Senior Project Administrator & Controller Leader
Resume:
Danamarie Miller
Loris, SC *****
*********.********@*****.***
Senior Project Administrator (Team Lead) • Deputy Project Manager • Project Controls • Project Accountant
Strong computer skills
Excellent professional and communication
skills
Superior attention to detail, proactive and
confident
Develop Pricing Strategies
Competitive Bidding
Expediting
Delivering Results on Schedule
Price Negotiations
Request for Proposal / Quotes (RFP / RFQ)
Financial Analysis
Performance Reporting
Management Systems Development
Monitoring Costs and Project Progress
Clients and Procedures include: NYCT, MTA,
LIRR, Metro-North, Amtrak, NYC SCA and
PANYNJ
Driven, results-oriented professional with more than 25 years of experience in project detail and management. Organized and comfortable working in a project-oriented, deadline driven environment. Effective verbal and written communication skills. A highly effective team manager that understands the value of working together towards a common goal. Experienced and effective at training new employees and co-workers alike. Possesses a natural leadership ability which has been complimented many times both by trainees and supervisors. Strong management skills with successful client interactions, including managing front end operations, communicating information to clients, and processing and executing agreements. Familiarity with human resource functions, including records maintenance, report and presentation development and resolving complex departmental issues. Consistent record of improving productivity and reducing costs through successful price negotiations. Capable of delivering marketing decisions and leading growth and territory expansion through successful development of new business opportunities.
Relevant Experience
HydroGeoLogic, Inc. (HGL) – Project Controls / Project Scheduler Project Site - Maywood, NJ
5/25 –
Present
• Project Controls
o Report on budget performance - Analyze and evaluate project budget performance; provide recommendations o Maintain cost, schedule and budgets throughout project duration o Communicate with co-workers, vendors, subcontractors, and clients on a regular basis o Create and maintained project financial budgets, records and forecasts to ensure project resources are properly managed against baseline and planned outcome
o Participate in the development of invoices, review and track certified payroll reports and the planning, tracking, analysis and reporting of multiple task orders under the contract o Support, followed, and monitored compliance with all company policies, procedures, directives, and activities. o Analyze project Estimated Time to Complete (ETC) and Estimate at Completion (EAC) values, recommending optimization procedure for cost and estimate.
o Review task orders and statements of work to ensure compliance with regulatory requirements. o Review sub-consultant payments and all project expenses against the project budget and regularly shared findings with the PM o Fee proposal templates, contracts, and subcontracts. Assisted as requested with preparation for review by PM and Legal Dept; coordinate with other Departments and suppliers to obtain required documents and input.
Contract requirements – review for accepted overhead rates, contract fee types, invoicing procedures, insurance requirements, customer survey submission, and subcontractor information, coordinate contract reviews with Project Managers and Legal Dept.
Prepare and/or coordinate contractual documents for signatures and follow up to ensure timely receipt of contractual documents.
Work Breakdown Structure (WBS)/Project Required Worksheet (PRW) development - assist Project Manager with the development of the WBS/PRW and Project Authorization (PA) forms including budgets and client invoicing requirements. Entered BST System to be able to track all project aspects and manage work performed plus billing.
Supplier Evaluation form - assist the Project Manager with completion. o Support, follow, and monitor compliance with all company policies, procedures, directives, and activities. o Financial Data Review, Perform Reports & Inquiries - assist with monitoring and reviewing project financial data such as variance, revenue, budgets, WIP, and assisted the Project Manager with resolving issues for upper management meetings.
Review projects for A/R, unbilled, staff utilization and variance report monthly.
Variance and Revenue Recovery follow up as requested; assisted PM with variance issues as requested.
Project budget performance - Analyze and evaluate project budget performance; provide recommendations for improvement. Update PM if the effort is over 70% used to allow additional budget requests to complete work.
Accounts Payable Coordination: preparation of supplier invoices for payment processing after review by project staff, (enter in VIR)
o Performed other administrative duties as requested. Danamarie Miller
2
o Review and submitted invoices and timesheets with notes when necessary for all projects as the Project Administrator. o Invoice and pre-bill reviews with Project Managers and communication with the BFPS as necessary; may require interface with client systems.
o Schedule project meetings, draft agendas, attend project meetings and prepare meeting minutes as requested.
• Project Scheduler
o Prepare monthly updates to project schedules and evaluate financial impacts of delays. o Work closely with the Project Manager and Project Superintendent to ensure accurate planning, monitoring and reporting of project schedule activities through weekly and monthly status reporting o Performs Integrated Master Schedule development, maintenance and implementation on a global program.
Generation, development, and implementation of Microsoft Project scheduling processes and procedures for multiple disciplines. Management of scheduling expectations and development of templates for common efforts o Works with project team members in dispatch locations to solve business problems with available technology and resources o Report on project status, resource availability and schedule management to program managers o Review of all schedule specifications for development and implementation
• Project Accountant
o Creating, maintaining, and distributing project documents, including reports, presentations and correspondence. o Review Contracts to Confirm the Contract Amounts match the Breakdown from the Cost Proposals. o Enter all Projects into Costpoint 8.2 system to be seen and tracked by PM, Owner, Marketing and Billing. o Review Contracts and Cost Proposals again for any changes after contract signing and entering updated information in Costpoint 8.2 with Invoicing Information, Contact Information and information that needs to be captured for Billing and PM to manage Project.
o Manage On-Site Projects for Budgeting and Invoicing to Clients. o Assist with budget tracking, resource allocation and procurement of necessary material. RMD Electric Corp., Uniondale, NY – Senior Project Administrator Local 363 MBE/DBE/PORT AUTHORITY CERTIFIED
10/23 – 4/24
• Maintained office services by organizing office operations and procedures.
• Prepared and organized company drives; controlled correspondence; designed filing systems and reviewed.
• Maintained office efficiency by planning and implementing office systems of procurement.
• Designed and implemented office policies by establishing standards and procedures, measuring results against standards, making necessary adjustments.
• Complete operational requirements by scheduling and assigning employees; following up on work results.
• Kept management informed by reviewing and analyzing special reports; summarizing information; identifying trends.
• Ensured that all insurances are up to date on payment and jobs certs are suffice.
• Ensured that all car insurance and payments along with DMV is orderly along with EZ pass. o Maintained all driving motor vehicle incidents / tickets.
• Worked on any claims for injuries on jobs/paperwork.
• Worked on all certificates and licensing renewals including all agency forms needed for jobs for startups and concurrent.
• Backed up to all departments when needed.
• Scheduled and input schedules / Timesheets / Procore/ When I Work apps / Clockineasy.
• Entered Payroll Entry into Foundation / Payroll4Construction.
• Worked with Superintendent on staffing through union workers. Gannett Fleming, NYC & Woodbury, NY – Senior Project Administrator (Team Lead) / Deputy PM / Project Accountant for Construction Services in the Northeast, Mid-West & Canada 11/20 – 6/23
• Handled all aspects of projects from proposal to close out for Construction Services in the Northeast, Mid-West & Canada. o Knowledge of following client’s requirements for DEP, NYCDDC, NYCHA, MTA, Port Authority, American Water, MassDOT, and many other clients and JV’s – Projects billable over $5 to $25 million each. o My Team included managing other PMA’s and Admins for Construction Services for are region.
Weekly and/or daily meetings to go over their projects and to be notified if any issues arise.
Always available to answer any questions from my staff, coworkers, and upper management. o Fee proposal templates, contracts, and subcontracts. Assisted as requested with preparation for review by PM and Legal Dept; coordinate with other Departments and suppliers to obtain required documents and input.
Project Execution Plans - assisted as requested with preparation.
TRM and Go / No / Go’s.
Contract requirements – reviewed for accepted overhead rates, contract fee types, invoicing procedures, insurance requirements, customer survey submission, and subcontractor information, coordinate contract reviews with Project Managers and Legal Dept.
Prepared and/or coordinated contractual documents for signatures and follow up to ensure timely receipt of contractual documents.
Danamarie Miller
3
Work Breakdown Structure (WBS)/Project Required Worksheet (PRW) development - assist Project Manager with the development of the WBS/PRW and Project Authorization (PA) forms including budgets and client invoicing requirements. Entered BST System to be able to track all project aspects and manage work performed plus billing.
Supplier Evaluation form - assist the Project Manager with completion. o Supported, followed, and monitored compliance with all company policies, procedures, directives, and activities.
• Financial Data Review, Performed Reports & Inquiries - assisted with monitoring and reviewing project financial data such as variance, revenue, budgets, WIP, and assisted the Project Manager with resolving issues for upper management meetings. o Reviewed projects for A/R, unbilled, staff utilization and variance report’s monthly. o Variance and Revenue Recovery follow up as requested; assisted PM with variance issues as requested. o Project budget performance - Analyze and evaluate project budget performance; provide recommendations for improvement. Update PM if the effort is over 70% used to allow additional budget requests to complete work. o Unbilled Effort follow up as requested; assist PM on Unbilled Effort and assist with invoicing. o AR collection follow up as requested; assist PM with payment collection and reporting. o Accounts Payable coordination: preparation of supplier invoices for payment processing after review by project staff, (enter in VIR)
• Ensured the project is ISO compliant and Quality Management System (QMS) adherence; and ensure Insurance Certificates are up to date.
o Setup Project Folder’s in SharePoint as part of the QMS to update and maintain folders/files for the project team. o Provided and lead the PMA team to provide project management, administrative, and project accounting guidance and assistance to the project team.
o Required documentation compilation for all new and active projects including items listed in the Project Management and Quality Guidelines.
o Project folders - prepared and maintained electronic and hard copy project folders, including contracts for contractors and suppliers.
o QMS adherence - assisted Project Manager with monitoring and verification that all Quality Management System (QMS) requirements are met.
o ISO audit participation
Project Review Meetings - assisted with scheduling and attend project review meetings with the Project Principal and Project Manager.
• Project Close Out Meeting coordination and attendance at close out meetings along with taking and distributing meeting minutes. o Client Satisfaction Evaluations (CSE) – ensure CSE’s are issued to clients at project completion and at significant milestones. o Purge and archive project records working with project staff to comply with the Project Management and Quality Guidelines o Reconcile projects at closeout and communicate findings and necessary actions to the Project Manager and BFPS
• Provided and encouraged the best customer service for internal and external clients.
• Performed other administrative duties as requested. o Reviewed and submitted invoices and timesheets with notes when necessary for all projects as the Project Administrator. o Communicated with internal staff, suppliers, and clients on behalf of the Project Manager as requested. o Deliverables - format and produce electronic or hard copy deliverables and prepare transmittal letters and email documents. o Invoiced and pre-bill reviews with Project Managers and communication with the BFPS as necessary; may require interface with client systems.
o Scheduled project meetings, draft agendas, attend project meetings and prepare meeting minutes as requested. VJ Associates Inc. of Suffolk, Hicksville, NY - Project Administrator / Project Accountant 3/14 – 11/20
• Reviewed SOW when setting up Cost Proposals for NYCT, MTA, MNR, PANJNY, NYC SCA and others.
• Reviewed Contracts to Confirm the Contract Amounts match the Breakdown from the Cost Proposals.
• Entered all Projects into Ajera (Deltek Vision) system to be seen and tracked by PM, Owner, Marketing and Billing.
• Reviewed Contracts and Cost Proposals again for any changes after contract signing and entering updated information in Ajera (Deltek Vision) with Invoicing Information, Contact Information and information that needs to be captured for Billing and PM to manage Project.
• Managed On-Site Projects for Budgeting and Invoicing to Clients.
• Invoiced all Transportation and Time and Expense Jobs to Clients with all necessary backup (Payroll Register / Signed Timesheets / Signed Agreements / Work Orders).
• Oversaw Project budgets with PM’s and helped them learn and understand Ajera (Deltek Vision).
• Reviewed Monthly and over 90 days Accounts Receivables. Contact Clients on outstanding Invoices.
• Compiled all Audit Information and Document Requests on a Project.
• Set up Yearly Increase Documentation to all Clients. Confirm Maximum Allowable Increase.
• Reviewed sub-consultant payments and all project expenses against the project budget and regularly shared findings with the PM.
• Maintained, updated, and reviewed opportunities setup in Cosential then transferred to a project before being entered in Ajera.
• Designed, updated, maintained reports for all meetings to forecast budgets and utilization. Danamarie Miller
4
Parsons Brinckerhoff, Inc. (WSP), New York, NY – Deputy Project Manager / Project Administrator / Project Accountant
6/08 – 3/14
• New York City Transit (NYCT) - MTA Indefinite Quantity On-Call Contracts, $150,000,000 o CM-1504 - IDQ for Engineering Services, CM-1532 - IDQ for Engineering Services, CM-1409 - IDQ for Engineering Services, CM-1358 - Indefinite Quantity Architectural/Engineering Design Services for Miscellaneous Construction Projects, CM-1278 - Integrated Electronic Security Systems (IESS) and Various C3 Facilities and CM-1208 - Indefinite Quantity Engineering Services for Misc. Construction Projects.
As Project Controls Manager for the above on-call projects, responsibilities included: o Development of cost proposals (TS3s and BAFOs).
o Oversight of project invoicing.
o Reallocation of funds and production of request letters. o Review of weekly timesheets per task.
o Contract management included: prime agreements, sub-agreements, vendor agreements, and per diem agreements. o Scheduling and forecasting.
o Budget tracking and cost control.
o Compliance with client protocols.
o Managing on-time submittal of project deliverables. o Tracking and submission of MBE/WBE/DBE reports.
o Management of non-disclosure forms.
• NYC SCA Building Condition Assessment Program (BCAS), New York, NY – Deputy Project Manager: Annual building condition assessment survey of 1507 facilities throughout New York City. Primary responsibility was to ensure maximum productivity inspection while maintaining quality data. Supervisor to the Engineer/Architect Inspection Coordination Team for over 120 Inspectors including directing weekly charge meetings. Oversight of all aspects of the inspections, e.g., field equipment, scheduling, and notification to the school community, ensuring that there are sufficient, qualified inspectors on the project, maintaining daily contact with the inspectors for project direction, dealing with facilities access complications, and monitoring productivity. Review of all sub- consultant payments and all project expenses against the project budget.
• MTA MNR Harmon Shop Replacement Program, Croton Harmon, NY - Project Coordinator: Responsible for all aspects of project administration including scheduling, budget tracking, forecasting, client contact, and on-time submittal of all project deliverables.
• Miscellaneous Project Duties
o Manage all executive level administrative tasks for two Project Managers. o Coordinated school inspections, schedules, teaming of inspectors on the BCAS project. o Receive and Verify consultants’ timesheets for subcontractors, review invoices and approve invoices to be paid. o Liaison for Outside Inspectors with internal personnel. o Work on proposals for NYCT, MTA, PANYNJ, and others. o Schedule and maintain calendar, meetings, conference calls, and arrange travel. o Assist in the development of executive level reports and presentations. o Handle sensitive and confidential information with discretion. o Train administrative and support staff on various aspects of the project. o Create and utilize various letters, forms, memos, proposals, and spreadsheets. o Assist in running Daily, Weekly, Quarterly and Monthly Reports. Smith & Associates, New York, NY, International Government Sales Rep 2/08 – 6/08
• Request for quotations (RFQ's) purchase orders; change orders; expediting supplier documentation and equipment; negotiating discounts and terms and conditions of purchase.
• Place orders, estimates, and manage all new contracts as well as existing contracts.
• Guidance with conducting business and sending solicitations over DIBBS Bid Board System site and Federal Business Opportunity. Using resources such as ILS, Parts Base, Net Components and OEMS. The Harry Krantz Company, LLC., Edgewood, NY, Sales Rep/Administrator 4/05 – 8/07
• Managed all the scheduling of meetings, conference calls, and travel arrangements.
• Assisted in the development of executive level reports and presentations.
• Adeptly handled incoming communications and responded to internal requests for information on a timely basis.
• Developed and responded to requests for quotations (RFQ's); purchase orders; change orders; expediting supplier documentation and equipment; negotiating discounts and terms and conditions of purchase. Danamarie Miller
5
• Executed Government solicitations over the DLA DIBBS Bid Board System Website, and Federal Business Opportunity using resources such as ILS, Parts Base, Net Components and Wide Area Workflow to research parts, specs, and history.
• Developed a Microsoft Access database to manage parts inventory which was used for Kitting Projects only. American Storage and Transportation, Melville, NY, Project Coordinator / Project Accountant 10/03 – 4/05
• Created and utilized various letters, forms, memos, proposals and spread sheets.
• Set up all the necessary paperwork for upcoming relocations and processed the invoice once it is complete.
• Made sure all insurance information is correct for each relocation.
• Took care of any issues that may happen during the relocation and prepared upcoming relocations.
• Invoiced all storage clients.
GreenPoint Bank, Lake Success, NY, HR / Licensing Coordinator /Compliance 4/01 – 6/03
• Managed all the scheduling of meetings, conference calls, and travel arrangements.
• Assisted in the development of executive level reports and presentations.
• Educated employees on health insurance policies, 401k Plans, etc.
• Maintained all employee personal files, medical choices and handled sensitive, confidential information with discretion.
• Designed and maintained financial and customer reports for 3 companies with 130 branches and management of 300 employees. David Lawrence Associates, New York, NY, Office Manager 3/98 – 4/01
• Supported senior management and sales managers with administrative and customer service efforts.
• Assisted in the development of executive level reports and presentations.
• Maintained client contact, personnel files, prepared letters, proposals, memos, and confidential information for 2 companies (120 employees) with direct management of 20 people.
• Assisted in general HR functions: interviews, enrollment, placements, terminations, benefits, COBRA, etc.
• Entered consultants’ timesheets for accounting purposes and information in HRIS systems. EDUCATION
Nassau Community College - Bachelor of Science, Business Management, (36 Credits) COMPUTER PROFICIENCIES
AS400, Lotus Smart Suite 97, Corel WordPerfect Suite 9, Adobe Acrobat, QuickBooks, Oracle, Corel Draw 10, Print Shop 22, Peachtree, ACT, Microsoft Word, Excel, Power Point, Access, Outlook, MS Internet Explorer, DOS, C++, Ajera Deltek Vision, BST 8 & BST 10, Constructware, ProjectSolve, FTP Software, Photoshop, Cosential, ContractSource, PARC Resume Database, Foundation, Payroll4Construction, When I Work, ClockinEasy
CHARITY
New Hyde Park Lion’s Club Member from 1995 to 2019
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