Office Manager/Sr. Project Administrator Resume Example

Responsible for directing all administrative and operations tasks for a commercial and residential natural stone/tile subcontractor's office of fifty employees. Key responsibilities included:

• Administered personnel time, benefit selections, attendance and expense reporting as well as prospective employee and subcontractor vetting, background/drug screening and subsequent on-boarding.
• Accounts payable including invoice/purchase order reconciliation and accounts receivable including collections. Commended for the collection of over $1m in outstanding receivables.
• Electronic and hard-copy document management, client billings, completed certified payroll for projects as required, domestic travel arrangements, hired office/shop outsourcing services and suppliers, maintained proprietary CRM database and completed GC Pre-qualification Statements as required.

• Provide specialized administrative assistance in the planning, scheduling and controlling of construction-phase tasks and documents for projects in aviation, higher education, sports/assembly and government.
• Coordinate hard and soft document management to ensure files are readily accessible, create and maintain construction-phase tracking databases as well as administer the receipt and return of bid documents.
• Perform preliminary reviews of all incoming submittals and requests for information to ensure thoroughness, log and route to appropriate reviewers and then ensure the return of complete, coordinated and expeditious responses.
• Assist with the issuance and tracking of contract change requests such as ASI's, Proposal Requests Change Orders.
• Ensure that complete and accurate sets of construction-phase contract documents are maintained including administering drawing/sketch logs, construction drawings and specifications to ensure revisions are properly documented.
• Commended for revising, updating and maintaining architectural resource library to conform to MasterFormat 2004 standards.
• Contract Assignments.

• Provided transaction-related administration for the U.S.-based branch of an international petrochemical trading company including drafting, review and distribution of all incoming/outgoing commercial trade contracts to ensure compliance with deal terms and conditions, drafting outgoing/reviewing incoming letters of credit for accuracy, reviewing inspector's reports upon load and discharge of vessels and issuing commercial invoices to customers.
• Miscellaneous responsibilities included creation of presentations, production of monthly reports for customers, minor technical support, filing system and contact database maintenance, shipping and receiving and front office back-up.

• Assisted with a large-scale product and pricing conversion project by performing as liaison to Project Managers, off-site personnel and outsourcing companies as well as working with Area Vice Presidents to generate, analyze and submit new product and services pricing to retail site locations.
• Assisted with the design and set-up of new point-of-purchase displays for national implementation.

• Supported an expatriate staff of engineers and support personnel for overseas drilling platform projects.
• Responsibilities included scheduling, preparing bid packages, proposals and specification documentation, composed confidential client and customer correspondence, assisted with cost control and budgeting, assisted with procurement activities, travel coordination and liaison activities.

• Administered day-to-day office functions including calendaring, travel coordination, presentation, report and correspondence composition, budget and cost control maintenance, accounts payable, bid proposal and purchase order generation, office and industrial supply purchasing, contractor and outsourcing coordinator, shipping and receiving, dispatching, maintained all electronic and hard files, updated company procedures in compliance with regulatory guidelines and other basic office administrative duties as needed.
• Improved report submission by creating electronic document accessibility and trained field personnel with necessary software applications.
• Created, implemented and maintained centralized employee database utilized by support staff within Engineering and Operations department.
• Commended for role in coordinating and supervising company fleet-vehicle auctions and major departmental social functions.