Detail-oriented, results driven and highly organized administrative professional with over 18 years of multi-level customer service and administrative experience and support.
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· Assisted President and kept on track to meet goals
· Coordinated and implemented all corporate marketing objectives, including updating and compiling qualification statements (RFQ's) and introductions to company, social media posts, etc. to maintain relationships and add potential customers
· Assisted in establishing and maintaining annual review processes
· Assisted in managing interest and non-core business assets, personal assets and business interests of the President and protecting confidentiality of highly sensitive information
· Managed travel plans and use of company airplane and leased/charter planes for business and/or personal use. Scheduled travel accommodations as needed
· Maintained records, subscriptions and documents required for specific company and personal related bills
· Maintained calendar of appointments, events, birthdays, anniversaries and special events.
· Worked as a liaison with outside insurance agents for corporate lines policies and health benefits. Provided information to employees on coverages and assisted in enrollment
· Established/Re-developed an Office Employee Policy and Procedures Manual
· Hired/Trained/Managed Clerical staff
· New employee set up/start up (computer/phone/keys/security code/benefits)
· Setting up employee files, background and drug screenings
· Tracked and maintained records for employee vacations and absences
· Managed deposits, maintained petty cash and company
credit cards
· Reviewed for accuracy and approved home office invoices
and monitored budgeting of office supplies and shipping
costs
· Handled IT-related issues for office and field.
· Managed office and company cellular phones
· Produced AIA contract documents per project
requirement
· Maintained orderly processes for electronic and manual
file management
· Data entry as needed to continue current, correct
information of owners, subcontractors, marketing
prospects
· Placed help wanted ads as needed
· Maintained knowledge of all office equipment to ensure
proper working and maintenance
· Handled arrangements for memorial gifts, flowers, cards
· Ordered promotional items and gifts - Christmas cards,
corporate gifts, decorations
· Planned, organized and oversaw other company events
· Handled property maintenance (ie window cleaning,
landscape management, HVAC maintenance, etc)
· Produced, edited and distributed project specific correspondence
· Prepared project start up packages including files, forms, and required safety posters
· Maintained manual and electronic files for project related correspondence
· Reviewed, distributed, logged and tracked all project required documents – subcontracts, insurance certificates, bonds, change orders, lien waivers, warranty and closeout documents
· Prepared, compiled and distributed owner billings, change orders and miscellaneous invoices
· Set up owner contract files and verified and obtained project related requirements including insurances, bonds, builders risk coverages and permits
· Set up and scheduled project related meetings, compiled and distributed agendas and minutes
· Compiled and distributed punchlists
· Maintenance of contract drawings
· Logged and assisted with shop drawings and submittals
· Handled warranty call issues
· Answered multi-line phones, routed calls and took messages accordingly
· Picked up, processed and distributed daily mail
· Matched invoices with backup and maintained organized accounting files
· Maintained, organized and ordered all office and shipping supplies
· Data entry to ensure up-to-date contact information
· Compiled and distributed weekly staff meeting minutes and owner reports
· Compiled and processed weekly photos for each project
· Tracked daily reports and weather delays to ensure timely submittal
· Handled outgoing shipments by UPS and FedEx
· Assisted all departments with miscellaneous correspondence and documents
· Answered high-volume calls and provided superior customer service
· Set up and activated new accounts
· Added, deleted or changed programming per customer request
· Credit checks
· Clarified billing inquiries
· Processed payments and adjustments
· Assisted customers with troubleshooting issues
· Maintained individual client-driven expectations and goals
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