Administrative Assistant Data Entry / Buyer / Purchasing
Resume:
Cendie Chimaobi
Texas City, Tx. 77590
409-***-**** email: **************@*****.***
*/**/**** – 6/30/2025
Calpine Fleet Services via System One
Administrative Assistant
Work closely with stakeholders, creating requisitions and purchase orders, reviewing for accuracy and compliance with company policy
Process purchase requisitions make sure they are complete and have all supporting documents and quotes
Process change orders, check for accuracy to ensure they have all supporting documents
Cancel purchase orders upon request
Send out purchase orders via email to the supplier once they have been created
Ensure the rate sheets for suppliers are updated and current
Work with vendors to resolve issues or discrepancies with quotes and requisitions
Assist with reviewing and confirming receipts and invoices
Save invoices and timesheets to appropriate folders
Give updates on status of purchase requisitions and change orders especially those that were requested as a priority
Keep track of the status for all duties in a very fast track environment
Use effective communication both verbal and written amongst my team daily
Sort and organize invoices, timesheets and receipts
Track supplier work hours on audit summary excel spread sheets
Strive to meet deadlines for continuation of smooth workflow
Always willing to assist the team in all areas as needed
11/28/2022 – 2/2024
James W Turner Construction via Addison Group
Administrative Assistant
Collect, sort, distribute and prepare mail, messages, and manage courier deliveries.
• File and maintain electronic and physical file records
• Greet visitors, determine nature of visit, direct visitors to appropriate destinations
• Hear and resolve complaints from customers and public; assist with warranty claims
• Operate telephone system to answer, screen and forward calls, provide information and take messages
• Perform administrative support tasks such as preparing, translating, formatting, editing, and proofreading forms, invoices, and other documentation
• Prepare and distribute various documents via mail, email, or fax
• Data entry in various computer systems and applications
• Process / close out purchase orders in Homebase.
• Answer vendor questions and inquires; set up and maintain vendor accounts manage vendor accounts
• Enter all calls from Homeowners into Home Base and submit warranty tickets for homeowner issues for 3 different locations.
• Prepare Final packs for superintendents for key release and homeowner signing
• Review invoices and documentation of approval prior to processing payments; prepare expense reports
• Communicate with homeowners and assist with questions and documents, as needed
• Assist Senior Accounting Supervisor, General Manager and Office Manager as needed
• Assist in preparation of various compliance reports
• Prepare subcontractor’s checks for mail out - weekly and Prepare subcontractor’s checks for office pick up – weekly
•create and send out weekly Lien Waivers for final payment to subcontractors
• Support the administrative team in achieving their goals
• Maintain various accounts for building maintenance
• Various other tasks as assigned
11/2020 – 10/1/2022
Creative Minds Media
Office Management / Purchasing
Order all office supplies & Media supplies
Book appointments for video recordings for weddings, ball games, parties, etc.
Process payments
Bank deposits weekly
Schedule equipment repairs
Answer phones, handle emails
Any other administrative duties needed as they arise
9/2007-10/2020
Marathon Petroleum GBR (formally BP North America)
Procurement/Purchasing - Administrative Assistant
Timekeeper for the salaried staff, responsible for entering all exception time, sending out weekly reports to staff to show vacation and sick time remaining. Provided Department supervisor with monthly exception time reports.
Placed orders via SAP system
Handle all requisitions for “all” laboratory supplies/chemical & instruments
Order all office supplies and labels for sample bottles
Source all glassware from bottles to separation funnels to glass centrifuge tubes, etc.
Responsible for monitoring all orders for material, services on equipment so that supplies are delivered on time as scheduled, as well as making sure vendors coming on site to repair our instruments are staying on schedule, while ensuring extra supplies are on hand if needed for testing the instruments/equipment after repairs have been completed.
Maintained an excellent, and strong relationship with all vendors, had specific contacts at all locations and communicated with them daily or in advance of any foreseeable issues.
Once an order is placed, I was responsible to make sure supplies were delivered on time, or if an item was on back order, I found an alternate vendor to source a comparable item temporarily or for future issues.
Worked closely with procurement to ensure specific work was with the appropriate person that may specialize in that area within the department, in some cases assisting to move the task to closure.
Follow orders from start to finish, working with other procurement staff to make sure there are no hold ups on our end, and no delays with the vendor, once supplies are received, they are counted and checked against the invoice for accuracy then cleared to have supplies received via SAP- to close PO for invoices needing to be paid.
Find specific vendors to source some raw materials
Update annual blanket purchase orders for routine vendors
Keep up the annual Laboratory permits for chemicals and glassware through DPS in Austin, Texas
Maintain vendor database for non-conformance.
Expense reports to reconcile credit card charges.
Co-ordinate any hot shot deliveries if needed.
Always assisted in helping to ensure process is followed and done correctly.
Stayed on top of delivery issues or manufacturing issues by communicating with my vendor contacts to give lab personnel a heads up.
Worked closely with lab chemist and laboratory manager on all issues positive or negative.
Worked with lab manager on best pricing and even having items listed as contract items to guarantee discount pricing.
Kept chemist and lab manager in the loop with any hot items needed or if any items are on back order.
1/2006 – 6-2007
Brazos M&E
Administrative Assistant
Accounts payables.
Reconcile invoices.
Enter hours worked for payroll.
Maintain and update annual DOT certifications for BP Employees.
3/2004 – 12/2005
BP NORTH AMERICA via Kelly Services
Administrative Assistant
Data Entry for updates for access levels.
Maintain and update employee and contractor’s badge and drive in passes.
Issue badges to all contract employees working in the refinery after their completion of all safety council classes.
Made routine updates to employee data base for security department.
Copy, faxed daily, printing.
4/2001 – 2/2004
BP NORTH AMERICA via Kelly Services.
Administrative Assistant
Update and maintain classroom training records.
Grade and post employee scores.
Kept track of classroom hours for employees
Enter all employee credit hours.
Purge and update files as needed.
Handle incoming calls to the department and give the caller any information pertaining to specific employee credits for classes completed.
Data entry.
Put together the test material for the training instructors.
Generate charts and documents for analysis reports.
4/2001 – 2/2004
BP Land transportation via Kelly Services
Administrative Assistant
Handled invoices and delivery notes on vessels.
Maintained department files.
Handled monthly verification for shipments delivered
Data entry
Entered shipping weights.
Daily faxes, filing and copying.
6/2000 – 9/2000
BP Pipelines via Kelly Services
Administrative Assistant
Update and maintain the filing system for employee records.
Conference room scheduling.
Data entry.
Co-ordinate deliveries.
**other positions / experience
Supervisor at Mainland Medical Center for the medical release department 4 years
Business office manager at Avalon nursing facility 1 year
Psychiatric Technician for Mainland Medical center hospital and Dallas family hospital 8 years
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