Administrative Assistant Booking Agent

Josalynn Caver

Houston, TX *****

832-***-**** *****************@*****.*** linkedin.com/in/josalynn-caver-701289154/

Work Experience

RVS Enterprises Houston, TX February 2022 - May 2022

PT Executive Assistant

●Prepare agendas and make arrangements, such as coordinating catering for luncheons and other meetings.

●Open, sort, and distribute incoming correspondence, including email.

●Prepare responses to correspondence containing routine inquiries.

●Answer phone calls and direct calls to appropriate parties or take messages.

●Compile, transcribe, and distribute minutes of meetings.

●Conduct research, compile data, and prepare papers for consideration and presentation by executive.

●Greet visitors and determine whether they should be given access to specific individuals.

●Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.

●Supervise and train other clerical staff and arrange for employee training by scheduling training or organizing training material.

●Meet with individuals, special interest groups, and others on behalf of executives.

●File and retrieve corporate documents, records, and reports.

●Attend meetings to record minutes.

Fila-Mar Energy Services Houston, TX June 2020 - June 2021

Administrative Assistant

•Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.

•Schedule and confirm appointments for clients, customers, or supervisors.

•Make copies of correspondence or other printed material.

•Coordinate conferences, meetings, or special events.

•Manage projects or contribute to committee or team work.

•Provide services to customers, such as order placement or account information.

•Review work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions.

•Arrange conference, meeting, or travel reservations for office personnel.

•Operate electronic mail systems and coordinate the flow of information, internally or with other organizations.

•Prepare and mail checks.

•Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.

•Mail newsletters, promotional material, or other information.

•Compose, type, and distribute meeting notes, routine correspondence, or reports, such as presentations or expense, statistical, or monthly reports.

•Prepare conference or event materials, such as flyers or invitations.

•Maintain scheduling and event calendars.

Houston Land Bank Houston, TX June 2020 – July 2020

File Clerk (contract via Addison Group Staffing)

●Track materials removed from files to ensure that borrowed files are returned.

●Perform general office activities, such as typing, answering telephones, operating office machines, processing mail, or securing confidential materials.

●Gather materials to be filed from departments or employees.

●Sort or classify information according to guidelines, such as content, purpose, user criteria, or chronological, alphabetical, or numerical order.

●Modify or improve filing systems or implement new filing systems.

●Place materials into storage receptacles, such as file cabinets, boxes, bins, or drawers, according to classification and identification information.

●Answer questions about records or files.

●Find, retrieve, and make copies of information from files in response to requests and deliver information to authorized users.

●Keep records of materials filed or removed, using logbooks or computers and generate computerized reports.

●Scan or read incoming materials to determine how and where they should be classified or filed.

●Operate mechanized files that rotate to bring needed records to a particular location.

●Input data, such as file numbers, new or updated information, or document information codes into computer systems to support document and information retrieval.

●Eliminate outdated or unnecessary materials, destroying them or transferring them to inactive storage, according to file maintenance guidelines or legal requirements.

●Design forms related to filing systems.

●Assign and record or stamp identification numbers or codes to index materials for filing.

●Add new material to file records or create new records as necessary.

City Wide Moonwalks Houston, TX January 2019 – March 2020

Administrative Assistant/Sales Booking Agent (Part-Time)

•Assisted with invoice-related issues such as missing documents or reports

•Received visitors and phone calls, tactfully determined the nature of the call, and referred to appropriate individuals or handled the business personally

•Open, read and prioritize incoming mail; handle routine requests on own initiative

•Maintain schedule for regular maintenance of the facility and equipment

•Assist with expediting of material and subcontracted services

•Perform other administrative and support duties as directed by the management staff

Current Power Houston, TX January 2018 – December 2018

Purchasing Administrative Assistant

•Maintained ongoing contact with vendors and shipping companies while deliveries were in route

•Notified the project management team promptly if a critical delivery is experiencing delays

•Worked with vendors to solve invoicing issues that could delay critical shipments

•Delivered all purchase orders to vendors either via fax, overnight mail, or email

•Often contacts freight carriers for material pickup and delivery, both to our facilities and our customers

•In exceptional circumstances, responsible for the procurement of materials, services, and supplies

Administrative Assistant

•Prepare, organize, and transmit customer documentation, including Component Data, Drawings, and Bills of Material

•Maintain shop labor reporting template and input reporting hours into the manufacturing planning system

•Assist with field service billings, reporting, and information collection

•Make travel arrangements and assist in resolving problems relating to travel

•Prepare and disseminate reports using data from the manufacturing resource planning system

•Provide coordination, planning, and logistics for conferences and trade shows

Sparrows Group Offshore LLC Houston, TX September 2017 – October 2017

HR Administration (contract via Advantage Resourcing)

•Managed the front desk and greeting visitors, maintaining conference rooms and calendar

•Arranged meetings, and created travel arrangements for the department

•Supported special projects as required

•Created presentations and documents as required

Multimedia Solutions Group Houston, TX August 2016 – March 2017

Receptionist (contract via Advantage Resourcing)

•Maintained local office material and equipment needs

•Built and maintained client files with Smart Service software

•Created weekly timesheet reports and noted any time card discrepancies

ICI Construction Inc. Houston, TX April 2016 – July 2016

Administrative Assistant (contract via Robert Half)

•Created and transferred expense reports for management staff, with a less than 1% error rate

•Enforced weekly team meetings, took minutes, and moderated

•Completed all tasks promptly, distributed finished assignments to designated subcontractors in email and hard copy format

•Assisted with the extra task to create a more efficient work environment for my team and supervisor

Education and Certificates

Lonestar Community College- Houston, TX June 2019

Associates (AAS) in Business Management

Microsoft Office Specialist May 2019

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