Produce monthly client invoice for 990-million-dollar project Liaison for partners and accounting departmentCollect and maintain insurance certificationsMaintain subcontractor contractsAct as a point of contact for client, consultants, and various construction services teamsAssist the senior management team as requestedGeneral administrative duties such as filing, photocopying, scanning, and emailing

PROJECT: THE GRAND LA

PROJECT: WILSHIRE GRANDEXECUTIVE ASSISTANT• Coordinated domestic and international travel arrangements including arranging air/ground transportation, and lodging• Researched, drafted and/or abstracted reports such as Master Agreements, RFQ/RFPs, bid reports, expense reports, time reporting, weekly labor reports, and purchase requisitions• Organized and managed project information including the logging, distribution and tracking of submittals and RFI’s and the archiving of project information both electronically and manually• Updated Executive Committee agenda and transcribed Board of Directors’ meeting minutes for all seven companies on the monthly and quarterly basis• Managed mail and daily calendars for Executive staff• Scheduled conference calls and on-site / off-site meetingsCONSTRUCTION SITE OFFICE MANAGER• Assisted in management of office operations for project management / real estate developer• Supervised front office, including greeting visitors and responding to telephone and in-person requests for information• Tracked and purchased office supplies and equipment, ordered furniture, apparel and printed material for construction office• Oversaw the office condition and daily office operations including maintenance of equipment, and arranging necessary repairs• Served as central point of contract for all vendors requesting meetings with Executives and Project Managers• Established and maintained paper and electronic filing system for both company and project files• Properly routed agreements, contracts and invoices through the signature process

Provide executive level administrative support Coordinate travel schedule and accommodations, and Executive meetingsProcess invoices (verify validity, code, and submit for approval and payment)Oversee and manage expense reports to ensure accurate and timely reporting and reimbursementResponsible for creating, maintaining paper and electronic files; typing and formatting reports, and correspondencesOrganize and maintain project documents, reports; files and records relating to project workWork closely with multiple project managers and project teams, and interact professionally with clients Direct daily incoming and outgoing communications (mail, fax, and courier)Update RFI and submittal logsOrder insurance and monitoring insurance certificatesScreen and direct phone calls; and handle other office duties as required

Prepared and maintained administrative, confidential and sensitive documentsManaged daily schedules; coordinate meetings, and screen requests for appointmentsComposed correspondences from marginal notes and/or verbal instructionArranged US and international travel for Principals and Firm’s executive staffMaintained Principals’ schedule for firm’s master calendar in MS OutlookOrganized and assisted event planning: “State of the Practice” other networking eventsAided in the preparation of ASHE, AIA, University and Client speaking engagementsMaintained various logs and records related to insurance and vendor certificationOrdered/maintained inventory of office supplies and equipmentProvided assistance to staff on operation and utilization of office equipment and suppliesResponsible for maintaining and updating office and building contact databaseCoordinated engineering services for office with property managerLiaison to building management for security issues Administrative support to Accounting DepartmentAssembled and processed Expense Reports for Principals and staff of 100 employees Coded and finalized vendor and consultant invoices for payment

Liaison between tenants, property management team and vendors Log and follow-up on tenant and owner service requestsDispatch maintenance crew to jobsitesOrder/maintain inventory of office supplies and equipment

Executive assistant to Director of EducationPrepare and maintain administrative, confidential and sensitive documentsCoordinate meetings and manage daily schedules and screen requests for appointments