Gina Trainor Email & Phone Number

Houston, Tx, Us

Houston, Texas, United States

Manage daily operations across multiple departments, ensuring effective communication and smooth workflow.Liaise with Building Management to resolve facility issues and manage employee badge and parking access.Coordinate travel arrangements, answered phones, greeted clients, and ordered office supplies.Established and maintained relationships with suppliers and vendors.Maintain the Company Standards library for consistency in policies and procedures.Schedule and facilitated Lunch & Learns with vendors to promote employee development.Organize team-building events and in-office activities to enhance employee engagement.Manage the Professional Engineer register and tracked contractors' Certificates of Insurance.Collaborate with InCorp to maintain state licenses and ensure company compliance.Work with the Executive Team and attorneys to negotiate contracts with clients, subcontractors, and contractors.Manage and oversee the administrative and document control department, ensuring compliance with company policies and client requirements.Collaborate with clients to maintain the Master Document List and MCI.Assist with proposals and contracts, ensuring accurate and timely submission.Update and manage the Proposal Prospects Register; distribute weekly updates.Support the Procurement Department, preparing bid packages, conducting commercial bid evaluations, and generating reports.Coordinate with Project Managers daily regarding documentation deliverables, project schedules, and project close-out activities.Prepare documents, reports, and presentations for internal and external stakeholders.Maintain and administer the FTP Site to secure access to deliverables.Develop and implement a Document Numbering and Document Control Procedure, updating it as needed.Assign vendor and package codes to ensure consistency across documentation.Verify technical documentation to ensure compliance with formatting, numbering, revision control, and client specifications.

Maintain coordination of the (MDR) Master Document Register. Assigning document numbering for all outgoing and incoming Packages, Bids, Clarifications and RFQs. Created a Document Numbering and Document Control Procedure and update accordingly. Assign Vendor and Package codes. Control all documentation produced and used by Engineering, Procurement and Vendors through our EDMS ProjectDox system. Create and Maintain privacy level for the EDMS ProjectDox system for each individual vendor bidding on the project. Verify technical documentations to ensure correct numbering, formatting, revisioning, checking, approving and any other client expectations.Lead Administrative Assistant / Document Control Responsibilities include: issue weekly project reports and Monthly reports, presentations, meeting minutes, set up meetings, create project templates, travel arrangements, prepare applications with Consulates for out of the country business, document formatting, issuing correspondence and drawings through EDMS ProjectDox. . Update Master Document Register (MDR) to reflect deliverables, preparation of transmittals for deliverables, registering incoming vendor data, and all other facets of administrative and document control day- to-day activities. Responsible for supervising preparation and issuing of proposals to prospective business partners.

Revise and issue specifications, TBA's, project reports and project documents. Responsible for incoming drawings to be issued, logged and update drawing binder (Document Control). Prepared meeting presentations in PowerPoint and handled planning of meetings. Responsible for moving in/out employees, phone access, computer access and cubicle or office placement. Scheduled all travel arrangements for all Task Force, domestic and international. Responsible for all document distribution sent out to the Client. Maintain organization within the Task Force to run all documents and correspondence accurately with a quality check. Maintain project filing and scanning of all documents incoming from Aker Kvaerner all through documentum. Assist in coordinating and participate in team building activities.

Handled all administrative duties for District Manager as well as administrative duties for the seven (7) sales representatives. Handled all incoming calls and processed literature requests for physicians, nurses and representatives. Work daily with corporate office concerning all administrative duties, inventory of literature, monthly quarterly reports and miscellaneous reports. Processed all new hire and termination paperwork for employees. Scheduled all travel arrangements handled planning of meetings. Prepared presentations for District Manager and sales representatives. Processed check requests for all invoices for management of district office. Coordinated scheduling of office AV equipment.

Handled all secretarial and clerical duties. Responsible for all documents received and sent out to the Railroad Commission of Texas; for all approvals to drill or abandon a well. Assisted in Accounts payable and Receivable. Assisted Land Manager for future Prospects, took care of preparing Oil and Gas Leases, Ratification's and Seismic Permits and Agreements. Handled all agreements going out to participants for future drilling. Responsible for taking care of Health Insurance and Insurance for wells. Assisted in JIB/REV. Responsible for ordering all office supplies. Page 1 of 2