Administrative Assistant

JULIE M. COPELAND

Spring, Texas *****

Email: *********@*****.***

Phone# 281-***-****

Cell # 281-***-****

EXPERIENCE

NATIONAL OILWELL VARCO

Accounting Administrative Assistant

June 2008 to January 2009

Support Account Manager

Support Accounts department of 16 personnel including Accounts Payable,

Accounts Receivable, and Operations Accounting

Daily:

▪ Received Invoices from vendors via mail and email daily.

▪ Sort and distribute to Accounts Payable processors.

▪ Process and log invoices and send to appropriate department for approval.

▪ Receive approved invoices, enter into log and distribute out to processors for payment.

▪ Run reports for Inter-company.

▪ Print out invoices for inter-company accountants.

▪ Scan Invoices and Journal Entries out to the appropriate drive.

▪ Manage office supply orders for the accounting group

▪ Schedule luncheons and meetings for department

▪ Book conference rooms for meetings.

▪Receive and process all credit card sales and credits for vendors

▪ Send confirmation of receipt to customer after transaction via email or fax.

▪Maintain credit card log of all sales, credits.

▪ Maintain files for credit card sales.

▪ Maintain communication with the service technician on printer/scan/fax machine.

▪Mail out checks to vendors and employee’s expense checks.

▪ Update and maintain department employee list.

▪Update and maintain department birthday list

▪Update and maintain department contact list

▪Prepare and send file boxes to scanning company.

UNIVERSAL COMPRESSION (Merged with Hanover, now called “Exterran”)

Production Administrative Assistant to Director of U.S. Division

Feb. 2004 to June 2006

Support Director of Production

Followed up on all action items after meetings

Coordinated meetings and managed all aspects of Director’s

schedule.

Assisted Director of implementing new policies and procedures to produce a

more effective work environment.

Time Management -Daily for all employees:

• Pulled the time clocks - 400 plus employees

• Received checked reports and edited employees’ hours.

• Performed edits in Stromberg (Timekeeping system) and downloaded

into Visibility (database).

• Processed error reports in “Visibility”, corrected errors and posted time.

• Manually entered all timesheets into “Visibility”. (SAP)

Daily:

• Communicated with Staffing Agencies on contract employees.

• Received start dates, pay rates, bill rates, titles or pay raises of any and all contract employees.

• Informed Agency of any termination or absence of any contract employee.

• ••Input employee information into system and change status of employees in system when needed (wage changes, temp to perm, etc.)

• Informed Human Resources daily of any personnel changes (sick/vacation/ STD or LOA, 401k, insurance, stock and addresses changes, etc.).

• Sent new hire’s and “temp to perm” employees for drug screenings.

Building 5 Overhaul Shop:

Daily responsibilities:

• Received and filed Capp-Add Request and cost estimates for incoming/outgoing units.

• Updated Overhaul Shop Schedule, placement of units in bays, financials and budget.

• Processed reports, maintained budget and cost estimate on each particular unit coming in and out to designated area.

• Notified the Engineers and Project Managers of under or over estimated labor hours and material cost, on any /all work orders.

• Requested Revised Cost Estimate on work order from Engineer.

• Made adjustments on schedule.

• Notified Project Manager and Superintendent.

Plant:

• Ordered office supplies, appliances.

• Notified Maintenance and / or Facilities Manager of any and all repairs including machinery, building, plumbing and electrical.

• Maintained copiers, printers and fax functions for each building.

•Met with Copier representatives with service to printers, fax machines and copiers.

• Maintained kitchen supplies.

• Maintained the Maintenance Log (spreadsheet): included parts cost, contractor cost for repairs regarding forklifts, building maintenance.

• Informed Vice President of total cost thereby maintaining budget on maintenance expenses.

• Maintained the Project Log (spreadsheet) for Buildings three and four, which included incoming, present and outgoing units, out of shop dates, lead-men, Quality Control Coordinator and estimated and actual “out of shop date” on each work order.

Uniforms:

• Orders consisting of around 400+ orders/ with New Hire orders.

• Verified and coded Invoices received approval, send to AP for payment.

Invoices for two Staffing Agencies:

• Received and verified Invoices and forwarded to Accounts Payable for processing.

Departmental Invoices:

Confirmed order, approved and sent to Accounts Payable for processing.

Employee Expense Reports:

• Prepared and approved and sent to Accounts Payable for processing.

Safety:

• Maintained any and all incident reports with notification to Human Resources.

• Notified Safety Coordinator and Human Resources of STD/LOA and/ or calls from employees.

• Notified Team Lead of any needed training for employees.

• Updated Employee Access List for Security (spreadsheet) and sent to facilities manager.

• Updated Employee List and sent to all managers, human resources and payroll.

• Updated Training Matrix (spreadsheet) for Safety Coordinator on all personnel training.

• Assisted Safety Coordinator with new Policies and Procedures.

• Assisted Production Manager (DDR) in Document Records Division (Sarbanes Oxley).

• Maintained employee safety training, warnings, doctor’s excuses, new hire paperwork, and personnel records in filing system that required daily maintenance.

KFORCE PROFESSIONAL STAFFING

Houston, Texas

ADMINISTRATIVE ASSISTANT

September 2003 to January 2004

Duties:

• Worked with a team of administrative assistants in the collection of timecards, payroll processing and mailing of payroll checks to consultants.

• Monitored holiday, longevity bonuses and vacation for consultants.

• Answered, screened, distributed incoming phone calls and greeted visitors.

• Assisted with any discrepancies or questions from consultants and/or clients.

• Assisted Operations Manager in AR, aging with clients.

• Maintained accuracy of database, inputting applications, proper reporting to the appropriate websites.

• Monitored and reviewed aging reports and assisted corporate with any collection issues. Reports reviewed weekly.

• Prepared background checks as needed. Ensured that employment verifications and unemployment issues were forwarded to Human Resources Department.

• Maintained filing, general office equipment including copiers, fax machines and printers.

• Inventoried and ordered office supplies.

JEFF WHITE, ATTORNEY AT LAW

Canton, Texas

LEGAL ASSISTANT

April 2001 to September 2003

Duties:

• Responsibilities included but not limited to filing, faxing and coping documents, answering phones and distributing messages. Received and distributed incoming /outgoing mail.

• Maintained communication with clients regarding case information, history, payment plans and retainer fees.

• Prepared client folders.

• Data input of client information, police and evidence reports.

• Scanned and edited discovery packets and statements.

• Recorded and calendared client contacts as well as attorney’s appointments and court dates.

• Contacted clients with status updates and/or scheduled court appearances.

• Delivered documents to the appropriate county office or precinct within a timely manner.

• Maintained communications with District Attorney’s Office regarding Attorney’s client information.

• Communicated with county precincts concerning ticket information.

SKILLS

• MS Word

• MS Outlook

• MS Excel

• PeopleSoft

• Pro-Doc- Calendaring

• Stromberg - Timekeeping System (Timeco)

• Visibility (SAP)

• JD Edwards

• Glovia

• TokOpen

• Cognos

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