Administrative Assistant

Posted on: 2009-05-20

Dec 2003 – April 2004 Axsys Technologies - Quality Assistant – San Diego, CA – Project Position • Processed, tracked and logged Customer, Internal and Supplier, Corrective Action Report. • Maintained all Corrective Action Logs and Binders. • Received and inspected all warranty and repair parts. • Created Evaluation, Warranty and Repair file folders and entered into Manman (manufacturing software). • Took files and parts to the appropriate department for evaluation. • Setup Warranty and Repair file folders, entered into Manman and Salesforce and billed accordingly. • Created Quality Assurance documents and forms while maintaining accurate document control. • General office duties, scanning, copying, faxing and filing and lunches. Nov 2002 – July 2003 Allied Aerospace - Chief Engineering Assistant - San Diego, CA – Contract Position • Processed Material and Subcontract Requisitions. • Maintained Material and Subcontract Requisitions and Purchase Order log. • Assisted with Purchase Order reconciliation. • Managed all shipping and receiving, FedEx, crating, freight, Hazmat requests. • Arranged transportation and accommodations for 15 people, vehicles, equipment and tools. • Contact for all IT issues. Problems logged in Trackit and forwarded to helpdesk. • Answered phones and phone system maintenance. • Department calendaring • Scheduled meetings • Arranged travel • Completed expense reports • Ordered supplies • General office duties, copying, faxing and filing and lunches. 2000-2002 BayLogics - Customer Service & Support Executive Assistant - San Diego, CA • Coordinated company meetings. • Prepared travel arrangements. • Reconciled expense reports. • Maintained service calendar. • Executed mass mailings. • Coordinated monthly training sessions. • Developed and maintained complete client/contract billing information database: client data, contract data, payment terms / schedules, maintained renewal dates/amounts, revenue recognition schedule, billing/accounts receivable data, invoiced amounts vs. earned / unearned amount payments. • Created summary reports for vice presidents of accounting, sales, services, and the executive team on a weekly to monthly basis including the following: worked closely with controller and accounting manager on contract analysis/reconciliation for FY 2000 and 2001 to meet SOP 97-2 software revenue recognition requirements. • Discussed training and billing with clients. • Created designs, layouts and implementation of RFP’s, presentations, reports, summaries, spreadsheets, forms and templates. • Performed general office duties: copying, faxing, fedexing, supply ordering and lunches. • Front desk phone relief. 1997-1999 PriceWaterhouseCoopers - Document / Administrative Specialist - San Diego, CA • Reorganized department directories. • Processed financial statements, stock option plans, reports, summaries and mass mailings. • Designed and created proposals and presentations while maintaining accurate document control. • Performed general office duties: copying, faxing, fedexing. • Front desk phone relief. 1989-1997 Marsh & McLennan - Document / Administrative Specialist - La Jolla, CA • Created document department; organized directories and file systems, developed forms and templates for standard office use, created report department procedures. • Created designs, layouts and implementation of conceptual proposals, proposals, RFP’s, multimedia presentations, cover pages, graphics, manuals, reports, spreadsheets, reports, summaries, forms and templates. • Designed and created a 330 page manual for a national company. • Coordinated time management on multiple tasks and documents with varying turn-around times while working well under pressure. • Worked successfully with many executive team members. • Trained three word processing assistants to work in the document department. • Maintained accurate document control. COMPUTER SKILLS MicroSoft Outlook, Word, Excel, PowerPoint, PhotoDraw and Manman, Salesforce (limited). EDUCATION Executrain Pensacola Junior College