Operations & Project Coordination Specialist

MAYRA G. OLLIS

Oliver Springs, TN 865-***-**** ***********@*****.***

Office Administration Project Assistant Federal Programs Support

Active DOE Q Clearance

PROFESSIONAL SUMMARY

Detail-oriented administrative and project coordination professional supporting DOE-funded programs in high-security environments. Experienced in project coordination, labor tracking, documentation control, and financial/administrative support for technical teams. Proven ability to assist project managers with schedule tracking, workforce coordination, reporting, and compliance documentation while maintaining accurate records in accordance with DOE and federal contractor requirements. Strong communicator with experience supporting multidisciplinary teams, subcontractors, and leadership in fast-paced environments.

CORE COMPETENCIES

Project Coordination & Administrative Support

Labor Tracking & Timekeeping Verification

Invoice & Documentation Review

Contract & Compliance Support

Workforce Coordination & Training Tracking

Schedule & Milestone Tracking

Performance Reporting & Data Analysis

Document & Configuration Control

DOE / Federal Program Compliance

Tools:

Microsoft Excel Word PowerPoint Outlook SharePoint Database Tracking Systems

Foundational exposure to Primavera P6

PROFESSIONAL EXPERIENCE

Office Administrative Specialist

Sandia National Laboratories (NTESS), Oak Ridge, TN

Oct 2023 – Present

Project Coordination & Administrative Support

Facilitate communication between project managers, technical staff, subcontractors, and stakeholders to support project execution and schedule alignment.

Coordinate project meetings and prepare agendas, minutes, action items, and project status reports.

Assist project managers with schedule tracking, milestone coordination, and task assignments across project teams.

Maintain comprehensive project documentation ensuring records remain accurate, organized, and audit ready.

Labor Tracking & Performance Reporting

Assist with labor tracking and timekeeping verification, reviewing documentation to support accurate reporting of project activities.

Compile project data and prepare monthly performance and status reports for management review.

Track progress against schedules and milestones to help identify potential variances.

Workforce & Compliance Coordination

Coordinate personnel onboarding, access authorization, and compliance documentation for project staff and contractors.

Maintain detailed records supporting DOE compliance, security requirements, and audit readiness.

Liaise with security, HR, and project leadership to ensure personnel readiness and uninterrupted project execution.

Training & Resource Coordination

Identify training requirements for employees and contractors supporting project activities.

Track and maintain training records ensuring workforce compliance with project and DOE requirements.

Systems & Documentation Control

Manage system access requests and maintain controlled documentation, revision histories, and approval workflows.

Maintain SharePoint and internal tracking systems to support project documentation and reporting.

Office Administrative Specialist (DOE Contractor)

Street Legal – Contractor to U.S. Department of Energy / Sandia National Laboratories

Sep 2022 – Oct 2023

Supported DOE project teams with schedule coordination, workforce tracking, and documentation management.

Maintained project records and reports used by leadership for program oversight and decision-making.

Coordinated onboarding, access authorization, and training requirements for project personnel.

Assisted with project planning documentation and milestone tracking.

Administrative Associate IV – Finance Department

City of Oak Ridge, TN

Jun 2021 – Sep 2022

Supported financial operations by assisting with data tracking, documentation review, and reconciliation activities.

Maintained records used for internal reporting, audits, and financial documentation.

Assisted with administrative coordination supporting departmental operations.

Administrative Associate II – Public Works Department

City of Oak Ridge, TN

Mar 2020 – Jun 2021

Provided administrative support for public works projects including documentation tracking, scheduling support, and coordination across departments.

Maintained organized records and assisted staff with project-related documentation and reporting.

EDUCATION

Associate Degree in Computer Maintenance

IT Essentials – PC Hardware & Software

ITCA-FEPADE University, El Salvador

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