Administrative Assistant Project Coordinator

PARSIPPANY, US, ***** • ***.*.*****@*****.*** • 973-***-****

JENNIFER HAYES

Administrative Assistant/Project Coordinator

PROFESSIONAL SUMMARY

Administrative Assistant/Project Administrative/ Coordinator with expertise in contract management, administrative support, and documentation. Proficient in Deltek, SAP, and Microsoft Office Suite, enhancing project efficiency through effective communication and innovative solutions. Demonstrates strong organizational skills and strategic planning, driving successful outcomes by collaborating with teams to optimize processes and improve client satisfaction.

EMPLOYMENT HISTORY

SALES COORDINATOR Sep 2024 - Feb 2025

Shehadi Commercial FlooringFairfield, NJ

Coordinate sales operations and client relationships while managing project timelines and documentation for commercial flooring solutions

Process customer orders, maintain accurate sales records, and ensure seamless communication between sales teams and installation crews

Support sales team by organizing proposals, tracking leads, and facilitating effective communication with contractors and suppliers

Monitor sales performance metrics, analyze market trends, and prepare comprehensive reports to optimize sales strategies

Streamlined project documentation workflow and enhanced client communication channels, resulting in faster response times and improved customer satisfaction

Developed comprehensive sales reporting framework to monitor performance metrics and identify areas for operational improvement

ACCOUNTING SPECIALISTJul 2023 - May 2024

NK ArchitectsMorristown, NJ

Coordinated financial reviews, boosting efficiency and decision-making accuracy.

Streamlined accounts receivable, enhancing cash flow through precise documentation.

Designed financial tracking systems, improving resource allocation and forecasting.

Automated tracking systems, achieving measurable forecasting accuracy improvements.

Restructured payment workflows, enhancing client communication and invoice processing.

Streamlined payment processing protocols by establishing systematic documentation procedures and enhancing client communication channels

Developed comprehensive financial analysis frameworks to optimize revenue tracking and enhance decision-making processes while maintaining accounting compliance standards

Orchestrated cross-functional financial reviews, facilitating informed decision-making and strengthening inter-departmental communication

Optimized accounts receivable processes through systematic documentation and streamlined payment workflows, resulting in improved cash flow management

PROJECT ACCOUNTINGFeb 2023 - Jun 2023

LLH/LanganParsippany, NJ

Managed financial support from project start-up to closeout, ensuring budget compliance.

Processed high volumes of invoices, meeting firm deadlines and accounting standards.

Facilitated project performance reviews with managers, enhancing operational efficiency.

Optimized billing cycles and improved collection processes for engineering projects.

Developed streamlined processes for high-volume invoice management while maintaining precision in financial documentation.

Streamlined invoice processing systems while maintaining meticulous documentation standards and meeting firm deadlines

Partnered with project managers to establish robust financial monitoring protocols and improve resource allocation

PROJECT COORDINATORMar 2017 - Dec 2022

StantecMorristown, NJ

Collaborated with project managers to resolve issues, track hours, and manage budgets.

Prepared and maintained project documentation, ensuring compliance with company policies.

Generated weekly progress reports and recorded meeting minutes, enhancing communication efficiency.

Supported onboarding processes to facilitate new hires' adaptation to project environments.

Created detailed expense reports, streamlining reimbursement processes for business expenses.

Led administrative process improvements by implementing systematic document control procedures, resulting in enhanced project tracking and compliance standards

Facilitated cross-functional communication between project stakeholders, maintaining comprehensive progress reports and coordinating resource requirements

Developed and maintained robust project documentation systems, ensuring accurate record-keeping and adherence to company frameworks and audit requirements

Orchestrated new hire onboarding processes while managing expense reporting systems, supporting seamless project operations and team integration

Streamlined project documentation systems by implementing digital workflows, enhancing team productivity and reducing administrative bottlenecks

Spearheaded digital transformation of project documentation systems, optimizing workflow efficiency and reducing administrative overhead

LEGAL PROCESSORSep 2013 - Sept 2015

Zuck & Goldberg & McGiveny & Kluger Mountain Side/ Florham Park, NJ

Enhanced legal documentation accuracy through diligent record-keeping.

Collaborated with court systems for efficient case handling and data management.

Improved data reporting, contributing to effective case management.

Optimized case tracking through systematic log maintenance.

Developed streamlined process for tracking court website updates, improving information accuracy and reducing processing time

Implemented digital case tracking system to streamline document processing and enhance court filing efficiency while maintaining meticulous attention to detail

Daily logs keeping of case information and updating case data in necessary files/documents, to work with Update spreadsheets with results from NJ Court Website

Open and close cases as per attorney requests; Maintain data reports; Handled Court complaints & summons documents; Scheduled and screened court dates; maintain daily log of case information including making necessary updates to specified files/documents

Managed court documents, ensuring precise updated and seamless case operations.

Assis Attorneys with defending civil litigations matters, Support legal staff by managing the day- to day- operations and clerical duties.

BUSINESS OPERATIONS ANALYSTJan 2010 - May 2012

Perkin Elmer-Merck & CompanyRahway, NJ

Managed service orders in SAP, ensuring timely vendor coordination and data accuracy.

Streamlined document retrieval and invoice processing, enhancing workflow efficiency.

Supported scientists and engineers, maintaining databases, and optimizing office operations.

Streamlined SAP workflows by implementing efficient service order management system, reducing processing delays and enhancing vendor coordination

Developed and maintained comprehensive documentation systems, ensuring regulatory compliance and establishing standardized operating procedures

Implemented automated workflow solutions for invoice processing and vendor management, resulting in streamlined payment cycles

Spearheaded cross-functional SAP system optimization, integrating automated vendor management protocols while maintaining data integrity and compliance standards

EDUCATION

BBA, BUSINESS ADMINISTRATION2015

University of Phoenix

SKILLS

Microsoft Office Suite, Deltek, SAP, QuickBooks, Task Prioritization, Administrative Support, Project Management, Contract Management, Time Management, Documentation, Data Processing, Client Relations, Customer Engagement.

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