Project Manager Administrative Assistant
Resume:
sarah heintz
*****.********@*****.***
SKILLS
Extremely organized while handling extremely confidential material
Proven multi-tasking skills while maintaining a strong attention to details
Excellent verbal and written communication skills
Ability to change schedules and priorities as needed
Excel with minimal supervision while working individually or as part of a team
Challenges are always met full strong; quick learner
Takes initiative when needed
PROFESSIONAL EXPERIENCE
Earth Tech - AECOM Austin, TX 2007 – Present
Document Control Specialist (Records Management)/Administrative Assistant/Event Coordinator
Maintains related files on paper and on the electronic document management system (ProjectWise)
Assisted in setting up and maintaining ProjectWise
Posts changes to ProjectWise or manual control records, releases, documents, and notifies affected clients and/or employees.
Works on 5 different major projects for North Texas Area
Assists in putting together submittals to clients for delivery.
Setup new projects for future recordkeeping and maintenance such as setup certificates of insurance, purchase requisitions, check requests and agreements
Proficient in Oracle – Fill out project setup forms and project modification forms for new projects. Also, run automated work in progress reports for project managers and staff on a monthly basis.
Tracks sign off, distribution and retrieval of all controlled documents, on paper and electronically.
Consulted with during Internal and External Audits to oversee progression and easement to achieve a successful audit.
Maintain file retention account as main coordinator
Assists project manager with administrative duties including, preparation of transmittal letters, invoices, expenses reports, conference calls, outgoing mail (courier/fed ex/etc.), updating calendar events
Setup meetings and supervise ordered breakfasts and lunch for certain meetings
Operates copiers, printers, scanners and personal computers
Order supplies and furniture for department
Organized and facilitated office move (May 2009) for 45 employees.
Organized and facilitated more than 55 office socials including 5 Holiday parties for more than 200 guests
General Dynamics-OTS Garland, TX 2004 – 2007
Accounting Specialist, Finance Department
Document Control Specialist, Quality Department
Send outstanding invoices and purchase orders to appropriate personnel for resolution
File paid voucher invoices and pull invoices to be paid based on due dates
Prepare checks for disbursement
Assist supervisors with corrections and processing of daily time reporting
Review and authorize confirmed time for hourly and salary employees
Act as a liaison between company management and the payroll department
Submit accrued salary figures from higher level management to payroll at the end of the month
Posts changes to computerized or manual control records, releases, documents, and notifies affected departments.
Maintains related files on paper and on the intranet.
Tracks sign off, distribution and retrieval of all controlled documents, on paper and electronically.
Maintains company retention area.
Operates copiers, printers, scanners, shredders and personal computer.
Temporary Contract Positions Dallas, TX 2001 - 2003
Various temporary positions through staffing agencies
Marques & Associates, Inc.: Assisted in the aid of a new filing system, Bank of New York
The Affiliates, Inc., a Division of Robert Half, Inc.: Assisted a senior counsel member, Akin & Gump
The Affiliates, Inc., a Division of Robert Half, Inc.: Assisted a real estate paralegal with various projects, Hillwood, Inc.
ACS, Inc. Dallas, TX 1999 - 2001
Executive Administrative Assistant, Human Resources Department
Assisted the Director of Recruiting in day-to-day functions
Managed background check information prepared for new hires and reported findings to Director
Assisted in purchasing process for all ACS offices nationwide
Compared incentive quarterly report information to the originally proposed budget
Verified accuracy of information in files for quarterly audit of records management
Supervised 4 employees in the Records Management Department
Prepared all new hire setups for the Human Resources Department
Acted as the point of contact for direct employees and the Human Resources Department
Generated and distributed offer letters to new hires
Hillin & Owen, LLC Dallas, TX 1998 – 1999
Legal Assistant, Medical Malpractice law
Supported counselors in processing legal documents and correspondence with insurance companies
Maintained filing system through computerized filing log
Assisted in the preparation of legal documents, correspondence, pleadings, memorandums, and depositions
Disbursed phone calls to various attorneys
Received and distributed a high volume of mail throughout the firm
Notarizing legal documents as needed
Greeted and directed clients to appropriate associate or partner
Reviewed and processed clients’ billing reports
Assemble documents in response to discovery requests in litigated cases
Precept Business Services, Inc. Dallas, TX 1996 – 1998
Executive Legal Assistant, Legal Department
Assisted and reported to General Counsel on numerous business acquisitions
Conducted research on liens in connection with corporate transactions
Distributed monthly Security Exchange Commission forms to all Board of Directors
Informed shareholders of current position in NASDAQ
Custodian of all transaction document and corporate governance materials
Coordinated meetings and general business transactions with outside co-counsel
Prepared payment for disbursement to co-counsel
Typed annual and quarterly reports for shareholders
Drafted confidential and legal letters and memos
Created and organized a new legal filing system
Interacted with the Company’s Transfer Agent on restricted stock issues
Prepared legal status reports for Chairman of the Board
Performed various office administrative duties as needed
COMPUTER SKILLS
Microsoft Windows 95 & 97, 2000, XP Professional MAC
Word Perfect 5.1 Microsoft Word
Microsoft Excel Microsoft Access
Microsoft PowerPoint Lotus Notes
Internet & Intranet CIMA Accounting Software
ProjectWise (Document Management System) TIMS database (Document Management System)
Oracle (Database Management System) Notary Public, State Of Texas
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