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Executive Assistant Manager

Houston, TX
April 17, 2020

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Karen T. Shaide

Houston, TX • 713-***-****

To secure a permanent position with a progressive company utilizing my knowledge and proficiency in administrative assistant office procedures and other experiences in various corporate environments.


Project Coordinator Feb 18, 2020 to March 13, 2020 Centennial Contractors, Houston, TX

Create, update and maintain daily internal and external client project schedules.

Pay requests, Final releases, Sub Agreements,

Conduct and compile project research as needed

Responsible for sub control logs sub status logs, per contract by sub, pending or awarded projects

DOA Tracking Reports– per contract, subcontract amount, amount paid/invoice, balance, over/under billing.

A/R aging Reports – per contract, numerical by job, aging status of each owner invoice

Set up of new employee with business cards, computers, phones, etc.

Process A/P & A/R using Compass

Process final lien wavers, keeping track of Certificates of Insurance per company requirements.

Project Coordinator Dec. 18, 2019 to January 2020 Royal American Houston, TX

Provides admin support to superintendent and project manager

Liaison between job site and corporate office

Process certified payroll & Section 3 paperwork on jobs where required

Process weekly timecards for on-site hourly company personnel

Process subcontracts, equipment rental agreements, material agreements and change orders.

Maintain Contract Status Report of agreements and change orders written, signed and returned and insurance received.

Maintain current certificates of insurance with required limits on all subcontractors.

Disburse draw checks from job site as required and prepare necessary lien wavers for subcontractors and suppliers.

Process joint check agreements (JCA) as required

Travel independently for the purpose of conducting property business.

Process all invoices in Timberline (Sage) and Procore

Project Coordinator Dec. 11, 2018 to March 30, 2019 EContractors Sugar Land, TX

•Assist two Project Managers with incoming/outgoing submittals, RFI’s, change orders, subcontractors, etc.

•Update schedules

•Use of two software systems – Procore and Projectmates

•Answer phones

•Attend owner & subcontractor meetings weekly.

•Meeting agenda and notes

•Verifying that all Jobsite Superintendents are logging time into correct project and are at their jobsites through T Sheets.

•Drafts a current period Owner Invoice in Procore and Excel.

•Data entry on Pay Applications, notarize and witness all pay applications

•Coordinate and Communicate with Subcontractors when needed on submittals.

•Emailing and processing all responses to submittals to Subcontractor, PM and Superintendent

•Deliver submittal samples in person to architect.

Executive Assistant March 5, 2018 to Nov 2, 2018 Cooling Towers Institute Houston, TX

•Executive Assistant to the director

•Maintained both electronic and paper filing

•Responsible for correspondence with all team members/guests

•Set up reservations/appointments for large/small events.

•Kept track of all inventory

•Assisted with the big winter meeting both in and out of town

•Ordered supplies

•Managed calendars, travel arrangements, meetings, etc.

Assist Project Mgr./Exec Asst. July 2014 to Jan 2017 RIDA Development Corp. Houston, TX

•Onsite Assistant Project Manager/Executive Assistant for $240 Million Marriott Marquis Houston, a Convention Center Hotel

•Executive Assistant to VP of Construction, Project Manager, and supported the owner’s team members.

•Responsible for setup and operation of Owner’s trailer with any/all items needed for site office.

•Coordinated travel & large/small events.

•Responsible for correspondence will all team member/guests.

•Managed calendars, scheduled meetings/meeting places, event planning, lunches/refreshments on daily basis, supplies etc.

•Contact for all IT support, laptops, badges, safety procedures, visitor registration for all team member/guests

•Multi-task, time sheets, invoices and responsible for the estimates of all events, etc.

•Set up and maintained budgets for all events, supplies, lunches, furniture, equipment, internet, phone system, job costs etc.

Contract Administrator April 2011 to Feb. 28, 2013 The Trevino Group, Houston, TX

•Contract Admin to the Joint Venture – Turner / Trevino for HISD Bond Program

•Part of a CMPA Team working with Houston I.S.D. 2007 Bond Referendum

•Supported all 6 Project Managers/2 Directors `

•Liaison to Houston I.S.D. Construction & Facilities Department

•Prepare and issued all AIA Contracts to General Contractors, etc.

•Responsible for creating and managing all electronic and paper files.

•Process all invoices, pay applications, requisitions, change orders, PSSA’s for all the 24 schools using Prolog, Microsoft office.

•Correspondence with vendors, general contractors/architects regarding payment from the owner

•Multi-task and work on many tasks or projects simultaneously

•Keeping Track of Insurance/Performance & Payment Bonds on projects with different vendors

•RFP’s & RFQ’s

•Schedule Team Meetings/Owner Meetings

•Keeping track of all Field Observation Reports/Punch Lists etc. on all 24 projects.

•Prepared and set up all AIA documents & contracts for General Contractors, Testing & Air Balancing Contractors, and Architectural and entered into Prolog.

Assistant Project Mgr. Oct. 2004 through March 31, 2009 W.S. Bellows Construction Corp., Houston, TX

•Worked onsite as the Assistant Project Manager/Punch-list Coordinator

•Responsible for submittals, doing punch lists/preparation, field observation reports, permitting, and close-out for the all listed projects below, etc.

ChevronTexaco –Downtown Houston, TX - $29,425,705.00

ChevronTexaco – Bellaire. TX - $24,768,809.00

Vince & Elkins International Law Firm – Houston, TX $28,026,975.00

Conoco Phillips – Houston, TX - $80,024,275.00

EOG – Houston, TX - $20,402,964.00 Texas Children’s Hospital – Feigin Center, Houston, TX $79,106,872.00

On-Site Project Engineer Jan. 2004 through Oct 2004 Musick Construction Co. Houston, TX.

•Set up and managed all files including contracts files

•Coordinated with the project manager preparing the bidders list for a $28,000,000 design/build project (Silver Eagle Distributors)

•Ordered and distributed all plans and specifications

•Managed daily weather log RFI log, and submittal logs

•Responsible for job-site photos

•Prepared and distributed weekly job-site coordination meeting minutes

•Assisted with processing all pay applications

•Prepared all transmittals for outgoing correspondence and submittals

•On-site for concrete pours as required called inspections into the City of Houston.

•Responsible for all required daily subcontractors logs i.e. manpower reports, tool-box meetings

•Prepared and updated all plan and specification lists for contract attachments

Estimating Dept. – Admin. Assistant. 2002 through 2003 SpawGlass Construction Co. Houston, TX.

•Provided administrative support to the Senior Vice President and four project estimators

•Prepared all bid forms, hub forms and M/WBE forms for owners/architects

•Manage the project bid list for the Houston office, subcontractor database and bid files.

•Managed “invitations to bid” for the Houston office

•Responsible for project plan documents and deposit fees and bonds

•Maintained the Houston office website” bid schedule”

•Publish corporate email communications as appropriate

•Ordered and distributed all plans and specifications

•Worked closely with the project architects and the City of Houston

Project Manager Assist. 2001 through 2002 C. A. Walker Construction. Co. Houston, TX.

•Project manager assistant to four project managers

•Prepared general contractor bid packages to owners

•Main contact for bidding all jobs with subcontractors and architects

•Assisted all subcontractors with questions before bid and at bid time

•On-site weekly meetings with owners

•Expedited all submittals for all project managers

•Prepared and expedited all RFI’s for correspondence with the architects

•Liaison between project manager and all architects and subcontractors

Computer Experience:

Microsoft Office Suites, Outlook, SharePoint Adobe Pro, Access, Bid Fax, Microsoft Project, Prolog, SAP, Timberline, Constructware, Projectmates, Procore, etc.

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