Jess Coldren Email & Phone Number

Oakland, Ca

Generate 508-c compliant (WCAG 2.2) technical, academic, and business documents in collaboration with authors and researchers.Format a variety of technical, academic, and business documents to ensure consistency and quality per Mathematica standards.Provide formatting support for proposals and other bid documents.Train new staff in document templates and utilization

San Francisco, Ca

• Answered and routed calls.• Maintained conference room and public areas.• Maintained perishable and non-perishable office supplies.• Created and maintained project budget spreadsheets.• Maintained materials library.

San Francisco, Ca

• Reviewed subconsultant invoices and expenses prior submission to Accounting Department.• Coordinated invoice and expense corrections with subconsultants to ensure Accounting Department approval.• Reviewed and corrected employee expense reports after submission to Accounting Department.• Trained new employees and subconsultants on expense reimbursement requirements and processes.• Trained new employees on internal expense reporting software and coding.• Created, maintained, and periodically distributed expense reimbursement requirements and exclusions for employee and subconsultant reference.• Reviewed subconsultant professional insurance coverage for contract compliance.• Coordinated professional insurance coverage modifications to comply with contract requirements.• Built and maintained positive relationships with subconsultant firms.• Created database to track subconsultant insurance compliance using Microsoft Access.• Created interim subconsultant insurance compliance tracking tool using Microsoft Excel to log relevant data during database development.• Built complex formulas in Microsoft Excel to automatically parse exported (.csv) accounting and staffing data into presentation-ready reports, charts, and graphics; reduced overall processing time by 50%.• Arranged domestic travel, accommodations, and transportation for key team members.• Prepared expense reports for key team members.

San Francisco, Ca

• Created, updated, and tracked project budget spreadsheets; submitted reports to Owner bi-monthly.• Generated invoices monthly or bi-monthly, as directed by Owner.• Coordinated payment of outstanding invoices with clients, including correction of any invoicing discrepancies.• Processed incoming payments; physically deposited checks.• Processed incoming invoices, bills, and employee expense requests.• Distributed AP payments bi-monthly.• Collected, proofed, updated, and formatted employee timecards weekly.• Trained, oriented, and supported all new employees.• Processed employee termination paperwork.• Submitted payroll biweekly.• Maintained employee vacation accrual, vacation usage, benefit enrollment, withholdings, and performance metrics.• Maintained all required human resources documentation and notifications.• Generated project contracts using company templates.• Reviewed all incoming contracts for accuracy and compliance with company standards.• Issued professional insurance certificates per contract and project requirements.• Created and maintained marketing materials for all completed projects.• Generated responses for Request for Proposal (RFP) and Statement of Qualification (SOQ) requests.• Created specification sections in Microsoft Word with technical assistance.• Performed complex bid analysis and generated report based on custom Microsoft Excel spreadsheet.• Created, formatted, edited, and transmitted standard business correspondence such as memorandums, meeting minutes, letters, e-mails, and transmittal cover sheets.• Maintained current and archived legal, accounting, human resources, project, and general business files.• Maintained office equipment, including replacement of consumable items such as toner and coordinating repairs as needed.• Maintained office equipment inventory, including depreciation where applicable.• Maintained office facilities, including selection and coordination of vendors for repairs and improvements.

Palo Alto, Ca

• Maintained President’s calendar.• Scheduled travel and accommodations for President and engineers.• Prepared reimbursable expense reports for President and engineers using Microsoft Excel.• Created specification sections in Microsoft Word with the assistance of specialists for inclusion in completed project Technical Specifications and Special Provisions documents. • Created and maintained marketing materials for all completed projects using Microsoft Word and Adobe Acrobat.• Generated responses for Request for Proposal (RFP) and Statement of Qualification (SOQ) requests using Microsoft Word and Adobe Acrobat.• Maintained office equipment, including replacement of consumable items such as toner and coordinating repairs as needed.• Provided accounting and payroll support as needed.• Created automated timecard template for employees in Microsoft Excel.• Maintained log of active and inactive projects, including assigning new project numbers as needed.• Managed archived project files on-site.• Maintained perishable and non-perishable office supplies.

• Created specification sections in Microsoft Word with the assistance of specialists for inclusion in completed project Technical Specifications and Special Provisions documents. • Created and maintained marketing materials for all completed projects using Microsoft Word and Adobe Acrobat.• Generated responses for Request for Proposal (RFP) and Statement of Qualification (SOQ) requests using Microsoft Word and Adobe Acrobat. • Generated project contracts using company templates.• Reviewed all incoming contracts for accuracy and compliance with company standards.• Reviewed subconsultant professional insurance coverage for contract compliance.• Coordinated with subconsultants to modify professional insurance coverage to comply with contract requirements.• Coordinated office events such as holiday parties, annual picnics, and informal employee gatherings.• Trained new administrative employees, including orientation of new administrative supervisor.• Maintained office equipment, including replacement of consumable items such as toner and coordinating repairs as needed.• Maintained office facilities, including selection and coordination of vendors for repairs and improvements.• Performed basic facilities maintenance, such as replacing light bulbs, maintaining common areas, and light cleaning.• Provide back-up support for reception, accounting, and human resources as needed.• Maintained perishable and non-perishable office supplies.• Arranged conference calls and online meetings, including audio-visual setup, ordering lunches, and general conference room preparation.• Answered and administered multi-line phone system.• Managed archived project files on-site.

Biochemistry

Education record