Experience

Crowley Engineering LLC

• United States
• Industrial Machinery Manufacturing
• 1 - 100 Employee

• Office Manager

  • Oct 2016 - Present

  Coordinate administrative affairs at this engineering consulting firm specializing in MEP, infrastructure, energy & environmental engineering solutions for commercial, industrial & governmental organizations. Accountable for general bookkeeping, calendar management, travel planning, records management, employee timekeeping, client services & preparation of numerous reports & internal/external correspondence. Directly support the firm’s executives, sales team, clients, suppliers/vendors & business associates while supervising interns. * Assist engineers in compiling specifications for contracts & research equipment, proofreading drafts & preparing final contracts. * Liaison between the sales team, engineers, clients, shippers & brokers regarding material/equipment quotes, delivery scheduling, insurance quotes & all project logistics. * Plan & coordinate meetings & conference calls for sales, engineering & other project members; prepare meeting materials. * Collaborate with project teams in preparing bid proposals, procuring/delivering materials & equipment, coordinating site visits, maintaining equipment & updating all project records. * Track employee time & mileage using Excel for special projects; process Form 941 payroll tax filings. * Compose, edit & distribute email correspondence to vendors, sales staff, clients, state agencies & bidders. * Update, compile & prepare reporting from company records using Excel concerning current projects, insurance, hydroponics & the Indiana Geological & Water Survey. * Prepare billing, invoices, estimates & statements using QuickBooks Pro 2021 for monthly utilities, & obtain insurance quotes (business liability, WC, etc.). * Apply for memberships in engineering & business organizations, & prepare applications for M/WBE & business licenses in Indiana, Texas, Illinois & other states. * Register for conferences & exhibits, oversee preparation of event materials & exhibit booths, & provide booth visitors with company information. Show less



City of East Chicago

• East Chicago, Indiana, United States

• Office Manager: City Sanitary District

  • Feb 1986 - Oct 2016

  Advanced through a series of administrative positions throughout the municipality, including the City Streets Department (Receptionist 1986-1992, Office Manager 1992-2005), City Water Department (Office Manager 2005-2007) and City Sanitary District (Office Manager 2007-2016). Facilitated a high level of administrative and operational support for the director, superintendent, controller, vendors and other key individuals. Responsible for records management, timekeeping, meeting planning and preparation of correspondence, reports and collateral. Provided leadership, training and direction to office clerks and summer interns. * Processed 30-50 monthly purchase orders using Munis accounting software and maintained/balanced the expense account using Microsoft Excel; assisted the controller with reconciliations. * Reviewed timesheets for 30-40 union and non-union personnel per week using Kronos payroll software; maintained vacation and PTO requests; obtained controller payroll authorizations. * Prepared monthly board meeting materials, including agendas, warrants and informational packets; also scheduled and coordinated meetings for the director and supervisors. * Processed vendor invoices (accounts payable) and obtained approval for payments and purchase funding (requisitions) from the controller, utilities director and financial consultant. * Maintained records for vendor accounts, purchases and services provided; worked closely with new vendors to provide financial data and submit applications for lines of credit. Show less