Jessica Claire
, , 100 Montgomery St. 10th Floor (555) 432-1000,

An office manager with over 25 years experience in Petrochemical Office Operations within fast-paced environments, ability to lead and motivate employees. Familiar with all aspects of daily business operations including: Maintenance Planning, Personnel, Human Resources, Quality Control, Contract Negotiations, Payroll, Accounts Payable, Initiating Purchase Orders, Credit Analysis and numerous administrative functions. I am Proficient in JD Edwards, Microsoft Office applications, such as: Word, Excel, Power Point, Outlook and Access. I am highly organized, proactive and punctual with team-oriented mentality.

  • Vendor Relations
  • Accident and Injury Investigation
  • Outside Contractor Oversight
  • Personnel Management
  • Schedule Preparation
  • Materials and Labor Costing
  • Corrective Action Implementation
  • Team Collaboration
  • Supply Requisition
  • Tools and Equipment Maintenance
  • Customer Relations
  • Billing and Accounting Support
  • Tool and Parts Inventory Oversight
  • Policy and Procedure Writing
  • Report Preparation
  • Spreadsheet Tracking
  • Documentation and Recordkeeping
01/2011 to 01/2015 Maintenance Planner & Budget Coordinator U.S. Physical Therapy | Carrollton, TX,
  • Responsible for cost optimization and Maintenance department budget compliance
  • Schedule all entry times into Tenaris and monitor the contractors time and material costs
  • Assign purchase order numbers (PO’s) for services and materials purchased by the Maintenance department
  • Responsible for maintaining all blanket orders (BO’s) for outside contractor companies and releasing funds from the BO’s for payment to outside contractor companies
  • Obtain approval from the Department Manager on all invoices, code the invoices to the correct cost center and submit the invoices to accounts payable for payment
  • Attend monthly budget meetings with the Department Manager and Plant Manager to provide necessary explanation/justification of each expense belonging to the Maintenance department
  • Responsible for monitoring all special project budgets, assign the correct cost center and job number for each project
  • Attend quarterly budget meetings with the Department Manager and Plant Manager to provide necessary explanation/justification of each expense for the special projects belonging to the Maintenance department
  • Monitor and track all safety issues/recommendations related to the Maintenance department and assign the repair to be performed to the appropriate individual
  • Monitor and document that the repair is being made and is completed.
  • Coordinated efficient maintenance schedules to keep systems running at peak levels.
  • Arranged for specialized maintenance and repair personnel availability according to established schedules.
  • Cut parts inventories by stocking only most needed parts in realistic quantities based on research of past machine performance and vendor data.
01/2004 to 10/2010 Office Manager Pentair, Inc. | Denver, CO,
  • Responsible for all Accounts Payable
  • Compiles employee time, production and payroll data from time sheets, processes and issues paychecks to employees
  • Responsible for all Human Resource issues within the division regarding examinations, eligibility, salaries, benefits, personnel policies and procedures
  • Processes, reviews and records all employee data, rate of pay, absences, benefits, files all health insurance and 401k applications and claims
  • Maintaining all internal job cost tracking for every job performed within our company in order to determine profit and loss margins
  • Responsible for initiating new jobs upon receipt of Purchase Order
  • Direct communication with clients at all times regarding time-line of job completion
  • Responsible for ordering all office supplies
  • Answers all incoming calls and transferring calls to the appropriate person
  • Prepare and process all employee expense reports
  • Responsible for reviewing and monitoring all Quality Control documentation and forms.
  • Oversaw receiving and organizing correspondence, answering and forwarding calls and creating business letters and records.
  • Maintained impeccable office organization to support efficiency, professionalism and performance objectives.
  • Keyed in customer contacts and delivery dates to update details in company databases.
  • Handled scheduling and managed timely and effective allocation of resources and calendars.
  • Trained and mentored administrative staff members in company policies, daily task execution and industry best practices.
  • Coordinated office activities and operations to secure efficiency and compliance with company policies.
  • Automated office operations for managing client correspondence, payment scheduling, record tracking and data communications.
  • Directed and oversaw office personnel activities.
  • Conferred with business leaders to evaluate needs and strategize operational improvements.
04/1999 to 04/2004 Department Head Administrative Assistant Kelly Servicess Contractor At Exxon Mobil Refinery | City, STATE,
  • Responsible for all Administrative duties within the two departments
  • Scheduling meetings and conferences calls for Department Heads and Second-Line Supervisors
  • Organized and made all travel arrangements for Department Heads
  • Prepared expense reports and submitted to appropriate department
  • Organized and scheduled employee breakfast, lunch and dinner awards celebrations (retirement parties, service awards, safety awards, etc.)
  • Composed and distributed all interoffice memorandums and letters for the Department Heads.
  • Handled management of communication to executives by taking and making telephone calls, reviewing and prioritizing mail and composing and typing correspondence.
  • Kept office equipment functional and supplies well-stocked to promote efficient operations.
  • Pleasantly welcomed visitors, answered phone calls and maintained front reception desk.
  • Organized files, developed spreadsheets, faxed reports and scanned documents, maintaining front desk and reception area in neat and organized fashion.
  • Maintained detailed administrative and procedural processes to improve accuracy and efficiency.
  • Oversaw filing systems and scanned documents to manage physical and electronic documents and information.
  • Directed customer communication to appropriate department personnel.
  • Supervised set up of conference rooms for corporate meetings and other events.
04/1998 to 01/1999 Credit Analyst Corporate Financial Resources | City, STATE,
  • A lessor specializing in commercial lease transactions of work oriented vehicles and equipment
  • Prepare all credit applications
  • Perform all preliminary credit checks
  • Analyze credit bureau reports
  • Prepare all paper work in order to submit the application to a funding source for a final credit decision.
  • Worked closely with both customers and sales team to reconcile accounts and oversee payment negotiation.
  • Presented key information to upper management and executive team for loan recommendations.
Education and Training
Expected in 05/1997 Bachelor of Science | Agricultural Business Sam Houston State University, Huntsville, TX GPA:
a member of Delta Tau Alpha.

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  • Maintenance Planner & Budget Coordinator
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  • Bachelor of Science

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