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● Obtain 811 Locates and Oversize Move Permits● Plan/oversee annual Employee Christmas Party

● 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• Assisted with miscellaneous projects throughout facility for management team

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• City Utilities Point of Contact for Property Management related issues• Coordinated and managed logistics for triennial IACT (Indiana Association of Cities and Towns) Conference• Facilitated a Second Step Grievance Committee for union disciplinary issues• Oversaw administrative process for executive offices and assistants• Established/updated process for assembly of construction project manuals for Engineering designers• Organized annual employee picnic and golf outing• President of internal organization for administrative staff (ASAP – Association of Skilled Administrative Professionals)

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• Coordinated employee golf outings, annual events and meetings• Safety Committee Participant

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• Issued fire burn permits• Coordinated with Deputy Fire Chief and area schools to schedule fire drills