Administrative Assistant Virtual
Resume:
CASSANDRA LALL
* ****** ********, ********, ** L*X 0L3
Home 647-***-****
Email ********@*****.**
OBJECTIVE
I am a proven Administrative Assistant with all the necessary tools, and I am seeking a progressive position to develop and utilize them accordingly.
EXPERIENCE
Enbridge Gas Inc.
Administrative Assistant III – Parkway West and East Compressor Station (May 2022 to Present)
In my position with Enbridge Gas – Parkway West Compressor Station I report to the Supervisor’s, Operators and Mechanics (Local 999) and Technicians. My responsibilities include the following:
Expense Reports – Mechanics, Technicians and Operators
Ordering - Kitchen Items and Cleaning items- Parkway East & West
Co-ordinate Kleenway REWS requests (submission, tracking + informing the team on status
updates)
Help organizing meeting bookings and lunch orders (Parkway office)
Updating Standby Schedules (Supervisor, Mechs, Techs)
Updating Parkway Weekly schedule template to align with Shift Schedule + adding visitors to schedule
JHSC Meeting minutes
Time off and Overtime Tracking – Parkway Mechanics & Operations
Safety Board updates
Scanning Parkway records, including:
o Completed PRT work orders from Ops – Valve inspection etc. o Drawings & Scans
o FHLA, Hot work Permits, safe work permits.
Reception and mailing and courier packages
Ordering of supplies, maintenance of office and facility services
Organizing training and meetings (lunches and IT support for meetings)
Managing standby, overtime, vacation and work schedules and logs
Managing expense claims, vacation requests
Auditing of all operators and mechanics (Local 999) and technician’s timesheets (entering and correcting – following collective agreement)
Tracking and booking office maintenance for two offices Pomerleau
Administrative Assistant – Project Team (October 2021 to May 2022) In my position with Pomerleau I supported the project team of the Brampton Court House and Toronto Regional Bail Centre. My responsibilities included the following:
Assist the project team with administrative support
Collaborate and keep the lines of communication open when collaborating with team members, trade partners, consultant’s and clients
Project start-up to assist with key document and drafting of contract award letters
Keep on top of subcontracts and ensure key information is updated and distributed accordingly
Assemble, attend, document, and emphasize the importance of project meetings
Maintenance of drawing, RFI’s, material purchase order, change notice quotes and project completion documents
Project invoices
Document control of Sharepoint for all project files for sharing and editing with Trades and Clients
EllisDon Corporation
Administrative Assistant/Document Control Coordinator – Pursuit Team (March 2016 to October 202)
In my position with EllisDon - Civil Department I report to the Director and Project Managers. My responsibilities included the following:
Reception and mailing and courier packages
Ordering of supplies, maintenance of office services
Organizing meetings (lunches and IT support for meetings)
Preparing, reviewing, processing & distribution of correspondence
Organizing conference calls
Managing calendars
Managing of Expense Claims, Vacation Requests and Travel
Invoice management processing – reviewing contracts to matching Invoices and coding for submission for payment process
Processing invoices for Civil project, and expense claims
Filing and scanning, and manipulating documents with PDF Reader Writer
Proofreading of narratives and redlining RFQ documents
Initializing the set-up of office and project budgets
Submit Non-Disclosure agreements to all staff and consultants for review, signature, and track
Downloading drawings for Civil and Estimating Team from Clients database regarding proposals and updating logs
Updating RFI log for Civil and Estimating Team and distributing RFI's for approval
Uploading of RFI’s to Clients E-Builders and downloading of documents and updating company database
Liaison with printing company and reviewing of presentations for CCM’s
Researching via internet for new RFQ’s and preparing documentation for team Entera Utility Contractors
Office Administrator (April 2015 to November 2015 – Maternity Contract) In my position with Entera Utility Contractors I worked for the Operations Manager and Supervisors. My responsibilities included the following:
Reception and mailing and courier packages
Entering of timesheets and equipment hours
Matching invoices with packing slips and posting them on Jonas
Preparing Notice of Projects, Hold Offs, Stop Work Orders
Preparing drawings and mapping location for locates and following through project
Preparing daily accruals and submitting to Client, Auditors, and construction team daily
Customer service regarding homeowner’s issues with work that has been performed on property
Calling in cut lines, drop wires and hitting of power cables for construction teams
Updating phone lists, construction teams’ radio and phone list
Ordering of supplies, phones for construction teams, maintenance of office services
Providing clerical support for Safety Department, Accounts Payable/Receivable and Supervisors
SNC Lavalin Transmission & Distribution
Engineering Assistant/Document Control (May 2011 to May 2013) Procurement Administrative Assistant (May 2013 to December 2014) In my position with SNC Lavalin T&D I worked for the Vice President of Engineering and
(Transmission Line, Civil, Drafting, Protection & Controls, Electrical, and Telecom) and then I worked for the Procurement Supervisor and eight Buyers. My responsibilities included the following:
Backup for Executive Assistant to Vice President of Engineering
Scheduling meetings, teleconferences and travel arrangements for Engineering and Procurement Department
Ordering of office supplies and keeping office budget
Arranging for outside Consultants coming into for training and preparing budget for training and submitting to Vice President and HR for approval
Receiving Consultant Invoices and preparing expense reports for consultants for payment
Drafting, formatting, editing, and updating a variety of documents
Preparing Expense Claims for all Engineers and review and put appropriate invoice coding
Preparing and updating monthly budget for office supplies
Plotting, Scanning, Printing, and sending of drawings by courier
Managing the Human Resources of the Engineering and Procurement Department
Dealing with facilities manager regarding building issues
Setting up lunch and learns with Engineers and updating lunch and learn schedule
Coordinating IT requests and follow-ups
Quality checks all drawings for revision errors and typing errors of all IFF, IFCR, and IFC drawing packages and sitting with Drafter and Engineer for correction of drawings
Recording and tracking internal and external distribution of drawings from each discipline to Clients
Ensuring timely transfer of electronic files to/from clients and uploading all drawings onto the Clients FTP site
Attending project meetings with Engineers and Clients to review of drawing packages and issues
Entering and maintaining accurate information in both SNC-Lavalin T & D and client databases
Monitoring and training to ensure document control processes are being followed
Acting as the primary point of contact, and coordinating activities with internal and external clients
Acting as the liaison between project team members and the Engineering Assistant and Document Control teams
Leading in the distribution and follow-up with regards to all Purchase Orders, Change Orders, Bid Analysis and Recommendations, and List of Bidders to the Procurement Manager, Director of Procurement, Cost Controller and Project Manager for approval of the kickoff the project.
Reviewing of all Purchase Orders, Change Orders, Bid Analysis and Recommendations and List of Bidders to make sure all information is attached and amounts are correct
Circulate & follow-up on all requests for Acknowledgement of first Purchase Order issued to Vendor and file onto the PDM filing/ & archival system
Prepare Commitment Approval Forms for Buyers to closeout projects by reviewing the Purchase Order amount and the Change Orders issued to ensure the PO and the Change Orders match for project closeout and avoid discrepancies in A/P.
Prepare Comprehensive Bid Form and Vendor Liability Release Form tracking sheets for the closeout of project by checking the Purchase Order amount and entering in what has been issued with regards to changes from the Change Orders and reviewing the Invoice Summary to review what has been paid to date and what is still outstanding.
Preparing Closeout Letters with amount of the final cost for the Purchase Order or Change Order, request the signature for Closeout, and see if there are any outstanding items that have not been delivered to site or paid to the Vendor.
Archiving of all procurement documentation
Review of Contractor’s Project Close-out documentation
Preparation of deficiency list
Transit City
Procurement Support Assistant (Contract - November 15, 2010, to May 2011) During my time at Transit City, I worked for the Director, Procurement, four Senior Contract Administrators and other Staff. My responsibilities included the following:
Project milestone maintenance for Procurement Director
Maintain and set up of filing system
Updating job descriptions and job postings for Procurement Director
Editing & formatting documentation on templates, forms, and drawings
Receiving Invoices from Consultants and processing into the CMS software.
Forwarding Invoices onto Contract Administrator and sitting with Contract Administrator to review all Invoices inclusive of checking amounts to make sure that they are invoiced in the correct amount as per the monthly contracted draw. This would include all expenses incurred by the Consultant for the month and checking it with their Contract agreement.
Receiving information regarding what is going out for tender and preparing Tender Forms. Entering the work into the Merx system for review of Tender Documents for Bidding and this also includes changes to tender, preparing the Addendum to the Tender which includes any change in the date of closing or items that have been altered.
Prepare packages to be award packages
Work with Contract Administrator to issue Certificate of Payments to Consultants that have finished their Work after reviewing of Invoices from beginning to end of Contract. Work with Certificate of Payments. Issuing of Purchase Order Authorizations to Project Manager for Approval of work for Consultants. Issuing all Work Orders for all projects and office
Liaison with management in Corporation to get Signature of Authority for contract documents
Incoming and outgoing correspondence
Archive all files
Setting up meetings and taking minutes
Defence Construction Canada
Senior Administrative Assistant (Contract - February 2009 to November 12, 2010) During my time at Defence Construction Canada I worked for the Manager and Staff for the Department of National Defence Engineering Department. My responsibilities included the following:
Maintain and set up of filing system
Preparing editing/formatting documentation on templates/forms and drawings
Reviewing of Quarterly budgets including project budget and office supply budget with Manager. Receiving and reviewing of all Invoices received from Trades on all projects for payment
Preparing tender forms and award packages
Preparing Change Orders, Invoicing, Progress Payments for all projects and office
Liaison with Contractors for insurance, WSIB certificates, safety policies for job sites
Set up for all new employees (training, security clearance)
Time Entry for all office staff
Expense Claims, Vacation Request, Sick Leave, Request for Leave, Education Requests of all staff
Liaison with contractors and Department of National Defence including meeting minutes
Receiving WSIB certificates for payment
Incoming and outgoing correspondence
Archive all files
180 University Management Inc.
Construction Administrator (Contract – September 2008 to February 2009) During my time at 180 University Management Inc. (Shangri-La Toronto project). I worked for the two Project Managers, General Superintendent, Superintendent, and Site Staff. My responsibilities included the following:
Maintain and set up of filing system
Creating and maintaining Project/Subtrade minutes on Prolog
Coordinate receipt and processing of submittals for sub or vendor including preparing for manager’s approval, architect’s review, preparing logs on Prolog and returning to originator
Preparing safety courses and filing system
Liaison with Safety Officer regarding contractor’s certification, and company safety policy pertaining to the job site Purchase Order cycle maintenance on Prolog
Inventory control of site machinery and rental equipment
Change Order cycle maintenance on Prolog
General office administration (screening calls, greeting guests, ordering supplies)
Liaison with all subtrades, consultants, and personnel
Receiving all close out documents and log on Prolog and distribute to City Minto Urban Communities
Senior Administrative Assistant (Contract – March 2008 to September 2008) During my time at Minto Urban Communities, I worked for two Operation Managers, Project Managers, Site Staff, and the Executive Assistant to the VP of Construction. My responsibilities included the following:
Manage and maintain calendar’s
Making travel arrangements and meeting arrangements
Upkeep of minutes for meetings
Preparation of letters, memos, spreadsheets and forms, presentations
Corporate event planning including preparing site barbeques, construction retreats
Receive timesheets for construction department and logging hours for payroll
Dealing with Health & Safety and tracking what courses are needed for Construction Department, arranging courses, and keeping track of Construction Departments Certificates
Preparing reports and expenses for Operations Manager
Managing all courier packages
Dealing with Invoices and processing Purchase Orders for Construction Department
Ordering of Drawings
Liaison with Construction Department, Trades, Customer Care, Purchasers, and government officials
General office administration (screening calls, greeting guests, ordering supplies) Aecon Concession
Executive Assistant (Contract – August 2007 to March 2008) During my time at Aecon Concessions, I worked for the President, Vice President of Finance & Commercial Services, and Manager, Marketing and Project Development. My responsibilities included the following:
Manage calendar’s
Travel arrangements and meeting arrangements
Preparation of letters, memos, spreadsheets and forms, presentations
Preparing reports
Courier packages
Research of new projects
Dealing with Invoices
Liaison with Board Member, Lenders, government officials
General office administration (screening calls, greeting guests, ordering supplies) Granleigh Construction
Executive Assistant (Contract – May 2007 – August 2007) During my time at Granleigh Construction I worked for a Senior Project Manager and Real Estate Development Manager. My responsibilities included the following:
Maintain filing system for several projects
Prepare all construction drawings and shop drawings for tender
Preparation of Letters, memos, spreadsheets, and forms
Distribution and logging of project shop drawings
Job Instructions and Request for Information
Change Order preparation
Purchase Order preparation
Dealing with Invoices
Manage Consultants and Trade Inquiries
General office administration (screening calls, greeting guests, ordering supplies) PCL Constructors
Administrative Assistant (Contract – January 2007 – May 2007) During my time at PCL Constructors, I worked for the Superintendents and Site Staff. My responsibilities included the following:
Maintain filing system for several projects
Preparation of Letters, memos, spreadsheets, and forms
Dealing with Invoices
Manage Consultants and Trade Inquiries
Preparing safety training for new employees and contractors on site
General office administration (screening calls, greeting guests, ordering supplies) ATS Reliance Toronto Transit Commission
Contract Closeout Clerk (Contract – September 2006 – January 2007) During my time at the Toronto Transit Commission, I worked for the Engineering & Construction Department reporting to the Head Supervisor. As a member of this team my responsibilities included the following:
Archiving of information for projects and liaison with City for pickup of documented files
Document preparations of Contract Closeout
Distribution and logging of project shop drawings
General office administration
CAMcorp Construction Inc.
Construction Administrator/Coordinator (January 2002 – September 2006) During my time at CAMcorp Construction I worked for the Vice President of Construction, and two Project Managers. As a member of this team my responsibilities included the following:
Job Instructions and Request for Information
Purchase Order cycle maintenance
Inventory control of site machinery and rental equipment
Preparations of Letters of Intent
Creating and maintaining Project/Subtrade minutes
Change Order cycle maintenance
Handle homeowner deficiencies and schedule appropriate trade to do the work
Distribution and logging of all pertinent project drawings
Support to Vice President and Project Managers (book travel arrangements, scheduling internal and external meetings, prepare letters, expense reports, all project directories, meeting minutes for construction & developer)
General office administration (screening calls, greeting guests, ordering supplies)
Liaison with all subtrades, consultants, sales teams, and personnel COMPUTER COURSE TRAINING
Microsoft Word
Microsoft Excel
Microsoft Outlook
Microsoft Teams
Acrobat Reader/Writer
Typing Speed 63 wpm
SAP
Concur
WorkDay
CMS13
Sharepoint
Project Wise
Aconex
One Drive
EDUCATION
High School Completion Certificate
June 27, 1990 – Park View Education Centre
Administrative Assistant
1995 – Nova Scotia Community College
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