Administrative Assistant, Project Coordinator

Patricia Favors

**** ********* **** ~ Dallas TX *5217 214-***-**** adiofc@r.postjobfree.com

Experienced Administrative Assistant/Project Coordinator accustomed to multi-tasking/coordination of several projects, improving processes and procedures for increased productivity, organizing duties for superior workflow, and solution-oriented.

Specialties: RFP Submittals RFI’s Change Orders Punchlists Construction Contracts Purchase Orders Spreadsheets AIA Forms RFQ’s Bid Process Product Warranty Assembly Capital Projects Project Tracking Vendor Coordination Insurance

Skills/Competencies – Executive document preparation Record-Keeping Journal Entry Coordinating Preparation of Reports Tracking SME for Office Processes & Procedures Strong Confidentiality Skills HR/On-Boarding Clerical/Administrative Support Strong Verbal & Written Communication Skills Develops Administrative Staff by Providing Information Create & Revise Workflow System for Continued Growth Analytical Implements Reporting Procedures Multiline Phone System Detail-Oriented Meeting Preparation & Coordination Customer Service Executive Correspondence Multitask Solution-Oriented Organization Skills Business Ethical Standards Good Judgment Skills

Certifications – State of Texas Notary

Computer Skills – SAP, Archibus, Google Suites, Excel, Word, Powerpoint, SharePoint, Citrix. JD Edwards, ProjectMates

Education

UNIVERSITY OF NORTH TEXAS, Dallas, Texas – Bachelor of Applied Arts & Sciences (December, 2015)

EASTFIELD COLLEGE, Associates of Applied Science (May, 2012)

Professional Experience

Coca-Cola Southwest Beverages – Dallas, TX 40 Hrs Wkly 04/2017-05/2020

Dallas-based Arca Continental Coca-Cola Southwest Beverages (AC-CCSWB) is one of the largest Coca-Cola bottlers in the United States. AC-CCSWB produces, markets and distributes Coca-Cola brands in Texas and parts of New Mexico, Oklahoma and Arkansas. Headquartered in Monterrey, Mexico, Arca Continental is one of the largest Coca-Cola bottlers in the world, with an outstanding history spanning more than 91 years.

Engineering-Capital Management Clerical

Issued and tracked all capital purchase orders against project budget, including forecasting future monthly spend,

Compiled monthly reports to present to senior and executive leadership capturing key financial metrics

Managed $280MM budget for new building in Northpoint/Houston, TX. Bi-weekly reports submitted to upper management and general contractor

Assisted with employee on-boarding-Interview itinerary, company credit card/P-Card application, office location, company site for completing hiring/employee documents for HR, training/video materials, building access, etc.

Compiled and formatted summary slides for capital investment requests, for presentation to leadership

Processed expense reports

Collaborated with accounts payable on invoice payments, invoice discrepancies, vendor payment resolutions

Calendar meetings/management via Outlook

Hillwood-A Perot Company – Dallas, Texas 40 Hrs Wkly 01/2016-04//2017

Hillwood Construction Company (HCS-A Perot Company), actively develops and buys industrial land and buildings across the United States, and has become a leader in commercial and residential developments, as well as specialized projects such as sporting arenas, industrial airports, mixed-use developments and museums.

Accounting Support

Set-up & maintain Owner files, including contract, change orders, pay applications, etc.

Prepare conditional and unconditional lien wavers for both progress and final Owner pay applications, including notary stamp

Distribute/Track/File Owner contract documents

Assist in the preparation of O & M manuals

Monthly FedEx job account coding

Preparing employee timesheets with the associated job cost payroll & journal entries

Monthly Bank of America statement reconciliation

Reconcile and assign project code on monthly expenses on the Wells Fargo account

Coding invoice in ProjectMates

Maintain job-site address list, phone list, and emergency contact list

Initiate jobsite utilities as needed

Serve as primary back-up to Project Support in the processing of subcontract pay applications and general (or non-linked) invoices

Obtain W9’s for vendor set-up as needed

Coca-Cola Refreshments – Dallas, Texas

Coca-Cola Refreshments (CCR) produces, markets and distributes Coca-Cola products throughout North America and other countries. CCR is part of The Coca-Cola Company, one of the world’s largest beverage production and distribution multinational company.

Administrative Assistant (Central South) 40 Hrs Wkly 09/24/2013 – 09/18/2015

Responsibilities included support for seven individuals in engineering and product supply in the central region, creating purchase orders for capital projects, processing and tracking invoices, problem-resolution of vendor payments, monthly reconciliation of projects in central region, preparing presentations for local and national clients

Increased productivity in purchase order/invoice processes by modifying data input on SAP purchase orders documents and invoice-submission process. Results reflected a decrease in time-delays for invoice-submission to accounts payable, timely payments to vendors increased significantly, and upper management experienced an increase in profitable client-relations.

Implemented a user-friendly spreadsheet for tracking and managing projects throughout the U.S. (Central Region) by creating a new and condensed version with formulas for calculating project costs, thereby decreasing loss-productivity time, increasing work-flow within department and allowing upper management quick access to final costs, balances and actuals for projects upwards of $12MM annually.

Developed departmental manual for purchase order procedures to assist with purchase order creation, timely resolutions to invoice issues such as payment blocks, invalid W9 status, state tax adjustments/inaccuracies, etc. This implementation created resolution and broadened the end-user knowledge of the SAP Accounting system, increased capital order production by +35%, while significantly decreasing payment delays

Monthly project status reconciliation for reporting to Corporate

Created capital funding purchase orders & Goods Receipts via SAP Accounting system

Established new vendor profile in SAP Vendor Maintenance system

Prepared meetings for Managers, Engineers, Executives

Assisted Corporate Engineer with correspondence, invoicing and follow-up as needed

TDIndustries (via Sierra Search Consultants) Dallas, TX 40 Hrs Wkly 11/15/2012 – 05/11/2013

TDIndustries is a premier mechanical construction and facility company specializing in facility management services, automation controls, energy solutions throughout the U.S.

Project /Administrative Assistant

Uploaded/processed daily reports

Preparing/processing correspondence, distribution of meeting minutes

Certified payroll

Employee access card/badge management for airport security access

Managed on-boarding and random drug testing process

DMWBE contractor enrollment

Contract processing

Moderate calendar management

Document tracking

Invoice processing

Ordered/catered lunch for meetings and large conferences/company representative for DMWBE events

Maintained conference room, receptionist duties as needed, order & maintain office supplies

EMJ Corporation – Irving, Texas 40 Hrs Wkly 4/12/1999-3/16/2012

EMJ Corporation is a nation-wide general contractor that focuses on commercial projects ranging from retail and religious structures to hospitality facilities.

Administrative Assistant (Project Managers, SVP, VP & PE)

Worked closely with upper management to ensure daily meeting rooms were prepared & available

Scheduled and coordinates events, meetings, programs and activities

Analyzed data, prepare and distribute daily reports

Professionally processed correspondence

Created forms, spreadsheets, and presentations

Prepared and distributed owner contracts and change orders ($21MM-$30MM)

Tracked program/owner contract information for incorporation into agreements

Researched and prepared time sensitive reports and proposals

Managed incoming/outgoing mail, work with couriers, and distributed faxes, orders supplies

Assisted with bid/proposals

Insurance renewal updates

Implemented time saving procedure on closeout books for Warranty department

Assisted Office Administrator with timesheets as needed

Assisted with receptionist duties daily/managed and maintained conference room schedule

Maintained master company data list

Assisted with Warranty department/close out documents

Maintained legal (court documents, contracts (~$7MM-$12MM)

Westway KIA/Ford – Dallas, Texas 40 Hrs Wkly 7/30/1998-1/7/1999

Westway Kia/Ford is one of many automobile dealerships in the Ford Company that sales and ad

Processed timesheets/payroll

Maintained vehicle sales reports

Managed front desk/receptionist duties as needed

Performed month-end sales report for executive meetings

Coordinated tele and video conferences for company-wide meetings

Processed correspondence

Managed floor personnel

Assisted with insurance documents for General Manager

Maintained inventory for future vehicle purchases

Coordinated promotions/sales with both offices

Planned/coordinated company events

Bank of America – Dallas, Texas 8/20/1997-7/02/1998

One of the leading national banking institutions servicing customers financial, home and business needs.

Administrative Assistant to VP

Typed/processed correspondence

Scheduled/prepared meeting & conferences

Prepared/distributed confidential reports

Assisted with interviewing

On-boarding of potential employees

Managed/routed incoming calls

Managed master client list for department

Assisted with weekly payroll

Credential Services International (OUT OF BUSINESS) 9/18/1993-8/5/1997

Customer Service Representative

Received calls from clients regarding their credit report from all three major bureaus, resolved client credit issues, requested reports as needed for clients and established customer accounts.

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