Project Coordinator Administrative Assistant
Resume:
Barbara Perez Tovar
*******.*********@*****.***
SUMMARY OF QUALIFICATIONS
Detail-oriented Project Coordinator with extensive experience in administrative roles within the construction and legal sectors. Proven ability to manage confidential records, coordinate diverse teams, and enhance operational efficiency. Strong communicator and problem-solver, adept at multitasking in dynamic environments. Seeking to leverage organizational skills and technical proficiency to contribute to team success.
EXPERIENCE
Administrative Assistant II District Temp via Metropolitan Water District
September 2024 – Current
Spearheaded requisition and procurement processes for the Business Management Team, ensuring accurate and efficient processing of invoices, lease payments, and purchase requests.
Serve as the primary timekeeper for the Administrative Services section, guaranteeing timely and accurate payroll submissions while resolving discrepancies promptly.
Develop and maintain a comprehensive contract tracker system, overseeing critical documents including Certificates of Insurance (COIs) and W-9 forms.
Tracked budget allocations and updated financial status for each contract, ensuring accurate monitoring of remaining funds.
Ran reports to advise of contract expirations 90 days prior, facilitating timely renewals and compliance.
Act as a training coordinator, monitoring progress and managing certification requests to maintain compliance.
Coordinate and manage the DVL calendar, organizing events, meetings, and schedules to streamline operations.
Curate and distribute the daily office schedule for leadership, enhancing communication and preparedness across the Business Management Team.
Developed and maintained comprehensive spreadsheets to track water usage trends and billing information.
Electrical Project Coordinator
Titan Solar Company June 2022 – April 2024
Promoted from Permit Coordinator to Main Panel Upgrade (MPU) Coordinator within a year, overseeing all operational aspects across Southern California sites.
Analyzed MPU projects to identify scope of work and deviations from protocols using site photos and single line diagrams.
Fostered effective communication among operations managers, electrical contractors, sales representatives, utility teams, and homeowners.
Utilized CRM software to monitor project statuses and track milestones; developed strategies to enhance project management efficiency.
Scrutinized subcontractor invoices for accuracy, ensuring compliance with financial protocols prior to payment authorization.
Research and apply for required permits and licenses from local, state, and federal agencies, ensuring compliance with regulatory requirements.
Organize and manage documentation related to permits, including applications, approvals, and correspondence, to ensure easy retrieval and compliance during audits.
Coordinate and oversee electrical projects from initiation to completion, ensuring adherence to timelines and budgets.
Analyze project specifications and scopes of work to identify potential challenges and solutions.
Facilitate communication between project stakeholders, including engineers, contractors, clients, and utility representatives.
Prepare and manage project documentation, including schedules, budgets, and progress reports.
Conduct site visits to monitor project progress and ensure compliance with safety and quality standards.
Review and approve project plans, designs, and change orders in collaboration with engineering teams.
Utilize project management software to track milestones, manage resources, and report on project status.
Coordinate procurement of materials and equipment, ensuring timely delivery and adherence to project timelines.
Monitor subcontractor performance and compliance, including reviewing invoices and ensuring quality control.
Resolve project-related issues and conflicts, acting as the primary point of contact for stakeholders.
Administrative Assistant
Richard Lopez Construction, Inc. January 2019 – January 2022
Managed filing and document systems, ensuring organized and accessible records through effective coordination and archiving.
Monitored staff attendance, facilitating payroll processing by submitting employee timesheets to accounting.
Maintained inventory in supply closets to ensure smooth office operations; welcomed visitors and directed inquiries.
Compiled safety training manuals and generated reports on field-related injuries, coordinating with medical examiners for workers' compensation.
Maintain a comprehensive database of W-9 forms and COIs, ensuring easy retrieval and regular updates to facilitate audits and compliance checks.
Request and obtain W-9 forms from subcontractors and vendors to ensure accurate tax reporting and compliance with IRS regulations.
Manage filing systems for project documents, contracts, and correspondence to ensure organized and accessible records.
Coordinate scheduling and logistics for project meetings, site visits, and training sessions, including preparing agendas and taking minutes.
Monitor and track project timelines and deliverables, assisting project managers in ensuring deadlines are met.
Process invoices and purchase orders, maintaining accurate financial records and assisting with budget tracking.
Communicate with subcontractors, suppliers, and clients to facilitate information flow and support project needs.
Assist in the preparation of safety documentation and compliance reports, ensuring adherence to industry regulations.
Maintain inventory of office supplies and construction materials, placing orders as necessary to avoid shortages.
Handle incoming and outgoing correspondence, ensuring timely distribution and proper record-keeping.
Provide administrative support to project managers, including document preparation, data entry, and report generation.
Office Assistant
Garcia and Miller Law Firm January 2016 – December 2018
Managed the master calendar for client appointments, ensuring efficient scheduling and coordination.
Oversaw office supplies inventory, maintaining operational flow through regular stock checks and orders.
Acted as a liaison between clients, vendors, and attorneys, facilitating effective communication.
Prepared conference rooms for meetings, organized materials, and distributed minutes to support executive requirements.
Manage case files and documentation, ensuring all legal documents are organized, filed, and easily accessible for attorneys and staff.
Coordinate scheduling of client meetings, court appearances, and depositions, preparing necessary materials and agendas in advance.
Draft and proofread legal correspondence, pleadings, and other documents to ensure accuracy and adherence to legal standards.
Handle incoming and outgoing communications, including mail, emails, and faxes, while maintaining strict confidentiality.
Maintain attorney calendars, tracking important deadlines, court dates, and appointments to ensure timely completion of tasks.
Assist with billing processes by tracking billable hours, preparing invoices, and managing client accounts receivable.
Conduct legal research and gather information to support attorneys in case preparation and trial strategy.
Facilitate communication between clients, vendors, and attorneys, ensuring efficient collaboration and information sharing.
Organize and prepare conference rooms for meetings, ensuring all necessary equipment and materials are available.
EDUCATION
B.S. in Psychology
University of Phoenix, Phoenix, AZ June 2015
Contact this candidate