To utilize my expertise and have growth within a stable company.
Summary of Qualifications
• Superb customer relationship management skills.
• Skilled in Microsoft Word. Microsoft Office. Windows xp, Print Shop
Deluxe, client profile software, Excel, Access. Pro Log, Constructware, Timberline, Stellent
• Excellent problem solver.
• Outstanding conflict resolution skills.
• Excellent organizational skills.
• Fast learning curve; enjoy meeting and exceeding new challenges.
• Corporate Functions
• Executive Travel Plans
• Client Focused
Work Experience:
04/2007 - Present
Shawmut Design and Construction
Boston, MA-Las Vegas, NV
Project Administrator/Executive Administrator/Office Manager
1. Calendar Management:
• Manage schedule and availability of Project Executive (PX), prioritizing to maximize time and effectiveness.
• Coordinate appropriate travel arrangements as necessary. Determine personal travel preferences; manage frequent flier information, credit card information, memberships. Thoroughly understand travel schedule, itinerary, meeting times, locations and anticipate PX needs to ensure a smooth comfortable trip by providing necessary equipment, contact information, layover info, etc. Minimize travel expenses and ensure reimbursements are submitted correctly and timely. Keep in contact and remain available to PX when traveling to assist with unexpected occurrences and relay priority information.
2. Meeting/Event Planning:
• Coordinate logistics for meeting/event to ensure smooth and seamless executi
• Proactively coordinates and ensures completion of logistics for meetings/events with the goal of creating an environment conducive to executing the meeting/event goals. This includes, but is not limited to scheduling, coordinating attendees, location, room set-up, catering, agenda preparation and distribution, confirming and reminding attendees as needed, communicating changes.
• Record and distribute meeting minutes as needed and debriefs with PX to identify, communicate and execute necessary follow-up steps.
3. Correspondence Management:
• Manage and track correspondence
• Organize correspondence in an easily retrievable manner utilizing key databases, networks, etc.
• Work to ensure PX responds to necessary correspondences quickly and takes initiative in responding to correspondence on behalf of the PX, when appropriate, ensuring response/follow-up is timely, concise and all relevant information is included
• Independently resolve issues and/or re-routes correspondence when appropriate.
• Provide editing and proofreading support to ensure all correspondence meets company standards.
4. Relationship Management:
• Develop and maintain mutually beneficial relationships with PX, project teams, group members, additional internal clients, external clients and subcontractors.
• Work as a liaison for the PX, promoting positive working relationships between the PX and all with whom they interact by clear communication
• Coordinate and schedule regular touch bases with the project team
• Effectively provide feedback on relationships as needed.
5. Construction Operations Process Knowledge:
• Reports: Regularly monitor, print out, and bring to team attention specific project reports that help with oversight to: Aging reports, Labor Transaction reports, Master Schedule data, Daily Cash Transactions, Contract Status reports, Owner Change Order reports, summary of status of subcontractor applications, lien releases.
• Job/Process Tracking: Know status of Owner Contract and necessary insurance, knows status of Owner billing and the billing process, is familiar with the Owner Change Order process and can facilitate in their procurement. Touches base with PX at appropriate intervals to understand where jobs are in progress.
• Sub Payment Process: Familiar with process as it relates to: Subcontract, Insurance, Applications for payment, lien releases.
• Desktop and Key Application Support: Is well versed in key applications that are critical to the construction operations process and administrative support. Have mastery of Outlook, MS Office. Can navigate where appropriate through Timberline, Prolog and SalesLogix. Can provide basic support and troubleshooting and file cleanup.
6. Individual Financial Management:
• Submit all credit card expenses monthly with accurate coding.
• Regularly collect and submit reimbursement requests with applicable job number.
• Submit timecards for appropriate parties on time via remote time or manual cards. Proactively monitors project budgets to ensure that funds are appropriately allocated, coded and the budgeted amount is not exceeded.
• Ensure all travel expenses are accurately reimbursed in a timely manner.
• Complete and submit check requests as needed and follow-up to ensure proper distribution.
• Work to minimize expenses through use of in-house resources, competitive vendor selection, accurate budgeting and proper coding of invoices, credit cards, etc.
PA Role:
• Job Files-Ensure easy access to all project documents
• Job Site Phones & Site Set Up-Enable voice/computer communication and office functionality for the job site
• Contact List-Key people needed to know to get the job done
• Meeting Coordination and Production- Coordination and communication vehicle for project team
• Subcontractor Contracts-the initial mechanism to get subcontractor on board
• Key Software Applications- Manages the critical information for each project:
• Accurately set up and maintain projects in key software applications including Prolog, intranet, and Timberline
•Key Pre-Construction Documents – Allow proper set –up for construction project
•Relationship Management – Critical internal and external relationships
• Application for Payment – Vehicle to secure funs from Owner to ensure payment from subcontractors
•O&M Manuals – Leave behind documentation and final representation of company for post project maintenance
•Correspondence Management and tracking- Provides record and organization of important internal/external written communication
8/2006-04/2007
Coler & Colantonio
Norwell, Ma
Administrative Assistant
• Support for several departments, AP/AR, Human Resources, President, Vice President.
• Scheduling conferences
• Managing calendars
• Creating spread sheets as necessary
• Compiling data
• Phone support
• Mail distribution
1/2004-1/2006
Halpin Line Construction LLC Weymouth, Ma
Human Resources
• Handles payroll for entire company
• Tracking of fleet of vehicles
• Input data for warehouse
• Compiles receipts for charge and gas cards
• Reconcile account for Nextel
• Set up all Nextel phones for major employees
• Assists in A/P and A/R department
• Purchasing for office and warehouse
• Travel Plans
• Corporate Functions
• Expense Reports
Education
University of Hawaii, Area of Concentration- Business - Masters
Certification in Management
Certification in Seminar Training
Certification in Business Ethics
References upon request
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