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Operations Executive Administrator Resume

Denton, TX

SUMMARY:

  • Texas Notary; Senior Executive professional with a history of supporting C - level leaders in fast-paced corporate environment and with small businesses; strong independent work ethic and as part of a team; highly motivated; time management skills; positive attitude; excellent customer service skills; strong analytical skills; organizational skills; attention to detail; the ability to prioritize work; great interpersonal skills; notarize documents and sees tasks to through completion; excellent written and oral communication skills; the ability to manage a variety of situations and tasks; multi-task, an outgoing personality; strong computer skills-Microsoft Office, Word, Excel, Access, PowerPoint, Outlook, Lawson, Projecto, Ariba, QuickBooks, Concur, Expense Reporting, Prolog, Yardi, Internet Research, OneNote, Lotus Notes, Adobe, Bluebeam Revu, SameTime, Calendars, extensive Travel, Car rental, Hotel arrangements, Anniversaries, Monthly Holidays and Monthly Birthdays and SharePoint.

PROFESSIONAL EXPERIENCE:

OPERATIONS EXECUTIVE ADMINISTRATOR

Confidential, Denton, TX

  • Manage the day-to-day operations of the office and provide high-level executive support to the CEO, COO, VP of Operations, Operations General Manager, Project Managers and ATL's (Area Team Leaders).
  • Project management coordination support and manage a variety of special projects/presentations.
  • Scheduling and preparing materials for staff meetings; taking and ensuring next steps are communicated and implemented.
  • Assist and develop the assembly of PowerPoint presentation and materials; Prepare statistical reports, editing presentations and compile data for analysis; Maintain TACK Clocks for Operations. Database management using Access tracking of electrical wire harnesses.
  • Notarized documents; performs various tasks contributing to office organization and efficiency.
  • Manages calendar(s) and Travel arrangements and Special Event planning for the company; Birthdays and Anniversaries.
  • Respond to incoming calls from employees, vendors and clients, providing general information. Assertively handle complaints/inquiries as they develop. Managing relationships with 3rd party vendors.
  • Design and develop multimedia PowerPoint presentations and report documents for executive staff, using word processing, slide graphics, spreadsheet and database software applications. Review documents with executive staff to discuss formatting changes and edits to presentation documents for weekly business meetings.
  • Weekly Payroll, Ultipro and Expense reports; Data entry, maintain Daily reports, Weekly Reports and Monthly Reports for extensive and detailed client data presentations.
  • Daily Birthdays and Anniversaries announcements, Monthly Birthdays and Holidays celebrations.
  • Maintained office supplies inventory; anticipating needed supplies; Negotiates the purchase of office supplies for Operation department; Ordered Client and In-house catering luncheons.

EXECUTIVE ASSISTANT / HR

Confidential, Dallas, TX

  • Manage the day-to-day operations of the office and provide high-level executive support to the CEO, CFO, VP Business Director, Project Managers and Project Engineers.
  • Provide administrative support for the CEO and VP Business Director with meetings, Calendar management, Expense reporting, Travel, Hotel, Car rental arrangements, schedules, additional ad hoc requests for the Executives.
  • Schedule and coordinate conference calls. Composing Memos and Agendas; update contact lists and email distribution lists.
  • Scheduling and preparing materials for staff meetings; taking and ensuring next steps are communicated and implemented.
  • Daily Birthdays and Anniversaries announcements, Monthly Birthdays and Holidays celebrations.
  • Managing relationships with 3rd party vendors; Handle internal and external donation requests.
  • Assist and develop the assembly of PowerPoint presentation and materials; Prepare statistical reports, editing presentations and compile data for analysis.
  • Assist with monthly financial tasks, such as invoice processing - Process Accounts Payable in a multi-system - Prolog and Lawson receiving, verifying and data entry of invoices.
  • Maintain complete confidentiality in all matters regarding employee information, such as performance reviews, bonus incentive and payouts.
  • Per form various office management tasks, as well as special projects as assigned.
  • Process weekly payroll from timecards; Maintain Daily reports, Weekly Safety Meeting reports and prepare expense reports.
  • Reviewed employment application to evaluate qualifications. Informed applicants of job duties and responsibilities and compensation. Coordinate and organize new employee hire/benefit packets, terminated files, and I-9.
  • Responsible for new hiring packets are properly completed; verifies personnel documents required for employment.
  • Maintained office supplies inventory; anticipating needed supplies; Negotiates the purchase of office supplies, equipment and furniture for the office.
  • Supervised and coordinates overall administrative activities for the Office; Supervised the maintenance of office areas and equipment. Responsible for the distributing building access keys and badges.
  • Provided project coordination support and manage a variety of special projects.
  • Assembling proposals and contracts; ensuring contracts were completed properly and received in a timely manner.
  • Assist in preparing plans for the Subcontractors to pick up for bidding purposes.
  • AIA Pay Applications, Contracts, Contract Invoices, General Invoices- Prolog, Lawson, Subcontractors' Certificate of Liability Insurance, Verified Certificate of Liability Insurance using AM Best website.
  • Created Change Orders per Project Manager; experience with document control, change orders, submittals and cost tracking.
  • Create and submit Monthly Owner Pay Applications; Create and maintain project directories and files.
  • Created Contract Invoices from Subcontractors Pay Applications and Suppliers.
  • General conditions (Vendors) coded and process to payment. Track Subcontractor payments and lien waivers.
  • Manage Subcontractors setup and requirements. Transmittals, Submittals - Register, track, package processing, log and file.
  • Provide administrative support to our project managers and meet all assigned project deadlines .
  • Strong interpersonal skills for communication and collaboration between departments; excellent organizational skills, providing quality customer service.

EXECUTIVE ASSISTANT/OFFICE DIRECTOR

Confidential, Fort Worth, TX

  • Manage the day-to-day operations of the office and provide high-level executive support to the CEO, Director and Project Managers.
  • Provide administrative support for the CEO and Director with meetings, Calendar management, Expense reporting, Hotel, Car Rental and Travel arrangements, schedules and handle special projects.
  • Daily Birthdays and Anniversaries announcements, Monthly Birthdays and Holidays celebrations.
  • Maintained office supplies inventory; anticipating needed supplies; Negotiates the purchase of office supplies for the company. Ordered Client and In-house catering luncheons.
  • Assist with hiring events; Assist recruiting - new hire orientations, compiling all new-hire data. interviews and coordination.
  • Daily entering new and updating employees’ information; Organize all employment files.
  • Ensure all employees complete all required paperwork; Ensures all documents are scanned in to the file management system.
  • Completing and distributing daily and weekly reports to C-level management and managers.
  • Liaison with department managers and security for badging process for building access and timekeeping
  • Prepare reporting for absenteeism and turnover for seasonal hourly employees.
  • Supervise employees; Administration of benefits, assisting with recruitment, staffing and on-boarding.
  • Managed weekly payroll; employee payroll data from timecards; Maintain certified subcontractor’s payroll information.
  • Process employment application to evaluate qualifications; employee rate of pay, absences, attendance and hours; employees’ performance and evaluations; informed applicants of job duties and responsibilities. Post list of opened job vacancies.
  • Coordinate and organize new employee hire/benefit packets, terminated files and I-9 are properly completed and employment verification; Maintain complete confidentiality in all matters regarding employee information.
  • General Invoices -process Accounts Payable in a multi-system - Prolog and Yardi receiving, verifying and data entry of invoices; QuickBooks - Invoicing, accounts receivable and accounts payable. Receive and code project invoices
  • Track and update logs for change orders, submittals. Represent as a liaison between owner contractor and subcontractor(s).
  • Review Draws against the Subcontract Schedule to ensure what the Subcontractor is requesting for payment has not been previously drawn and file in the appropriate Subcontractors’ folder.

JOBSITE - ASSISTANT

Confidential, Waco, TX

  • Assist the Project Manager, Superintendent and Assistant Superintendents in preparing plans for the Subcontractors to pick up for bidding purposes.
  • Ensure that all required paperwork is returned - Subcontract, Change Order, Purchase Order by Subcontractor - insurance certificate, warranty information, Contractor payment applications, AIA, RFI's RFP's and Time and Materials invoicing.
  • Create and maintain project directories and files. Project Close-out Documents (Warranties, Operating Manuals). Drawings and Specifications - Track, log and file.
  • Review Draws against the Subcontract Schedule to ensure what the Subcontractor is requesting for payment has not been previously drawn and file in the appropriate Subcontractors’ folder.
  • Provided field level support for employee relations and follow-up of all company policies and procedures ensuring compliance with all State and Federal employment laws.
  • Administering fingerprint and background checks, employment testing, and issuing building access and identification cards and activate security badges for job site; Administration of benefits, assisting with recruitment and staffing.
  • Managed weekly payroll; employee payroll data from timecards; Maintain certified subcontractor’s payroll information.
  • Processed and review employment application to evaluate qualifications. Responsible for the list of opened job vacancies.
  • Coordinate and organize new employee hire/benefit packets, terminated files, and I-9 are properly completed.
  • Maintain complete confidentiality in all matters regarding employee information.
  • Manages calendar and meetings; schedule appointments. Coordinates travel arrangements and reservations. Process mail.
  • Business letters, memos; Purchase, order office and medical supplies for office.

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