Administrative Assistant Data Entry

Sheila Peyton

Katy, Texas ***** 713-***-**** advfy1@r.postjobfree.com

SUMMARY

Strong meeting planning and facilitation skills; able to communicate effectively with all organizational levels, build relationships of trust and enlist the participation of team members.

EXPERIENCE

Mustang Engineering, Houston, TX

Principal Document Controller

September 2012 – July 2019

•Receives, registers Client provided document for EPC, detail engineering or construction projects, including in-house generated document.

•Controls issuance of document numbers, maintenance of proper document registers for EPC, detail engineering or construction project.

•Maintains project database in EDM environment, including Internet base document management system.

•Reviews completeness of documentation and prepares document transmittals.

•Prepares, maintains AFC and As-built for EPC, detail engineering or construction projects, in-house use or for onward transmittal to Client/s during project close-out.

•Ensures proper document classification, sorting, filing and proper electronic archiving.

•Performs document quality check in accordance to Company engineering document control procedures.

•Provides training and guidance to subordinates

•Develop and implement processes related to document control and management. Working

with the project team in order to implement systems of control.

•Following processes and procedures for the opening of a new project and informing

relevant personnel.

•Develop clear and concise work instructions for internal users, with project management

approval and provide training and coaching to other users and document control staff to

ensure compliance with company procedures, standards and expectations

•Control and upkeep of all project related documents, drawings and registers; This involves

confirming the documents meet the Company quality requirements before they are filed

and liaising with internal departments and external clients and suppliers to ensure that

documents contain correct and understandable information regards their categorization.

•Manage the process of distribution of internal and external project correspondence and

ensure good relationships with external and internal clients.

•Generate the various project document control reports, drawing and document tracking

registers for specific projects as required.

•Responsible for the consolidation and storage of project documentation on completion /

closeout of a project e.g. storage, disposal after specified periods and where required the return or destruction of security classified information.

•To manage own daily workload by close liaison with the Head of Projects / Managers.

WorleyParsons, Houston, TX

Project Administrator/Sr. Document Controller

November 2008 – August 2012

Responsible for heavy calendar management

Arrange domestic and international travel schedule and reservations for executive management

Manage calendars for three Project Managers coordination of complex executive meetings and travel

Answer phones and direct all incoming calls

Communicate, handle incoming/outgoing electronic communications on behalf of the PM

Prepare Vendor & Engineering documents and outgoing mail as necessary

Prioritize, manage multiple projects simultaneously, follow through on any issues in a timely manner

Data import and export using Encompass, SPF and SharePoint.

Quality check of electronic documents received from contractor and vendor

Receiving and distributing documents

Preparing electronic document transmittals to appropriate disciplines

Handling of heavy document flows in/out

Created procedures for handling vendor data

Carried out multiple document managements tasks with strict time deadline

PDVSA Services, Inc, Houston, TX

Executive Administrative Assistant - December 2002 – October 2008

Requisition Supervisor / Sr. Document Control May 2002 – December 2002

Support to Project Manager, Project Engineer(s), Client representatives and project team

Transmittal of engineering deliverables, external/internal documentation to multiple sites

Develop, maintain project files, directories and logs; coordinate/arrange meetings preparing agenda, attendees & meeting minutes

Manage Team Schedule: travel arrangements both foreign & domestic, timesheets, maintain budget report for client billable hours, materials & other expenses

Maintain a professional positive relationship with all vendors & suppliers

Develop and maintain procurement requisitions for the International Purchasing team

Maintain PR files after Po’s are issued

Inventory, purchase & stock of office supplies

Work closely with Finance department to ensure charge backs are accurate to client refineries

Event coordinator for all company functions.

Prepare all shipping request

Supervise three employees

Conduct quarterly audits of the closed purchase orders and prepare files for offsite storage

Administrative office duties, Coordinate and execute moves of employees

Coordinate yearly meeting for the President/Director & VP’s of the parent company (travel arrangements, prepare meeting rooms, create and set up menus/luncheons/dinners and entertainment)

Foresight Properties, Houston, TX

Sr. Administrative Assistant

September 1990 – May 2002

Helped coordinate management of 365 properties with multiple tenants in each property.

Receptionist and Administrative duties focused on creation of an efficient office environment, to include accounts payable data entry using Excel & Access, made deposits and provided collections support. Correspondence, processed check runs, prepared mailings

Responsible for keeping tenant, organized court and legal documents and property files

Responsible to coordinate meetings, reservations and luncheons

Internet research, monitored incoming phone calls, and ordered office supplies.

Education

American Management Association

May 2007

Management Skills for Administrative Assistants

CTREC

January 2007

MS Word, Excel, PowerPoint 2003 – Advanced

Houston Community College

August 1985 Some College Hours

Business Administration

Skills

Computer Software: Citadon, Pacesetter & MS 2010, Smartplant Foundation (SPF), Encompass, Sharepoint, PeopleSoft, Salesforce, SAP.

Experience with maintaining office budget

Electronic Document Management & Retention

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