultures; supporting all levels of a Corporation. Demonstrated strength with time management and prioritizing tasks; achieving designated schedules and stringent deadlines; recognized for high standard in quality of work.


Siemens Process Industries & Drives Process Automation – Analytical Products & Solutions

Project Management/Documentation Coordinator May 2019 through Present

Assist the Project Managers with day-to-day operations.

Generate monthly claims, cost changes, change requests for projects, as directed by PM and CPM.

Administrates and maintains the documentation and provides parts of it upon request.

Ensures correct versioning & revisioning by suitable methods. Assigns/manages document numbers.

Manages, distributes & documents feedback, responses & incoming documents (from suppliers, installation site, customers or other third parties).

Audits documents on formal aspects. May record and if required track the mailing & distribution of the documentation. In general: Thinking is associated with the analysis of situations & interpretation of procedures to resolve problems within established frameworks.

Performs "trouble-shooting", when issues are different in nature & complexity, and needs some deeper understanding of underlying principles. Position at this level provides support to less experienced operations staff on a regular basis, in administrative or technological environment, and both internally/externally to customers. "Master Technician / Administrator": Vocationally trained positions that need high degree of practical experience & theoretical understanding to perform complex tasks in the related field of work.

Work performed is issue-driven rather than determined by routine processes.

In technical areas, deliver specialized services in isolated & exposed situations as stand-alone individual contributor (i.e. Service Technician on customers building site.) or similar complex situations.

For administrative operations, most of the situations in this level will be covered by the previous description displayed.

Oversee & manage the diverse & relatively complex tasks in the related field of work.

Various Contract Assignments - Administrative Assistant III October 2018 through March 2019

Classic Protection Systems (Fire Protection Family Owned 15+ Yr. Business) / Region IV Education Center.

Receptionist/Switchboard duties - Streamlined department communication to run effectively.

Excel spreadsheets, Data analysis, Internet research, and Conference Room reservations coordinated to Outlook, calendar maintenance, MS Office correspondence upon request.

AP/AR/Collections calls/mailouts monthly.

Handle full-cycle accounts payable from receipt, to data entry, to check preparation including; audit invoices, purchase requests and vouchers for the satisfactory approval. Enter invoices into accounting system; Mail out vendor payments; File vendor invoices with payment verification.

Obtain adequate back-up documentation and invoice approvals

Timeliness; Accuracy & Organization - 50% of Time Essential Function.

Human Resources

Collect, input, submit & provide final approval for payroll processing.

Conduct new hire orientation; Prepare and submit new hire and termination.

Assist in managing PTO Tracking.

Prepare and submit Change of Status

Maintain employee records; Point of Contact for general HR questions.

Hospitality for meetings, A/V equipment, catering for visitors, hotel, travel, and entertainment.

Personnel files– Payroll/PTO/Vacation.

Backup to Business Operations Service Secretary/Owner.

Purchase orders / Posting Checks/ Entering/ Payment of Bills – Quickbooks/Method.

Handled invoices, approvals, and coding/matching service tickets – Quickbooks/Method.

Personal/Family Leave December 2017- October 2018

Various Contract Assignments - Administrative Assistant III June 2014 through December 2017

Tesco Corporation (currently Nabors Drilling) / Pyramid Tubular Products, LLC / Trademark Plumbing / RECCO/RE Campbell Company / Harris County Pct. 3 Parks / Valagro, USA / Malvern Instruments / CRC-Evans Pipeline, Inc. / (Currently Black & Decker) / Tellepsen Builders of Houston.

Audit tax files and create spreadsheet to catalogue all historical data archived at Iron Mountain for merger.

Daily check run, A/P, A/R & expense reporting, scanning, file room maintenance of hard copies & backup to document control assistant, reporting to the Controller.

Contract & sales file maintenance & customer/vendor file maintenance, MS Outlook incoming invoices, calendar maintenance, and contacts.

Scheduling incoming warranty calls from homeowners and troubleshooting for Master Plumbers.

Maintenance of BOLT database for homeowner’s warranty information, home plans, and previous service calls/charges.

Rollout of QuickBooks/data entry of bills for payment, both personal & professional.

Check writing, vendor set-ups, tracking of 1099’s, and maintenance of billing and contact information.

Personal Assistant to family business and company bank accounts, insurance, & payroll.

Screening calls, maintaining all personnel PTO calendar, vacation approvals, sick days, & open enrollment of insurance coverage as well as recruitment inquiries.

AP - Coding & appropriate approvals & reconciliation of accounts, vendor inquiries. AR – data entries, as well as customer collections.

Payroll via ADP portal, maintenance of 1099’s, file purging/maintenance of past employees/contract workers, child support deductions, garnishments, I-9 maintenance of all employees.

PO’s - Coding & appropriate approvals, agenda letters to Commissioner’s Court for approval, letters to respond to Constituents as well as emails.

Excel spreadsheets, importing pictures of expansion of projects in parks, and upload to Intranet.

Booking park pavilion reservations, collection of deposit & emailing regulations/map with confirmation.

Screening calls, taking customer orders and tracking status of purchase orders.

Data entry of customer’s PO’s, invoicing, inventory tracking of product and expense reporting - SAP.

Shipping of product samples and/or promotional sell sheets, purchasing, shipping, and receiving.

Linking all payables invoices to SAP for future reference from 2008 to present.

Set up of payables/vendor files &-follow-through to corporate payment processing via SAP.

Packers Plus Energy Services, LLC July 2014 through January 2016

Administrative Assistant III/ Corporate Receptionist

Facilitated the “first impression” of the Corporation and provided efficiency and professionalism in fielding incoming calls to conduct business in the energy sector.

Validated and researched hundreds of customer’s certificates and personal information for data entry into HR/tax information database.

Screened calls, handled customer service inquiries, and transferred calls to other facilities within the Company.

Coded and obtained appropriate approvals for A/P and handled reconciliation of accounts.

Liaison to other District Offices & Manufacturing.

Maintenance, budgeting, ordering of office supplies and coffee bar needs.

Assisted with copier contracts, repairs, and maintenance/service.

Back up to Fleet Manager’s analysis of vehicles.

Confirmed assignment of vehicles, titles, and tags.

Assigned new hire badges, activation/deactivation of badges, and parking garage assignments.

The Mortgage Recruiter March 2013 through June 2014

Office Manager

Provided office management and organization of files in order to facilitate a cohesive work environment.

Screened calls and candidates for new hires with the utmost confidentiality and provided efficiency as a personal assistant to the owner.

Screened calls, responded to recruitment inquiries, and transferred calls to other departments within Company.

Reconciliation of accounts within QuickBooks.

Liaison to other District Offices & Manufacturing.

Maintenance, budgeting, ordering of office supplies and coffee bar needs.

Assisted with copier contracts, repairs, and maintenance/service.

Purging of files, set up of new files, and storage of historical audit files.

Typing/proofing of email communications to clients.

National Oilwell Varco November 2009 through February 2013

Executive Administrative Assistant / Switchboard Operator

Facilitated due diligence/compliance - closing of $445M buy-out with Stanley Works/Black & Decker.

Streamlined all communication pertaining to deal so visits of buyer would prove timely and effective.

Receptionist/Switchboard duties.

Excel spreadsheets, Data analysis, Internet research, and coordinate auditors to Outlook calendar maintenance, Cisco contacts database, MS Office correspondence upon request.

Hospitality for meetings, A/V equipment, catering for visitors, hotel, travel, and entertainment.

Personnel files, tax/patents, confidential files – annual salaries, bonuses/stock options.

Customer service inquiries, coordination of bids and proposals, and logging of bid winner.

Backup to Office Manager – Maintenance of facility contracts, ordering of office supplies, coffee bar, etc.

Purchase orders and Inventory tracking of tools/components within Oracle/JDE.

Handled invoices, approvals, and coding - Oracle/JDE and TAP (Transform AP program).

Travel requests (domestic/international airfare, hotels, rental cars and off-site meeting venues).

Facilitated BOD meetings in and out of state - venue, A/V equipment, travel and entertainment/meals.

Personnel files, training, tax/patents, transcripts, confidential files (I.E. salaries, bonuses/stock options).

Organized and facilitated staff meetings, compiled weekly summary of highlights, & meeting minutes.

Bank account reconciliations, company Ranch organization of Inter-company as well as client trips.

Marketing group’s presentations, annual meeting, new bids/proposals, & promotional inventory orders.

BJ Services, U.S.A. (Currently Baker Hughes) January 2008 through June 2009

Region Coordinator

Specialization of the coiled tubing/tool services realm of O&G, by liaising to over 15+ District Managers.

Travel requests (domestic/international airfare, hotels, rental cars and off-site meeting venues).

Personnel files, training transcripts, confidential files – annual salaries, bonuses/stock options.

Training support – Maintenance of scheduling, waitlists, and approved distribution of courses (registration of class, travel arrangements, rental cars, et al for employees in U.S./Mexico).

Quarterly enrollment reports and dissemination to respective districts of forecasted allocations.

General Accounting Support - Expense reporting, new hire requisitions, including analyzation of the accuracy of data before upload to Company Intranet.

Coding from chart of accounts, processing, and appropriate approval of accounts payable invoices.

Routine vendor account reconciliations and inquiries.

Oceaneering International January 2004 through January 2008

Executive Assistant

Administrative support to the VP of Remotely Operated Vehicles, Company B Officer, & the ROV dept.

Personnel files, training transcripts, confidential files – annual salaries, bonuses/stock options, PTO calendar. Liaison while VP travels to Government agencies and confidential industry contacts.

Compilation of PowerPoint monthly financials imported to the company-wide Intranet.

GBC binding of reports, projects as requested for the Continuous Improvement classes VP managed globally; FEDEX abroad.

Expense reporting, purchasing, tracking of data, and monthly forecasts. New hire requisitions, set ups, and office/computer/phone requests.

General Accounting Support – Coding from chart of accounts, processing and appropriate approval of accounts payable invoices.

Provided routine vendor account reconciliations and inquiries.

Handled international travel such as visas, hotel, airfare, car rentals.

Event planning and coordination of Charity Golf Tournaments, Quarterly Service Awards/Crawfish Boil, Christmas Party, and Retirement Celebrations/Gifts.

Catered business meetings (in-house, country club or hotel venues).


Graduated Klein High School – Spring, TX

Continued Education at Lone Star College to obtain TX Cosmetology License – North Campus, Houston TX

Received training and attended several workshops including: MS Excel, Word & PowerPoint, ORACLE, SAP

Customer First & Innovation, Diversity, Ethics, Sexual Harassment, Helping Hands of the Oilfield, Houston’s HPD Blue Santa.

SKILLS: Notary Public, Windows 10/Windows MS Office Suite, GroupWise, Cisco Phone Software/Switchboard, Lotus Notes Email, QuickBooks, SharePoint, Oracle/PeopleSoft - AS400/JDE, Excalibur, SAP/SAP Business One, Ceridian, Adobe Illustrator; Typing 80+- WPM.

Contact this candidate