Assistant Administrative III

• Mar 2018 - Present

Office Manager

• Oct 2014 - Mar 2018

• Ensure all appropriate documents are routed through Document Control system • Prepare expense reports, check, credit card, petty cash requisition forms for submittal to management and make purchases once approved • Operate the multi-line phone system and entrance door • HR Coordinator duties (resume review, on boarding, benefit coordination etc). • Gather information and submit documentation for Facility Insurance Claims • Assist with the preparation and distribution of monthly reports • Review and approve invoices • Operate the multi-line phone system and entrance door • Receive and prepare shipments via FedEx, USPS; including certified mail and return receipts • Maintain general office and break room supplies and general office equipment • Arrange travel and event registration as needed • Copy, print, bind, scan and fax documents • Schedule conference calls Show less

Executive Assistant

• Jun 2011 - Apr 2014

• Administrative support to an office of 2 owners, 3 engineers and 1 marketing personnel • Used independent judgment to perform complex data analysis, research, problem solving, creation and implementation of Accounts Receivable and Human Resource policies and procedures • Interfaced with all levels of management, customers, vendors and general public • Assisted project team with shipping arrangements for project reports via FedEx and/or local courier • Maintained company and personnel records confidentiality • Tracked and managed the recruitment of 50 Independent Contractors, 2 full time office staff and 5 interns • Created, edited and drafted routine correspondence, agendas, memos and faxes • Organized quarterly and annual business strategy meetings (for employees and spouses) and transcribe action items • Revised and maintained electronic filing system to include creating legally compliant personnel files • Answered, screened and routed calls, visitors, incoming mail and delivery services • Ordered and maintained office supplies Show less

Executive Assistant to President, COO and CFO

• May 2010 - May 2011

• Direct support to company owners • Managed projects and enforced deadlines with responsible parties • Handled outgoing and incoming mail; distributed as needed • Greeted guests, determined the nature of their visit and directed them to the proper person • Assisted supervisors on special projects as required (over hall of Company and HR Policy and Procedures to include creating new job descriptions and performance evaluations, as well as, new policies) • Lead effort and compilation of Request for Proposal’s and PowerPoint presentations • Tracked and followed-up Unemployment paperwork with each Branch • HR - Created and completed New Hire Work Plans • IT Support – assisted with IT problems or routed to STARK Solutions • Accounts Payable (Created expense reports, reviewed/approved direct reports’ expense reports, created check requests, maintained company credit card records and the processing and tracking of invoices) • Organized weekly, monthly, quarterly and yearly meetings/dinners and travel • Daily review of supervisor’s emails (read, sort, respond and forward) • Daily review of supervisor’s calendar to ensure no conflicts and make proper travel plans • Prepared routine correspondence • Answered multi-line incoming phone calls, screen, route and take messages; resolved customer complaints • Ordered and maintained office files and supplies Show less

Administrative Assistant

• Aug 2005 - Jul 2009

Supported Director of Business Groups & Program Marketing July 2007 - July 2009 • Gathered information and assimilated into various logs, reports, charts, presentations and databases as they relate to national programs • Acted as conduit between Marketing department and field sales teams for entire US as related to national programs to include mass mailings of marketing material to target customers • Interfaced with all levels of management, vendors, clients and general public • Created expense reports, reviewed direct reports’ expense reports, created check requests, maintained company credit card records and the processing and tracking of invoices • Organized marketing calendar to include vacations, travel, web-casts and conference calls • Daily maintenance of National Director’s calendar to ensure no conflicts and made travel arrangements Supported District Manager August 2005 - July 2007 • Daily review of District Manager’s emails (read, sort, respond & forward) • Processed contracts: received, reviewed, forwarded, made needed changes and obtained needed documents • Gathered information and assimilated into various databases for the state of Texas (the District) • Reviewed monthly GL postings and initiated changes as needed • Organized weekly, monthly, quarterly and yearly meetings/dinners and travel • Accounts Payable (handled expense reports, check requests and the processing and tracking of invoices) • Processed and tracked Capital Expenditure Requests (funding requests) • Answered incoming phone calls, screened, routed and took messages • Organized the relocation for an office of 27 to a new site Show less

Administrative Assistant

• Jun 2002 - Aug 2005

• Direct support to company president, 11 sales managers, and 30 plus sales representatives • Created and maintained databases for sales and marketing department • Prepared monthly sales and marketing reports • Organized national and international sales meetings and travel • Maintained records related to inventory and distribution of all sales and marketing materials (including brochures, leaflets, demonstration kits, demonstration valves and other sales collateral) • Assisted customer service with taking and processing orders, return goods authorizations, invoicing and training • Accounts payable (handled expense reports, check requests and the processing and tracking of invoices) • Accounts receivable (contacted customers when past due to resolve payment issues that may exist • Interfaced with all levels of management, customers, vendors and general public • Prepared routine correspondence • Responded to or routed appropriately all inquires from the website/telephone • Maintained journal library including routing and copying as requested • Answered incoming phone calls, screened, routed and took messages for the entire company • Supervised temporary employees as needed Show less

Fraud Investigator / Customer Service

• May 1999 - Mar 2000

• Investigated unauthorized activity involving lost or stolen credit cards • Identified suspected credit card fraud • Used independent judgment in determining the validity of charge backs and card reissue • Developed and maintained tracking system for merchant card violations • Contacted affected merchants• Gathered information on possible suspect and merchandise bought• Completed routine processing and filing of reports to appropriate police agency and court• Researched missing payments and apply appropriate credits and debits depending on the outcome• Located misapplied payments and correct as needed Show less

Administrative Assistant

• Oct 1998 - May 1999

Supported VP of Operations and VP of Marketing • Assisted with special projects and processing of corporate credit cards• Collected, organized and summarized data of various types into proper format for analysis by higher-level personnel • Collected and verified data in and composed replies to routine inquiries from external sources• Handled expense reports, check requests, the processing and tracking of invoices; and accounts payable• Interfaced with all levels of management, vendors, clients and general public • General office support to include: maintain attendance records, schedule appointments/ meetings/ executive’s travel/caterer, order supplies, filing etc. Show less

Child Protective Specialist

• Sep 1997 - Oct 1998

Provided on-going services to children in substitute care to meet specific needs by using appropriate resources to move toward reuniting family or making other permanent plans for care of children. Initiated appropriate legal action and/or testify in court to achieve protection or permanent placement plans for children. Provided on-going services to children in substitute care to meet specific needs by using appropriate resources to move toward reuniting family or making other permanent plans for care of children. Initiated appropriate legal action and/or testify in court to achieve protection or permanent placement plans for children.

Office Automation Clerk

• Oct 1992 - Dec 1996

As a 'student-employee', used varied and advanced functions of word processing software to prepared a wide variety of recurring correspondence, internal reports and other documents from information obtained from the staff, files and other sources and reviewed and finalized documents prepared by others. Established, updated and maintained office records of various types needed to assist in the efficient operation of the office. As a 'student-employee', used varied and advanced functions of word processing software to prepared a wide variety of recurring correspondence, internal reports and other documents from information obtained from the staff, files and other sources and reviewed and finalized documents prepared by others. Established, updated and maintained office records of various types needed to assist in the efficient operation of the office.