MADELINE VILA

addgpi@r.postjobfree.com

786-***-**** Cell

SKILLS

● Bilingual - English and Spanish

● Microsoft Office – Word, Excel, PowerPoint

and Outlook

● Adobe Acrobat Pro (Conversion & Editing)

● Drop Box

● Salesforce Database (Projects, sales and

quotes)

● Work well in a Team Environment or

Individually

● Time management and good use of

resources

PROFESSIONAL EXPERIENCE

Hazen and Sawyer, Coral Gables Office 1/2017 - 3/2020 Administrative Assistant / Receptionist

● Contracted thru a Recruiting Agency to provide support to Local Engineers and Latin America including VP’s as deemed necessary since January 2017 – ongoing.

● Receive, screen and distribute incoming calls, setup and reserve conference rooms and food orders for luncheon meetings, trainings and vendor presentations. Order office and kitchen supplies, coordinate office equipment maintenance and repair service, typing/formatting, billing and request wire transfers for Latin America employees and projects expenses. Web research of property folio numbers and addresses for the purpose of water pump station locations, water levels among others related to prospective projects throughout Miami Dade County. Use of all printers, plotter for drawings, scanners, postage meter, GBC binding and all office equipment.

● Obtain notarization and apostles of documentation particularly documents related to projects in Latin America. GA Expertise, Inc.-A Global Engineering Company 2007 – Mid 2016 Executive Administrative Assistant to President and Vice President

● Supported the President and Vice President of the company with project proposals and quotes.

● Screened incoming calls, responded to inquiries made by clients/suppliers or redirected them to the appropriate persons.

● Established strong bilingual rapport with all stakeholders, clients and suppliers, including fellow workers.

● Handled PO’s and invoices.

● Responsible for petty cash disbursement, reconciliation of Amex for payments.

● Created and distributed correspondence, monthly status reports for sales representatives, recommendation letters and invitation letters for Visa purposes with clients in Latin America and suppliers in Asia.

● Enhancement & modifications to PowerPoint presentations and bind in GBC style.

● Travel planner for employer, clients and technical engineers.

● Setup contracts with hotels sales departments to obtain corporate rates.

● Internal and off-site meeting planner.

● Coordinated National & International Palm Oil trade show.

● Compiled & prepared equipment operation manuals for clients.

● Maintained files and project contracts, maintained client & supplier contact information in both Outlook and Salesforce database.

● Ordered company office supplies and coordinated equipment maintenance / office repairs.

● Use of couriers and investigation of delivery status while maintaining costs effectiveness.

● Web research for purchases and / or details of possible prospects. General Mills –Global Food and Beverage Distributor 2007 - 2007 Executive Administrative Assistant to Regional Vice President & Finance Director - Temporary assignment

● Managed calendars for meetings, in and out of the office.

● Coordinated extensive travel arrangements including transportation & lodging.

● Responsible for expense reports on a daily basis.

● Organized and set up conference calls for all executives.

● Responsible for contacting vendors to cater in house lunch meetings.

● Translated and revised correspondences, when necessary. MADELINE VILA PAGE 2

Ryder Transportation & Logistics-Global - 1999 - 2007 Administrative Assistant to Safety Health and Security, Vice President and Directors 2003 - 2007

● Coordinated team safety meetings & trainings, Collisions & Fatality Reviews with Board Members and Executive Leadership Team.

● Managed calendar, organized meetings onsite and offsite, travel, lodging and transportation.

● Edited Safety, Health & Security management training topics and posted on website for training purposes.

● Administrator to Safety unit database.

● Updated & distributed Safety/Business unit regional map, organizational charts and directory.

● Assisted with Ryder’s Annual Safe Driver Awards program event.

● Liaison with accounting department to resolve journal entries and P&L discrepancies based on information retrieved from SAP & AS400 program.

● Opened and closed business unit location codes.

● Reconciled & expedited invoices, followed-up on payments to vendors.

● Setup new employees in the system.

● Access to employee confidential information system to modify employee profile to include changes in position, salary or termination of employment.

● Compiled information and prepared monthly departmental reports.

● Liaison for procuring IT resources & services.

Administrative Assistant to Security Manager and Safety Directors 1999-2003

● Day-to-day administrative support, managed calendars, travel, and emails.

● Administrator to company guideline database, receiving & reviewing case reports, then forwarded to responsible department leaders for immediate resolution & closure.

● Maintained active and inactive files on MS Access database

● Worked in coordination with vendors & security central station in support of Ryder Elementary and Kid Care security system & fire alarm system maintenance.

● Responsible for HQ Contingency Plan by maintaining accurate data of HQ employees, contractors and all assigned Fire Captains.

● Assisted with emergency evacuation drills.

● Access to employee’s confidential information such as performance appraisals, salary increase, timesheets and terminations.

● Managed billing & invoices and prepared expense reports.

● Provided travel security advisories and requirements to international travelers. Past Employers:

● Wesley-Jessen, Inc. (Contact Lens Manufacturer – QA Department) – Cidra, Puerto Rico

● Medtronic, Inc. (Pacemaker - QA Department) – Humacao, Puerto Rico

● Flour Daniels Construction – San Juan, Puerto Rico EDUCATION

Secretarial Science, Percy Business College, Puerto Rico

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