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Administrative Assistant Resume Example

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ADMINISTRATIVE ASSISTANT
Summary

Dedicated Customer Service and Administrative professional with solid background in high-volume office environments focused on delivering exceptional clerical and operational support for company professionals. Personable and communicative individual with friendly demeanor and sound judgment to handle diverse daily tasks with minimal oversight. Well-versed in managing office supplies, paperwork and project needs.

Skills
  • Microsoft Excel-Intermediate
  • Microsoft Word -Basic
  • Microsoft Outlook -Intermediate
  • PowerPoint Presentations-Basic
  • Microsoft Teams-Intermediate
  • 10-key proficiency
  • SAP
  • Maximo
  • TWIC Card
Experience
01/2020 - Current
Chevron Pasadena Refinery － Pasadena, TXAdministrative Assistant
  • Coordinate Manager calendar and support meetings, townhalls, service awards, and tracking/reporting of business plan and action items.
  • Communicate and support Department employee engagements within Department; actively support business plan roll-out, meetings, engage with employee networks.
  • Establishing monthly team meetings to better support the business.
  • Monitored attendance records by taking note of staff vacation time, sick days and personal days.
  • Ensure an effective transition for new hires within the Department; creating and onboarding process, and identifying what new hires need, to make the transition smooth and efficient.
  • Engage other functional teams that impact Department efforts, (Operations, Procurement, Planning, Legal) as needed for support.
  • Coordinate mailing of agency compliance reports, scanning daily, weekly, monthly, and quarterly reports electronically for future reference.
  • Assist in coordination of government/regulatory agency correspondence. Maintain a log of received mail, due dates, and transmittals, and report progress. Maintain the compliance report schedule, and support transmittal of mailing.
  • Manage credit card expenses by utilizing Ctrex (Chevron Travel & Expense) system to create expense reports, for office supplies, catering meals.
  • Directed customer communication to appropriate department personnel and offered information to resolve inquiries, boosting customer satisfaction.
11/2011 - 01/2020
Pasadena Refining System Inc. － Pasadena, TXCost Analyst
  • Received invoices electronically daily for processing.
  • Maintained Invoice log by tracking invoices from date sent out for approval, date received back approved, to date sent to Accounts Payable for payment processing.
  • Audit Vendor/Contractor invoices to ensure compliance with the terms and conditions of the Master Contract.
  • Verified hours billed against company approved signed time sheets.
  • Notify Vendors/Contractors regarding discrepancies before taking exception's on invoices.
  • Ensure coding is accurate and agrees with the coding on the Purchase Order.
  • Assist in the gathering of information at month end to ensure that liabilities are properly accrued and prepare journal entries.
  • Assist vendors with instructions on how to get payment status updates from the company authorized system.
  • Developed a strong working relationship with the Manila Team to resolve any issues related to vendor payment status, vendor setup, and coding issues.
  • Utilized GO 1627 for manual check request.
  • Worked with the Procurement Team closely in resolving issues with SO (Service Orders) and PO (Purchase Orders).
  • We have managed a smooth transition from processing invoices in SAP to Smart by GEP.
03/2008 - 10/2011
Pasadena Refining System Inc. － Pasadena, TXWarehouse Clerk
  • Performed warehouse receipts and issued inventory into Maximo and Solomon Systems.
  • Received deliveries, scanned packages and updated orders in internal database to enable efficient order processing and fulfillment.
  • Verified received goods by comparing with purchase orders.
  • Coordinated shipping and receiving schedules with production to assist in traffic control on docks.
  • Examined packages and goods for damage and notified vendors of specific issues requiring replacement.
  • Demonstrated great teamwork skills with staff members involved in production and transport.
  • Reordered stock to replenish inventory without interruption to production
  • Tracked inventory, conducted cycle counts and audits and resolved issues to maintain accurate records.
  • Managed vendor relationships to support supply chain and maintain product quality.
Education and Training
06/1984
Jack Yates High SchoolHouston, TXHigh School Diploma
Accomplishments
  • Coordinated all department functions for team of 25 employees.
  • Answered as many as 50 customer inquiries each day.
  • Performed administration tasks such as filing, developing spreadsheets, faxing reports, photocopying collateral and scanning documents for inter-departmental use.
  • Demonstrated proficiencies in telephone, e-mail, fax and front-desk reception within high-volume environment.
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Resume Overview

Companies Worked For:

  • Chevron Pasadena Refinery
  • Pasadena Refining System Inc.

School Attended

  • Jack Yates High School

Job Titles Held:

  • Administrative Assistant
  • Cost Analyst
  • Warehouse Clerk

Degrees

  • High School Diploma

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