Office Manager for a Production Home Builder

Various Contract positions. Home Builder, Lumber Company, Elevator Company.

• Supported the Senior Director of Equipment and Purchasing along with Field Management and other Key members. • Handled sensitive and confidential information with discretion. Special projects as assigned.• Compiled Application Packets for titling and registering for USPL Commercial Trailers and Fleet Vehicles.• Filed Applications at the County Tax Office and obtained Apportioned Registration Plates at the TXDMV under IRP Account.• Corresponded with the out-of-state Tag Agent for titling and registering for out-of-state units. Streamlining the renewal process.• Coordinated with the Director of Safety and Field Management to run Drivers Query for MVR’s and the FMCA Commercial Driver License Drug and Alcohol Clearing House.• Worked closely with the Field Equipment Manager for all Commercial Trailers, Heavy Equipment and Fleet Vehicles. • Created an electronic filing system and maintained hard copy files for project field equipment both company owned and leased. Files containing Transfer Reports, BOL, Maintenance Records, Registrations. • Uploaded transfer project equipment photos into internal database Spectrum when received or returned.• Maintained Excel Equipment List for all units active and disposed.• Shipped equipment forms, documentation and supplies to field via FedEx. • Sorted and distributed departmental mail.• Relieved Receptionist as needed.

• Prepared source data for computer entry by compiling and sorting information; establishing entry priorities.• Processed customer and account source documents by reviewing data for deficiencies; resolving discrepancies by using standard procedures or returning incomplete documents to the team leader for resolution.• Entered customer and account data by inputting alphabetic and numeric information on keyboard • Verified entry of customer and account data by reviewing, correcting, deleting, or reentering• Maintained/stored completed job folders on shared drive electronic filing system

• A/P, Vendor Invoicing, Aging Reports• A/R, Weekly Invoicing, Applying Payments• Bank and Credit Card Reconciliations• File Maintenance and Organization• Processed Payroll from Driver Logs

Office Manager • Improved internal procedures by creating an employee file system as well as developing a shared drive for employee training activities• Acted as primary liaison with property management concerning maintenance and repair issues coordinated vendor bids for repairs • Procured office, operating, and kitchen supplies; maintained expense and inventory budgets• Coordinated monthly Compounding Technique Assessment and Potency tests for all Pharmacists and Technicians to include grading, logging scanning, and filing test results monthly• Filed all Pharmacy State Board, Pharmacy Technician Certification Board permits, and Texas State Licenses• Filed reports for all controlled substance prescriptions to the Texas pharmacy drug monitoring program (PDMP)• Prepared monthly expense reports for office, pharmacy, and operating expenses using Concur software• Assisted IT in tracking and receiving hardware, setting up new PC’s and laptops, and troubleshooting problems• Organized onsite and offsite meetings and events within assigned budgets; managed logistics of internal office moves • Worked closely with HR to administer policies and procedures, collected and maintained employee and training data; on boarded new personnel and performed exit interviews as needed

Provided support for Senior Vice President and Senior-level Executives/Managers and other support staff.Administrative Office Responsibilities: • Analyzed various department methods to implement new procedures that ensured tasks to be accomplished in a more efficient timely manner with process improvements.• Managed calendars and event arrangements.• Handled sensitive and confidential information with discreteness.• Facilitated department building maintenance issues to the facilities team.• Maintained team member’s office schedules (vacation, holiday & sick days).• Expense reports; Mail-outs; Coordinated/Planned special projects/assignments.• Coordinated/Planned special projects/assignments.SharePoint:Managed 4 SharePoint team sites to include;• Design, create, implement & maintain team site structure.• Trained, notification set ups, granted permissions for all department libraries.• Coordinated with IT department when assistance was needed.Master Service Agreements (MSA): provided Customer Service• Identified as main point of contact for the MSA process.• Compiled all MSA data; completed required surveys/questionnaires.• Worked directly with the client and internal sales/commercial, legal, safety and accounting teams until the MSA was fully executed then upload to SharePoint.Quality Assurance - (PE & FE Division): Monthly reporting for 7 facility sites• Created Excel Data Validation Documents to work with SharePoint. • Integrated verified data to summary excel report and re-work report.• Created final data into Power Point presentations.

Quality Assurance (QA) Administrator Documentation Specialist• Prepared and compiled data packets; proofread reports, sales orders, spec sheets and valve assembly drawings, hydro test reports, NDE Reports, MTR’s, and COC’s verifying all data was accurate and material specifications were met prior to approving shipment of valves• Developed a tracking logging system for sales orders and NDE that transformed into an electronic archive log• Resolved discrepancies between Heat numbers and Tag numbers that required inspection of valve bodies, bonnets, and reducers to verify accurate information• Trained new QA employees on company processes and proceduresData Entry Specialist• Scanned and logged Material Test Reports into Data Function software• Organized, scanned, and shipped data packages to customers• Proofread and revised material reports • Entered Quality Plans into CVIS• Maintained batch recordsAdministrative Purchasing Procurement Coordinator• Provided administrative support to procurement management and staff• Tracked delivery dates, updated SAP data, and expedited the purchase process• Created purchase order amendments• Maintained vendor master data file