Executive Assistant

Sandra Grening

Oak Lawn, Illinois, 708-***-****, ************@*****.***

SUMMARY Dynamic Project Coordinator with over 5 years of experience in efficient project management and administrative support across multiple industries. Proficient in scheduling, obtaining permits, and managing project documentation, streamlined processes that improved workflow accuracy by 20%. Demonstrated success in maintaining meticulous records and enhancing team collaboration through effective communication. Ready to leverage expertise to deliver exceptional results and support operational success in any organization.

WORK EXPERIENCE

08/2022 – Present PROJECT COORDINATOR, COMPANY CONFIDENTIAL Oak Park, IL Managed incoming calls to ensure effective communication. Obtained permits across all job aspects to facilitate seamless operation. Scheduled inspections to maintain project timelines. Followed up on the Certificate of Occupancy as projects neared completion. Prepared time cards for payroll accuracy.

Maintained comprehensive records to support project tracking. Sent invoices to ensure timely payment processing. Updated and organized Excel sheets to reflect project data. Input purchase orders efficiently to streamline procurement. Typed lien waivers to comply with contractual obligations. Reviewed G702/703 sworn statements for accuracy and compliance. Collected Certificates of Insurance and W-9s for contractor validation. Inputted budgets and schedules of values into project management software.

Prepared documents and secured necessary permits for job progression. Drafted reports and agendas for project meetings.

Managed calendars to coordinate schedules and appointments. Entered invoices into accounting systems for financial tracking. Submitted reports and proposals to stakeholders as required. Created and updated records to reflect project changes. Inputted job cost information into financial databases. Maintained account spreadsheets for financial oversight. Attended meetings and took detailed notes for project documentation. Verified Certificates of Insurance for contractor compliance. Filed and scanned documents for accurate record-keeping. Conducted invoicing and data entry to support financial processes. Prepared and distributed subcontracts to vendors.

Managed billing and produced expense reports.

Ordered office supplies to maintain operational efficiency. 02/2022 – 08/2022 PROJECT COORDINATOR/ESTIMATOR, TRIMARK MARLIN

Bedford Park, IL

Reviewed Invitations To Bid to analyze project scope. Prepared competitive quotes for bid submissions to drive business. Dispatched bids to potential clients to secure project opportunities. Obtained necessary permits for various project components efficiently. Utilized Bluebeam technology to measure items required for accurate bidding.

Identified alternative solutions for backlog items to maintain schedules. Managed incoming calls to ensure swift communication. Prepared time cards to support accurate payroll processing. Scheduled inspections as required to meet project timelines. Followed up on the Certificate of Occupancy during project finalization. Maintained accurate and up-to-date records throughout project lifecycle. Input purchase orders into tracking systems to enhance procurement accuracy.

Typed lien waivers to aid in contract compliance.

Reviewed G702/703 sworn statements for financial integrity. Collected Certificates of Insurance and W-9s from contractors for due diligence.

Inputted budgets and schedules of values into financial management software.

Prepared documents and secured permits for all project phases. Drafted reports and agendas for robust project management. Managed calendars for efficient appointment scheduling. Entered invoices into financial systems to streamline billing. Submitted reports and proposals for stakeholder review. Created and updated key project records to reflect changes. Inputted job cost information for comprehensive financial oversight. Maintained account spreadsheets for effective budget monitoring. Participated in meetings, taking detailed notes for distribution. Verified Certificates of Insurance to comply with legal requirements. Filed and scanned essential documents for project documentation. Conducted invoicing and data entry to support financial processes. Prepared and dispatched subcontracts to vendors.

08/2021 – 02/2022 PROJECT COORDINATOR, FHS BUILD Alsip, IL Managed incoming calls to ensure efficient communication. Prepared time cards to facilitate payroll.

Maintained all project-related records to support organization. Obtained permits for all critical job aspects to ensure compliance. Scheduled inspections in accordance with project timelines. Followed up on the Certificate of Occupancy as the project neared completion.

Input purchase orders to manage procurement processes. Typed lien waivers to uphold contractual agreements. Reviewed G702/703 sworn statements for compliance. Collected Certificates of Insurance and W-9s for contractor validation. Inputted budgets and schedules of values into project software. Prepared documents and obtained necessary permits for job progression. Drafted reports and agendas to support project meetings. Managed calendars for scheduling efficiency.

Entered invoices into financial systems for tracking purposes. Submitted reports and proposals to relevant stakeholders. Created and updated records to maintain project accuracy. Inputted job cost information for comprehensive financial oversight. Maintained account spreadsheets for budget tracking. Participated in meetings and took notes for documentation. Verified Certificates of Insurance for compliance assurance. Filed and scanned important documents for record-keeping. Conducted invoicing and data entry to streamline financial processes. Prepared and sent out subcontracts to contractors. Managed billing and prepared expense reports.

09/2020 – 01/2021 PROJECT COORDINATOR, SIEVERT ELECTRIC (TEMP) Forest Park, IL Typed lien waivers to comply with financial agreements. Drafted reports and agendas for project-related discussions. Managed the permitting process for job compliance. Scheduled inspections to meet regulatory requirements. Followed up on the Certificate of Occupancy as projects neared completion. Entered invoices into accounting systems for processing. Arranged travel logistics for project teams as needed. Submitted reports and proposals to stakeholders for approval. Collected Certificates of Insurance and W-9s to validate contractors. Updated and managed project records for accuracy.

Input budgets and schedules of values into management systems. Prepared documents and secured necessary permits for jobs. Input job cost information for financial tracking. Maintained account spreadsheets for budget oversight. Participated in meetings, taking notes for records. Filed and scanned essential documents for organization. Conducted invoicing and data entry to support financial processes. Prepared and distributed subcontracts to vendors.

Managed billing tasks and expense reports efficiently. Ordered office supplies and managed inventory.

09/2019 – 04/2020 PROJECT COORDINATOR, HOLLADAY CONSTRUCTION GROUP

LaGrange, IL

Typed lien waivers and AIA documents for compliance with contracts. Drafted reports and agendas to aid project management. Managed the permitting process to ensure regulatory compliance. Scheduled inspections to align with project timelines. Followed up on the Certificate of Occupancy as project completion approached.

Managed calendars to coordinate schedules effectively. Conducted collection calls to address outstanding invoices. Submitted reports and proposals to stakeholders.

Entered information into QuickBooks for financial tracking. Created and maintained project records to reflect updates. Input job cost information into financial management software. Maintained account spreadsheets for monitoring expenses and budgets. Participated in meetings, taking notes for future reference. Verified insurance documents for compliance and risk management. Filed and scanned essential project documents for organization. Conducted invoicing and data entry to maintain financial records. Processed change orders to reflect project adjustments. Utilized ProCore for project management and document control. Prepared and distributed subcontracts as per project needs. Sent bid invitations to the bidders’ list to solicit proposals. Prepared close-out documents and binders for completed jobs. Managed billing and prepared expense reports accurately. Posted payments received after billing to update records. Followed up on payment statuses as needed.

Ordered office supplies and managed inventory effectively. 04/2019 – 09/2019 CORPORATE PARALEGAL, DEMETRIOUS DALMARES LAW (TEMP)

Orland Park, IL

Prepared correspondence for communication with clients and courts. Participated in meetings to take notes and document discussions. Drafted reports and agendas for organizational purposes. Managed calendars to schedule appointments and deadlines. Worked with estate planning documents for legal compliance. Conducted collection calls to pursue outstanding payments. Created and maintained project records for space management. Ordered supplies to support legal operations.

Updated documents and files for accuracy and compliance. E-filed legal documents to streamline submissions. Transcribed dictaphone notes for accurate record-keeping. Managed incoming phone calls to address client inquiries. Created spreadsheets for project tracking and documentation. Filed documents to maintain organized records.

Managed reservations for client meetings and legal consultations. Scheduled appointments for attorney/client meetings. Maintained calendars for effective scheduling.

Scanned files and documents for electronic storage. 02/2018 – 02/2019 TIMEKEEPER/ADMIN., HAYES MECHANICAL (TEMP) Chicago, IL Processed payroll efficiently to ensure timely employee payments. Conducted collection calls to address outstanding payments. Typed lien waivers and AIA documents for compliance. Inputted time sheets for payroll accuracy.

Verified insurance documents for compliance purposes. Participated in meetings to take notes and document discussions. Updated personnel files to maintain accuracy and compliance. Filed and scanned documents for organized record-keeping. Made collection calls to follow up on payments.

Processed credit card payments to maintain financial operations. Updated payment records accurately for financial tracking. Engaged in invoicing and data entry to support financial processes. Processed change orders to reflect project adjustments. Prepared billing and expense reports for financial review. Managed calendars to ensure schedule adherence.

Posted financial billing to update accounting records. Followed up on outstanding payments to ensure financial compliance. 11/2016 – 02/2018 CORPORATE PARALEGAL, MISCELLANEOUS TEMPORARY POSITIONS

Chicago, IL

Managed incoming calls for effective communication. Worked with estate planning and real estate documents for legal compliance.

Filed documents to maintain organized records.

Conducted collection calls to pursue payments.

Updated reports to provide accurate information.

Made travel reservations for logistical planning.

Scheduled appointments for meetings.

Engaged in heavy calendaring to manage deadlines and events. Prepared and revised legal documents for accuracy. E-filed documents to streamline legal processes.

Scanned documents for electronic storage and record-keeping. Handled confidential files to ensure client privacy. Prepared and revised project reports for accuracy and clarity. Organized workload for efficiency in task execution. Maintained calendars to support effective scheduling. Coordinated meetings and logistics for various projects. Prepared correspondence responses for client inquiries. Created slides and charts for presentations.

05/2016 – 09/2016 TIMEKEEPER/ADMIN., HAYES MECHANICAL (TEMP) Chicago, IL Processed payroll accurately to ensure employee satisfaction. Inputted time sheets for tracking work hours.

Updated personnel files to reflect employee information. Filed and scanned documents for organized storage. Conducted invoicing and data entry to streamline financial operations. Prepared billing and expense reports for financial oversight. Managed calendars to ensure scheduling efficiency. Posted billing records to maintain financial tracking. 04/2014 – 05/2016 EXECUTIVE ADMIN, COLDWELL BANKER REAL ESTATE Oak Lawn, IL Scheduled and confirmed appointments for executive meetings. Arranged travel and conference reservations for business trips. Changed appointments as necessary to accommodate schedules. Received payments and managed financial transactions. Made phone calls to clients and stakeholders for communication. Sent out packages to clients and partners as required. Faxed and scanned documents for efficient communication. Executed marketing strategies for brochures and online postcards. EDUCATION

1985 – 1986 Southwest School of Business

Secretarial Certificate

Chicago, IL

1981 – 1985 Maria High School

Diploma

Chicago, IL

SKILLS Pro Core Certified Computer Ease/Foundations Excel Spreadsheets Notary Public

Smartsheets Bluebeam

Buildertrend IPICS/AutoQuotes

Microsoft Teams Social Networking Skills

Composing Correspondence Marketing/Brochures

Coordinating Meetings Heavy Calendaring

Scheduling Appointments Typing at 85 wpm, 98% accuracy Strong attention to detail Payroll Experience/Processing Update Employee HR Files

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