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Executive Assistant Office

Chandler, AZ
August 01, 2020

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Cell: 480-***-****

Summary of Skills

Expert skills in adapting to difficult and complex tasks

Excellent Customer service skills

Detailed oriented, excellent organizational skills and time management

Excellent interpersonal communication skills

Bilingual (Fluent in Spanish,) speak, read, write

Excel, Microsoft Word, Word Perfect, Power Point, Outlook, QuickBase

Lotus Notes, People Soft, Resumix, Oracle, CUOnline, Great Plains, My World

Event planning, proficient at general office duties

Account Payable/Receivable

Typing speed 65wpm.

10 key by touch

Professional Experience:

01/06 - Current- Administrative Assistant to Management - Home Preservation Services, Ca.

Accounts receivable

Maintain COIs for all vendors

Update, track and input invoices into QuickBooks

Prepare and submit employee expenses and enter into QB

New hire on boarding

Maintain office files, and supplies

Help in other departments as needed

01/17 – 12/6/19– DPS Construction/Hensel Phelps – Office Engineer/Supply Chain

Track and cooordinate equipment purchases.

Prepare correspondence

Arrange conference calls

Support Electrical design team

Schedule meetings and take minutes

Direct deliveries to designated warehouse.

Generate transmittals for equipment arrivals.

Update material tracker in Quick Base.

Provide administrative and technical support to others to ensure that the work complies with all engineering standards, codes and specifications.

Read and interpret plans.

Review and process construction design submittals.

Process RFIs and subcontract change orders.

Collect monthly headcounts from all Trades

Monthly Pay Applications.

Review monthly “yet to buys".

Attend Trade meetings to discuss job issues and timeline

Schedule conference calls and send invites in Outlook.

Travel reservations and hotel accommodations.

Event planning and catering.

Accounts receivable.

General office duties.

Professional Experience

08/14 – 12/17– TrueNet Communications/Cox Communications – Construction Administrative Coordinator (Contract Position)

Create spreadsheets used for tracking construction material. Create requisitions, data dumps (material that has been shipped to contractors)

Process invoices for payment in Oracle

Create Service Tickets each time a sub-division/customer is ready for cable sales/marketing

Update, create, and maintain reporting spreadsheets used for tracking construction progress

Meeting minutes and distribute finished notes

Update construction trackers on daily basis and communicate with subcontractors

Translate construction training playbook to Spanish

Track / maintain employee PTO and update calendar and enter time sheets into database

Coordinate company luncheons – All general office duties, airline reservations and hotel accommodations

08/08 – 08/14 – Bohannon Development Co. – Executive Assistant to Director of Operations & Chief Engineer

Track and maintain certificate of insurance for all store vendors

Maintain restaurant oil dispensing logs and hood cleanings

Prepare work orders and check request. Schedule conference rooms and collect payments

Interpret and translate in HR policies and procedures in Spanish

Interpret and translate Safety requirements to new hires

Manage the over-all operational concerns of the Shopping Center; housekeeping and maintenance of the building inside and out

Maintain good relations with all departments, vendors, merchants, and leaderships

Assisted Marketing dept. in increasing mall traffic by assisting with marketing events

Provide superior client service by attending to complaints and make suggestions

Submit property damage claims to insurance companies

Travel arrangements, hotel reservations, ordered office supplies and equipment

Assisted with planning company events, Christmas parties, etc.

Source, interview candidates for food court, present job to qualified candidates

Supervised and managed a team of 12 janitors

07/07 – 07/08: CEO Construction – Project Coordinator – Redwood City, CA

Prepare specifications and reports on all project status through completion

Monitor all projects. Submit reports on work progress and materials installed

Interact with contractors and private parties on issues related to construction projects/updates

Review all permit applications and license coverage. Manage construction bids and budget

10/06 – 05/07: Desert Schools Federal Credit Union - HR Jr. Recruiter/Coordinator – Phoenix, AZ

Sourcing, schedule drug screens, background investigations, and ran credit reports

Scheduled and coordinated interviews with department managers

Maintain employee files and process new hire paperwork

Create new spread sheets for tracking company information

Scan employment applications and notes into Oracle database

Prepare informational company packets, offer letters and declines notices

Answer insurance benefit questions as needed

Assist with employment job fairs. Translate company flyers to Spanish

04/04-08/06: Vanguard / HR Jr. Recruiter/Coordinator, Scottsdale, AZ

Source and scan resumes. Update resumes into Resumix database

Prepare new hire packets and offer letters as well as decline notices

Verify references. Schedule and coordinate interviews

Coordinate advertisements, including scheduling and coordinating job fair events

Order background checks. Track job requisitions

Act as liaison for new hire benefit’s orientation

Enter data into to People Soft

Arrange flights and hotel accommodations. Traveled to Pennsylvania for meetings as needed

Responsible for weekly company newsletter on upcoming company events and job fairs

08/02-12/02: Pearson Education Technology / Call Coordinator – (Temp) Mesa, AZ

Responsible for answering over 100+ calls daily

Answer customer inquires related to company software products and company seminars and events

Process collateral orders by utilizing Oracle. Track requisitions and purchase orders

08/01-07/02: Capital Asset Enterprises, Inc. / Office Manager/Human Resources (Temp) Phoenix, AZ

Resume sourcing and recruiting. Interview prospective candidates

Maintain HR files and answer any questions related to job postings

Create and post company ads in Arizona Republic/ Monster

Administer Company insurance information to new employees and answer insurance inquiries

Process Workman’s Compensation claims. Post payments received and track purchase orders

Assist sales associates with investor packages/literature. Enter Payroll data, disburse paychecks

Update and maintain general company information (cell phone lists, calendars, utility list, etc., daily bank deposits, maintain office equipment.

02/00-07/01: Hoffman Construction / Construction Administrator (Contract Position) - Mesa, AZ

Document Control Specialist

Support Electrical and Mechanical department with general office duties.

Processing documents for redesign and revision, and tracking all documents

Coordinate meetings and Company functions

Prepare spreadsheets, charts, and graphs by utilizing Power Point

Responsible for RFI’s, submittals, and change orders

Meeting minutes. Light accounts payable/receivable

Schedule flights and hotel reservations

References: Furnished upon request.

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