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Project Manager Administrative Assistant

Woodbury, MN, 55125
August 06, 2012

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****E Quarry Ridge Lane, Woodbury, MN 55125

651-***-**** Cell


**** – Present: HAF Construction, Stillwater, MN

Assistant Project Manager/

• Work directly with the Owner of HAF Construction/HAF Architects

• Complete all construction contracts, subcontracts, purchase orders, and change orders

• Complete monthly draw requests to owners, banks and title company with follow-up tracking of payments

• Work directly with subcontractors to determine scheduling of projects

• Meet with owners, superintendents or subcontractors to review project information

• Create and maintain all correspondence related to construction division

• Track all subcontractors change orders, certificates of insurance and draw request for accuracy

• Project job profits based on budgets

• Prepare estimates for proposals to owners

• Distribute plans to subcontractors for estimating

• Order material for projects

• Assist with phones, employee time-cards, and other tasks as needed

2008 – 2009 Coloplast US Headquarters, Minneapolis, MN

Executive Assistant – Vice Presidents, Sales Divisions

• Work directly with the Vice President of Ostomy, Wound and Skin Care and Vice President of Urology and Continence Care

• Type all office correspondence

• Prepare Vice President’s expense reports

• Approve expense reports of employees reporting for Vice Presidents

• Schedule appointments and maintain calendars

• Prepare materials for presentation to upper management and sales meetings

• Organize both on-site and off-site meetings

• Assistant with all aspects of National Sales Meeting

• Complete weekly travel schedules

• Coordinate meetings with Sales Directors

• Arrange monthly staff meetings for both divisions

1998 – 2008 Worked with the same employer through many company identities.

Kelco Services, LLC, White Bear Lake, MN

Contract Employee – Administrative Assistant

• Work directly with Owner in establishing new real estate development consulting company

• Review and approve contractor’s draw request to owners and work with owner, bank and title company to ensure appropriate information and payment

• Compose contracts for clients and general contractors

• Type all office correspondence

Commercial Equity Partners, Woodbury, MN

Development Administrator

• Assist Director of Development Services and Project Manger with all functions involved with obtaining city approvals, grading permits, building permits, and MPCA permits

• Track certificate of completion and occupancy of new buildings and tenant spaces

• Review general contractor’s contract, change orders, certificates of insurance, and draw requests for conformance and accuracy

• Update project cost reports for each project to track invoices against contracts

• Assist in providing documentation for loan closings to financial institutions, title company and attorneys including soil reports, survey, wetland delineation

• Assist project manager in obtaining estimates and establishing project budgets

• Prepare leases and obtain required signatures

• Track tenant lease agreements and tenant improvement requirements and changes

• Work with tenants to coordinate interior design selections

• Complete final walk-through of projects with tenants and owners to generate punchlist

• Distribute and track punchlist items and assure completion of the punchlist

• Hire and supervise front-desk receptionist

• Transcribe letters, memos and emails from dictation

• Coordinate and schedule meetings

Kelco Real Estate Development Services, Oakdale, MN

Office Manager

• Work directly with Owner in establishing new company

• Prepare proposals to clients

• Prepare client contracts

• Prepare tenant leases

• Accounts payable and receivable

• Type all office correspondence

• Obtain all necessary permitting for project start

• Prepare financial packages for lenders

Kellison Company, Oakdale, MN

Administrative Manager

• Assist President/Owner of company in day to day functions

• Prepare proposals for clients

• Generate marketing packages and maintain project photos and descriptions

• Handle all new employee records and benefits

• Supervise administrative staff

• Work closely with project managers and supervisors in establishing procedures

• Tracking of all contract, subcontract, change orders, and draw requests

• Maintain all computer records and filing system

• Review and purchase office equipment and supplies

• Work closely with outside consultant to determine employee perception of company

• Work with designer to establish company logo

Kellison Company, Oakdale, MN

Contract Administrator

• Work directly with project managers

• Obtain estimates

• Generate subcontract agreements

• Review and generate change orders

• Review and approve invoices

• Prepare project cost reports for payment request to bank and title company

• Track all contracts, change orders, certificate of insurance, and invoices

• Maintain all construction files

1997 – 1998 Cub Foods Corporate Headquarters, Stillwater, MN

Executive Assistant to Vice President of Marketing

• Assist the Executive Vice President in preparing marketing plans

• Assist the marketing department in developing presentations

• Work closely with advertising department

1997 Harmon, Ltd, Bloomington, MN

Executive Assistant/Marketing Coordinator

• Assist the Executive Vice President in preparing tenders for projects

• Propaganda packages

• Compose letters

• Travel arrangements

• Assist Director of Marketing to develop marketing information including project lists, profiles, brochures and competitor analysis

1996 – 1997 Kellison Company, Lake Elmo, MN

Administrative Assistant

• Support all office staff

• Type contracts, subcontracts, change orders

• Track all subcontractor information

• Answer and direct all incoming calls

• Open and distribute mail

• Prepare and ship packages

1988 – 1995 Russell Construction Company, Inc., Bettendorf, Iowa

Administrative Manager

• Generate marketing packages

• Prepare contracts and proposals

• Assist project managers with estimating, subcontracts, change orders, and draw requests

• Compose letters, memos and all office correspondence

• Supervise clerical staff

• Purchase and maintain office equipment, phone system and supplies

• Approve invoices

• General company newsletter using desk-top publishing

SKILLS: • Microsoft Office Software including Word, Excel, Outlook, Access, PowerPoint, Publisher, and Scheduler

• QuickBooks

• Lotus Organizer and Lotus Notes

REFERENCES: Available upon request.

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