Sarah Stotts Email and Phone Number

Contract drafting and management:• Prepared purchase orders and contracts per request of project managers. Drafted contracts using templates, received appropriate approvals from levels of management, sent contracts for signature. Also updated contract templates as needed, and sought ways to improve/streamline contract process.• Filed fully executed contracts, subcontracts, insurance certificates and bonds.• Assisted estimating department with pre-award and post-award functions, including obtaining bonds and insurance certificates.Accounting/Administrative tasks:• Attended project manager meetings; updated meeting minutes and billing status of projects.• Compiled time and material tickets, drafted and sent invoices.• Filed certified payroll reports from subcontractors and resolved labor compliance issues.• As notary public, notarized various contracts and documents for company.• Answered and routed phone calls, and backup for accounting department as needed.

Contract administration:• Prepare contracts, additional services agreements, and proposals• File contracts and update contract log accordingly; enter contracts into the accounting system• Process certificate of insurance requests; maintain current Certificates of Insurance for subconsultants• Follow up with clients and subconsultants regarding unsigned contracts• Provide preliminary review of contracts for acceptability• Maintain database of archived files. Coordinate archiving of files with the file storage vendor.Receptionist and other administrative tasks:• Answer, screen, and route incoming calls• Greet clients, vendors, and other visitors upon arrival• Composing/Editing Letters, transmittals and other documents• Bind Reports and submittals• Make copies upon request or send to vendor for reproduction• Updating administrative documents, as needed• Maintain petty cash, record all withdrawals and deposits• Prepare and track deliveries and overnight shipments• Sort and distribute mail• Order general office supplies• Call for office equipment repairs and/or maintenance when necessary• Clean kitchen, coffee pots, conference rooms• Order lunches and set-up/clean-up for meetings• Other administrative duties as needed: submitting prequalification applications, and entering project information into Marketing database Cosential

• Reviewed and drafted position requisitions, sourced resumes and scheduled interviews.• Extended job offers and conducted New Hire orientations.• Maintained employment records and confidential and personnel files.• Managed budgets and processed payments for insurance and staffing agencies.• Other HR projects as assigned, such as executing company events and researching HR policies and processes.

• Site administration including accounts payable, supplies inventory, invoice review and filing, General Affairs expenses and reception support.• Assisted and administered travel requirements and processes; booked employee travel requests.• Assisted as receptionist. Greeting visitors and vendors, processed visitor ID badges, prepared conference rooms, received packages, filed mail and restocked coffee in the break rooms.• Supported event planning.• Surveyed, recorded and ordered office supplies; maintained accurate inventory of supplies.Monitored budget requirements and supported with Asset Management issues.

• Created social media content (promoting products, corporate campaigns and upcoming events) three times a week.• Planned three events per month; events were held at the restaurant, with the goal of creating remarkable experiences for guests and boosting sales.- Planned creative themes, decorations and entertainment while following budget; corresponded with and paid vendors; purchased decorations; handled RSVP list and communicated with guests; delegated tasks to team members using Asana; created event timelines; promoted event through signs and marketing material- Largest events include Military Appreciation Night (free food given to 1500 military families, with outdoor entertainment and vendors), Be Our Guest (Mother Daughter tea party with maxed out reservations, live entertainment and fine dining experience) and Date Night (annual Valentines Day event with fine dining experience, giveaways and photography).• Answered donation requests from schools and organizations, inputted catering orders, and organized records on spreadsheets.• Arranged three fundraisers/third-party sales per month.- Communicated with organizations, scheduled team members, set up tent and delivered food to event, tracked sales and paid organizations.• Managed daily catering orders (six average per day); prepared orders for mobile food-ordering companies, and made deliveries to companies and events. Answered all catering phone calls.- Communicated with kitchen staff regarding new orders and customer complaints.- Inputted guests with incorrect orders into guest redemption system.• Provided operational support for restaurant as needed; took orders, cleaned restaurant and ran errands.

(UCLA Internship Program)• Daily posted social media (Facebook, Twitter and Instagram), with focus on Namevents brand and event ideas.• Performed research and organized event binders and calendars.• Generated contact lists and cold called potential clients.• Supervised at philanthropy events, including Samburu Project Splash Bash and Social Goodness Holiday Party. Set up decorations and helped volunteers.

(UCLA Internship Program)• Performed research on restaurant/food service industry for CEO.• Reviewed and proofread website, case studies and blog posts.• Administrative duties for CEO, such as phone calling and running errands.

(UCLA Internship Program)• Used Hootsuite to schedule weekly social media content.• Wrote pitches and sent email blasts to gain publicity opportunities.• Generated media contact lists using Cision. Researched upcoming events and publicity opportunities.

(UCLA Internship Program)• Created daily social media content (Facebook, Twitter and Pinterest). Did online marketing on Instagram.• Cold called media and pitched clients. Compiled new media contacts on spreadsheets.• Worked in a team to develop ideas for marketing campaigns. Created blueprints and organizational spreadsheets, and presented ideas at business meetings.• Gave speeches to different groups, informing them of marketing campaign and inviting them to participate.

• Light bookkeeping on Quickbooks and data entry on Microsoft Excel.• Administrative duties such as copying and filing.