Operations & Project Management Professional
Resume:
Jessica Matyas
**************@*****.***
**** ******* *****, *******, ** 08869
EXPERIENCE
**/****-******* ********** *******, INF Associates, LLC
• Work to establish Project Protocols designed to reduce rework and improve team efficiencies.
• Coordinate and supervise projects over the entire project life cycle to ensure projects are being built according to company and team protocols.
• Work closely with company Sales, Project Development, Project Management, Engineering, and Procurement team to provide support where necessary.
• Collaborate with middle leadership team to refine project processes and update internal project tools.
• Act as authority having figure at project milestones to ensure proper file management and project management is in place for successful projects.
• Work with Salesforce, Quickbooks, and Monday.com to ensure all projects are fully onboarded onto
company platforms and maintained throughout project life cycle.
• Work with Procurement to ensure all proper paperwork in on file for subcontracts, while also routing via DocuSign and ensuring proper signatures are in place.
• Work with incentives team and provide all necessary post-construction documentation to ensure timely close-out of projects.
• Provide middle and executive leadership teams with reporting on several data points on a regular basis.
• Provide cross-departmental team with day-to-day support.
• Work directly with project management team to complete all aspects of construction of EV charging projects including commission/validation and activation.
• Review all scope and contract considerations with the dedicated project manager to ensure all aspects of project are accounted for.
• Assist in developing construction packets including project plans and schedules, job-specific health, and safety plan (HASP), and equipment documentation to provide to all applicable stakeholders as appropriate.
• Coordinate post-award contract meetings, such as design review meetings, preconstruction conferences with sub-contractors, construction kick-off meetings, and weekly project updates (as applicable).
• Work with incentives team and provide all necessary post-construction documentation to ensure timely close-out of projects.
• Maintain fully accurate and complete project files and documentation.
• Support the project accounting and billing processes. 1/2022-5/2023 Assistant Project Manager, Core States Construction
• Work closely with the Project Manager(s) to monitor project management compliance with reporting related to contract documents
• Coordinate and participate in activities of Design Team consisting of the Engineers and other consultants or vendors
• Manage relationships and interface on a daily basis with the client and project team
• Coordinate workload through the project kick-off through completion
• Review the schedule/weekly narrative to ensure major milestones are met to clients’ expectations; track, update and forecast any project schedule and budgetary needs
• Review, post and track all change orders to the client, in agreement with contract documents
• Process and track purchase orders to consultants and vendors
• Coordination with vendors to ensure full compliance with all project policies and procedures
• Participate in reviews with various governing agencies for permitting requirements
• Prepare contractor requests for proposals, administer/align bids, and review pricing
• Assist PM on project budget and team time allocation
• Training and onboarding new team members
• Create and implement onboarding process for energy related clients
• Oversee administrative and clerical tasks.
8/2016-1/2022 Project Coordinator, Core States Group
• Customer Service – answering phones & directing calls and assisting visitors/potential clients
• Support several project managers in all aspects of projects
• Preparation of technical documents; engineering submissions to state, county & local agencies – including compiling, printing, collating, binding & sealing; Review letters as required
• Contracts and Legal – Coordination and prepare all Contracts, Subagreements and Blanket Agreements with new (or existing) vendors; coordinate directly with VP and internal legal department; submit all required items to accounting and ensure vendor gets entered in our system
• Bidding - Manage private bidding platform through bid period; distribution of plans and specifications for GC’s to use to prepare bids; Coordinate Bid RFIs and responses, and addenda, as required.
• Construction Administration – Receive, distribute and manage submittal logs, RFI logs, change order logs; Maintain effective and professional relationships with internal team, GCs and Subcontractors during construction period
• Permitting – Conduct research for specific AHJ, prepare and coordinate paperwork completion as necessary, initial submittal, follow up and obtainment of permit; communication with PM (and/or GC; client) on permit status through permit process.
• Accounting – Check Requests; Request POs for BSA vendors; Ensure all vendors are properly set- up in accounting system; provide accounting with all back up subcontractors and vendors for invoicing
• Office Management – Organize, maintain and order all office supplies, schedule and coordinate office visits, client appointments, project meetings and/or vendor introduction meetings, maintain office calendar for all employees
12/2015-8/2016 Administrative Assistant, NAI DiLeo-Bram & Co.
• Customer Service – answering phones & directing calls and assisting visitors/potential clients
• Marketing – design marketing and promotional materials like flyers, brochures, postcards etc., design and submission of various press releases and organizing corporate events and conferences, and manage and maintain company website
• Clerical Support – enter and maintain property listings, compose, edit, proofread correspondence and memoranda from redlines, dictation, verbal direction and from knowledge of procedures/policies, obtain and conduct various research for brokers with regards to property statistics and information
• Office Management – organization, maintenance & ordering of office supplies, record keeping systems, schedule/coordination of meetings and/or client appointments, coordination with all vendors including office supplies, equipment repair and maintenance 08/2008-09/2015 Administrative Assistant, Atlantic Traffic & Design Engineers, Inc.
• Customer service – answering and directing calls, assisting clients with obtaining information, meet & greet in person clients
• Assisted with billing & invoicing, check processing, processing expense reports & maintaining billing logs
• Preparation of technical engineering documents; engineering submissions to state, county & local agencies – including compiling, printing, collating, binding & sealing of documents
• Project coordination – conduct research, compile data & prepare papers, attend meetings & record minutes, file management, webinar set up, coordination & execution, read & analyze incoming memos, review letters & submissions
• Raise office morale through a positive attitude and cheerful disposition, coordinating company events, coordinate catering events for meetings & webinars
• Assisted with HR tasks - screening of prospective employees, sensitivity to confidential matters
• Created the new multi-level filing system to increase efficiency & productivity
• Management of entire office relocation for two office locations and set up – interview, selection & oversite of moving companies; packed and labeled office files, supplies, etc.
• Office Management – organization, maintenance & ordering of office supplies, employee schedule tracking & coordination, coordination of project meetings, including scheduling of travel arrangements and executive schedules, record keeping systems, coordination with all vendors including office supplies, equipment repair and maintenance. 10/2007-7/2008 Executive Assistant, Fulcrum Logic
• Customer service – Answer, Screen, Transfer phone call and meet & greet all visitors.
• Preparation of confidential documents; contracts with contractors/sub-contractors and other memorandum and correspondence
• Organize internal and external employee files, process incoming and outgoing mail, scanning, filing, and photocopying of documents, create and enter data/details into excel spreadsheets, process of billing and invoicing, check processing and maintaining internal billing logs
• Manage and maintain CEO's and other executives’ calendar, schedule all travel arrangements for employees and contractors, manage guest houses and other various tasks for CEO and other executives
• Office Management – organization, maintenance & ordering of office supplies, employee schedule tracking & coordination and record keeping systems. 9/2005-9/2007 Office Manager, George G. Gussis, Esq.
• Customer service – Answer, Screen, Transfer phone call and meet & greet all clients and visitors.
• Manage and maintain all attorney and paralegal calendar and the overall court calendar
• Prepare and send all correspondence out to clients, other attorneys and/or courts; keep files organized and ready for court
• Manage and maintain supplies for office, run various errands for office; file all papers with courts
• Office Management – organization, maintenance & ordering of office supplies, employee schedule tracking & coordination, record keeping systems, coordination with all vendors including office supplies, equipment repair and maintenance.
EDUCATION
2002-2006 Basic College Classes, Middlesex County College 1998-2002 College preparatory classes, Bishop George Ahr KEY SKILLS
• Strong computer skills in MS Word, MS Excel, MS PowerPoint and Outlook.
• Experienced with Monday.com, Procore and Salesforce.
• Highly organized with a significant degree of independence & accountability for results
• Ability to multi-task & manage conflicting demands and prioritize tasks for maximum efficiency
• Highly motivated with an ability to work under minimal supervision
• Ability to learn processes quickly and prioritize client requirements
• Strong communication and interpersonal skills
• Effective working relationships with associates & other departments
• Troubleshoot issues by finding a solution quickly through various resources
• Proficient knowledge of office administration
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