Administrative Assistant/Project Assistant/Purchasing Assistant
Resume:
RESUME
GENERAL INFORMATION
Donna Ann Olson
Jacksonville, FL 32259
904-***-**** (Home)
904-***-**** (Cell)
EDUCATION
Immaculate Conception High School
Kingston, Jamaica, W.I.
Graduated in 1976
Additional post-graduate courses in typing; business English; and word processing
EMPLOYMENT:
February 1988 to May 2010
CH2M HILL, INC.
9428 Baymeadows Road, Suite 300
Jacksonville, FL 32256
Procurement Specialist
Prepare Requests for Proposals and Requests for Quotes and submit to Potential Bidders based on Client
Contract criteria. Issue Commercial and Federal Subcontracts for materials and services to the winning
bidding and collect all compliance material as required for their file prior to issuing the Purchase Order.
Review and approve Subcontractor Invoices for contractual and insurance compliance. Answer non-
technical questions that the Subcontractors may have and work with them to bring the file into compliance,
i.e. Certificate of Insurance on a yearly basis for the term of the PO.
Project Assistant to Transportation
Business Group (In Office)
Prepare monthly financial reports for project managers and go over with them to see what labor and expenses to be billed that month for each project. Prepare monthly invoices for the client; in the amount of $400,000.00+ per month
Prepare task orders and purchase requisitions; prepare Budget Sheets; PACs and proposals for the
Project Managers. Organize all training sessions at an outside venue including lunch, as well as any meetings in-house. Book airline tickets and make hotel reservations for the Project Managers. Compile and put together any reports or documents for the client.
Office Services Lead
Assistant to Vice President and Area Manager
See to the efficient running of the office, including all equipment, office supplies and the workload
of the office staff. Approve overhead invoices for payment. Act as IT person for the Jacksonville
Office, including setting up profiles, backing up server on a daily basis and handling local
IT problems. Provide project support to the Water Business Group, including the preparation of
spreadsheets, manipulating data for graphs to incorporate into reports. Made all traveling arrangements for the Vice President and Area Manager
Project Assistant to
Transportation Business Group (Construction Trailer)
Assist Construction Manager and client’s Project Engineer in the daily running of field Construction trailer at Blount Island. Track all incoming correspondence and prepare and track all outgoing correspondence including letters, CRCs, Ecs, and Change Orders. Prepare monthly reports for client.
Track and distribute all submittals using Navigator; take weekly meeting notes. Act as liaison between Construction Manager and contractors.
Administrative Assistant to
Environmental Business Group
Assist project managers with various project assistance, including setting up and
closing out projects; filing; data management; Excel spreadsheets and graphs. Coordinate production of
proposals and reports to clients to meet scheduling constraints. Prepared all the applications for the State
of Florida EDI Reimbursement Applications for Underground Storage Tanks. Acted as the Safety
Program Assistant for The CH2M HILL Health and Safety Program scheduling all physicals and training
sessions, including running the PortaCount Fit Test at the annual refresher training meetings.
Provide support to the Water Business Group, including spreadsheets, manipulating data, and preparing graphs to incorporate into reports. Create Power Point Slides. Assist project managers with their billings
and run monthly client reports. Schedule and prepare meeting minutes for bi-monthly Environmental Business Group meetings. Used Microsoft scheduler to schedule project managers meetings and send out reminders. Provide general administrative assistance to Business Group Leader. Acted as back up to receptionist as needed. Made all travel arrangements for the Project Manager and catered all meetings in the office, including 3-day meetings.
March 1983 to February 1988
BARRY FINANCIAL GROUP
Administrative Assistant to CEO
40 SE 5th Street, Suite 600
Boca Raton, FL 33432
Supervisor: Michele Novoth
Responsible for daily scheduling of all appointments and screening communication. Assisted CEO
In responding to follow up letters to clients and setting up seminars. Production assistant for a weekly, 1-hour television program, recommending and screening prospective guests, as well as helping them with their travel arrangements. Act as CEO’s liaison with the producer. Assist financial planners in servicing clients’ accounts. Assist and coordinate Special Projects.
Head up prospect tracking system and seminar billing system. Responsible for the smooth and efficient
operation of office. Booked all client appointments and made all travel arrangements for the CEO.
February 1982 to March 1983
THE COMMUNICATIONS GROUP
Manager, Word Processing Department
21045 Commercial Trail
Boca Raton, FL 33432
Supervisor: Jeanette Ferdig
Organize, process, expedite and follow requests from Account Executives. Responsible for client billings.
Directed all mass/direct mail efforts. General Data Management duties.
July 1980 to February 1982
JAMES/HAWKINS & ASSOCIATES
General Secretary
190 SE 5th Avenue
Delray Beach, FL 33444
Supervisor: Karen Wise
Receive phone calls, greet and direct clients to appropriate departments. General typing, including
Schedules of Insurance, monthly Expirations Lists and other insurance forms. Clerical assistant to
Life/Health and Bond Departments. Responsible for smooth and efficient operation of office.
November 1977 to May 1980
JAMES T. BARRETTA ARCHITECT
Executive Secretary/Computer Operator
400 South Dixie Highway
Boca Raton, FL 33432
Supervisor: Kerry S. Barretta
General secretarial responsibilities, accounting and word processing applications. Directed special marketing programs. Responsible for updating project time, expense records and billing clients. Arranged all travel schedules.
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