Barbara Duda Email & Phone Number

Portland, Oregon

Efficiently provide executive and project type administrative support to the Portland-Milwaukie Light Rail Transit (PMLRT) Project East Segment multi-disciplinary Project Management and Design Teams (DEA is the prime consultant supported by 26 subconsultants) by serving as a liaison between the Project Management Team and overall Design Team. Specific tasks include: coordinating the administrative management of the Design Team;scheduled, attended, prepared, and distributed agendas and meeting minutes for the Project Management Team and Design Team meetings; review and process subconsultant invoices; prepare invoice progress reports, provide document control of all project related email;format and prepare project specifications; coordination and tracking of contractor Requests for Information (RFIs) and Contractor Submittal Transmittals (CSTs). Also, provide project type administrative support to other projects and project managers/teams when not busy with PMLRT.

Successfully provided project and executive type administrative support for this multi-disciplinary architectural/ engineering firm by directly assisting four of the firm's Principals and their project teams on a wide variety of public and private development projects. Heavy client contact involving networking, screening and directing calls to the appropriate staff person; many times as the first point of contact, and maintaining excellent customer service.Specific duties included:Scheduling of complex meetings with clients and staff.Arrange detail and sometimes complex travel arrangements (air, hotel, car, etc). Registration of Principals and staff for conferences and continuing education workshops.Preparation of Work Orders/Scopes of Services and Fee Estimates (in spreadsheet format) for proposals and contracts.Creating, editing, proofing, and formatting of reports in Word and InDesign.Preparation of PowerPoint presentations.Editing, proofing, and formatting project specifications and special provisions.Creating, editing, proofing, and formatting meeting minutes, correspondence, and spreadsheets.Permitting research and coordination of permitting submittals.Skillfully provided assistance for all aspects of invoicing clients for services provided by preparing monthly billing spreadsheets, locating all reimbursable information when necessary, preparation of cover letters, and monthly progress reports.Coordination and organization of special department and corporate office functions for up to 300 people (i.e., Holiday Party, 25-Year Anniversary, picnics, etc).Effectively supported the Human Resources department for 10 months as the recruiter of staff for all disciplines and all offices

Skillfully served as support person by directly assisting the firm's Principal/CEO, one other Principal, and provided support to senior project managers and project teams (ranging in size from 30 to 50 staff). Heavy client contact involving setting appointments, screening calls, travel arrangements, and maintaining excellent customer service.Detailed tasks included:Creating, editing, and formatting reports, correspondence, meeting minutes, memorandums, project specifications, and spreadsheets using WordPerfect 4.2, 5.0, 5.1 and Excel.Project coordination.Coordinate scheduling of production staff and general receptionist duties.Successfully acted as Operations Coordinator ordering office supplies and maintaining supply room.Assisted accounting department with intricate job costing work using Timber Line software consisting of invoice preparation, recording of timesheets, and accounts payable.