Mary B L. Email & Phone Number

Fort Wayne, IN, US

Fort Wayne, Indiana, United States

• Review invoices in Dooap, update fields where needed and send through workflow for approval
• Using Dynamics 365, assist with weekly pay run, set up vendors, export data/vendor information
• Coordinate weekly pay for 1099 drivers and bi-weekly pay for company drivers
• Work with deadlines to receive invoice approvals timely
• Respond to vendor inquiries
• Review statements to ensure accounts are up to date

• Efficient processing of operation and maintenance invoices, including resolving issues if needed
• Prepare payroll submitted by Foreman/Crews, Superintendent, Asphalt Plants, Shops
• Assist project managers with bid documentation
• Work with subcontractors to issue contracts, request lien waivers, respond to questions related to subcontract invoicing
• Coordinate safety training, foremen/crew safety documentation for binders, annual CDL queries, pre-employment and monthly screenings
• Assist prospective employees with application process, perform background and motor vehicle report checks, prepare files for new employees with appropriate onboarding documentation

• Front desk management
• Coordinated meetings and catering
• Provided hospitality services for conferences/meetings

Santa Rosa, California

• Managed the coordination and tracking of new construction project drawings
• Routed plans to estimators for material quotes
• Created invoices for estimators and distributed to Accounting for payment
• Created customer purchase orders/assembled quotes, purchase orders and any additional information for Contractor Sales to finalize order for customer

Santa Rosa, California

• Administrative Assistant to Director of Operations in Chandler AZ and Director of Sales in Sacramento CA
• Arranged travel for executive staff in California, Arizona and New York
• Maintained travel expenses/prepared reports for reimbursement
• Coordinated conference room and vehicle calendars
• Managed front office operations
• Planned and managed quarterly associate events, annual Christmas party, various catering, impromptu celebrations; Organized Operations Group Retreat in AZ/coordinating travel from various states

Fort Wayne, Indiana Area

• Executive Assistant to Director of City Utilities and five Deputy Directors
• Coordinated multiple calendars for directors, managers, conference rooms throughout utility staff
• Arranged travel and prepared expense reports for individual and group conferences
• Planned, managed and directed move of approximately 200 staff from one building to another
• Coordinated Operation/Maintenance and Capital Budgets for Utilities
• Prepared Request for Quotes/Request for Proposals for Board of Works and Purchasing

Fort Wayne, Indiana Area

• Front Office Manager: Water Pollution Control Plant (Nov 96-Dec 05), then both Water Filtration Control and Water Filtration Plants (Jan 03-Dec 05)
• Supervised administrative staff
• Upgraded manual payroll to electronic
• Implemented photo ID’s for facility entry and clocking in
• Administrated Attendance Policy - tracking and issuing disciplinary action where needed
• Planned, prepared and maintained departmental budget

Fort Wayne, Indiana Area

• Purchasing/Accounting – Administrative Assistant – December 1994-November 1996
• Aided Purchasing Director and Accounting Manager
• Entered requisitions and issued purchase orders
• Registered citizens for various city licensing neededFire Department – Receptionist – September 1994-December 1994
• Greeted citizens and answered phones
• Used a generic version of Auto CAD to create electronic drawings from older, hand-written prints