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Work Background
Civiltec Engineering, Inc.Project/Marketing Coordinator
Mar. 2022 - Dec. 2024Fullerton, California, United StatesPrepare proposal drafts and staff resumes for proposal packages. Proofread and revise technical specifications, preliminary engineering reports, bid documents, and change order amendments. Format technical specifications to Construction Specifications Institute (CSI) standards. Set up proposal and job numbers, track clients, contacts, proposal stages, and business development activities, run queries and reports, and maintain customer, proposal and job database in Deltek Vision/Vantage Point. Keep project managers current on publicly advertised requests for proposals (RFPs), conferences, and networking opportunities. Update online vendor profile registrations. Draft cutsheets for project articles. Run weekly project management meetings to coordinate work schedules.
Selected Contributions: • Meticulously follow up with engineers and project managers to ensure technical specifications and bid documents are completed on time for clients. • Create templates to ensure proposal and job setups are accurate, complete, and done in a timely manner.
Edwards LifesciencesDocumentation Coordinator
May. 2021 - Dec. 2021Irvine, California, United StatesContract-Only through Ultimate Staffing: In Ignite PLM, processed multiple types of enterprise change requests (ECRs) having multiple requirements with accuracy, efficiency, and compliance to company guidelines. Completed impact assessment reports to determine impact of changes on affected documents and parts. Revised or obsoleted affected documents or parts according to change requested. Tracked changes on department master list. Persistently followed up with control review board (CRB) approvers to close ECRs in a timely manner. Meticulously proofread detailed redlines against system process sheets to ensure accuracy and compliance prior to system implementation.
Selected Contributions:
• Closed stalled ECRs through research, resourcefulness, and persistent follow-up with approvers.
• Created templates to increase efficiency of processing multiple ECRs with various requirements.
• Created complex Excel templates with conditional formatting and formulas to increase efficiency and accuracy of proofreading bills of materials and manufacturing routers.
Western DigitalAdministrative Assistant
Feb. 2020 - Jun. 2020Irvine, CAContract-only through Compunnel: In Oracle ERP, tracked timetables for purchase orders to ensure timely creation, submission, purchase, delivery, invoicing, and payment for capital expenses. Supported the development operations team by maintaining shared documents to increase efficiency and contain cost of weekly orders. Supported the team’s vice president by booking travel, submitting expense reports in a timely manner, scheduling meetings on short notice with short lead times, and easing management workload using impressive PowerPoint skills.
Selected Contributions:
• Cut costs by eliminating discrepancies between orders and invoices, and by negotiating to waive unnecessary fees.
• Successfully executed a stalled purchase requisition that had been rejected 5 times prior to my assignment.
• Improved weekly lunch ordering by creating a shared document to increase efficiency and to customize options.
DatCardProject Coordinator/ Document Control Admin
May. 2019 - Dec. 2019Irvine, CAContract-only through Beacon Hill Staffing: Tracked SOC2 certification requirements in Auditwerx database. Successfully collaborated with cross-functional departments to develop SOC2-compliant procedures. Meticulously followed up with departments to ensure due dates were met. Consolidated data from multiple sources, and used strong technical writing skills, to create easily accessible, updated, and standardized published procedures. Eliminated errors and enhanced clarity of published procedures to ensure proper implementation upon release. Redlined documents for compliance.
Selected Contributions:
• Initiated tracking log to improve certification document fulfillment by 45%. • Developed important assessment procedures for certification compliance.
Johnson & JohnsonDocument Control Specialist
May. 2018 - May. 2019Santa Ana, CAContract-only through HireGenics: Overcame obstacles to ensure that documents for multiple projects with multiple requirements were efficiently processed and implemented according to critical timetables. Ensured that document development, training, and implementation complied with company procedures. Optimized the recordkeeping system to eliminate errors and improve processing. Developed tools to improve efficiency and track results. Enhanced clarity of published procedures to ensure proper implementation upon release. Redlined documents for compliance.
Selected Contributions:
• Averaged an on-time ratio of 85% or higher on document due dates, including rush documents
• Processed over 90 document change orders through the Agile PLM system, including initial releases, revisions, obsoletes, temporary deviations, and training material approvals.
N2 Imaging SystemsDocumentation Specialist
Jan. 2017 - Feb. 2018Irvine, CAContract-only through Aerotek: Initiated an Access tracking log to ensure timely completion of multiple documents for internal and external audits. Within tight deadlines, successfully collaborated with cross-functional departments, and used strong technical writing skills, to develop procedures compliant with quality audit requirements. Enhanced clarity of published procedures to ensure proper implementation upon release. Collaborated with internal and external customers to create, implement and administer paper and electronic archiving procedures.
Selected Contributions:
• Increased pending document completion rate by 30% by introducing a tracking log in Access.
• Led development of an integral work assembly instruction for a critical FIAR deadline, ensuring timely project completion while utilizing minimal resources.
Capital Group | American FundsMeetings Coordinator
Aug. 2016 - Nov. 2016Irvine, CAContract-only through Randstad Technologies: Booked meetings in Convene and meticulously followed up on all details, including catering, audio visual equipment requirements, meeting supplies, and seating configurations. Coordinated with facilities, IT, and catering departments to ensure successful meeting setup and support. Troubleshot technical problems. Collaborated with meeting coordinators from multiple company locations across multiple time zones to prioritize scarce resources and meeting space. Ran, analyzed, and reconciled Convene reports to ensure proper depart billing for meeting amenities. Resolved report discrepancies using Excel pivot tables. Trained front-end users how to properly and effectively use Convene to request meeting space and amenities.
Selected Contributions:
• Freed up site leads by consistently delivering superior service on the highest percentage of incoming phone calls.
Kelley Blue BookOperations Coordinator
Nov. 2015 - Jul. 2016Irvine, CAContract-only through Crystal Equation: Gathered and compiled information for reports presented at client meetings. Enhanced actionability of project management presentations by initiating analyses of certain relevant data, and by tracking progress, status, and completion of action items during client meetings. Extracted data from multiple sources to maintain gaming spreadsheet and to analyze trends. Assisted project management team with implementation of program objectives. Efficiently allocated pre- and post-meeting materials and maintained an up-to-date intranet site to improve team follow-up on action items.
Selected Contributions:
• Cut enrollment gaming by 82% and redemption gaming by 49% by executing thorough analysis to reduce gaming over the course of three Incentive Program campaigns in 7 months.
• Significantly boosted efficiency in gaming analysis and automated anti-gaming analyses to manage risk in the Incentives Program for key clients.
• Organized the department’s first cross-functional team building event, leading 27 employees to effectively collaborate in teams to solve problems in a time-critical environment.
ChefmasterExecutive Assistant
Nov. 2010 - Sep. 2015Fullerton, CAStreamlined complex report processes for vendor and customer databases, inventory replenishment, purchasing, and contracts. Tracked budgets, due dates, creatives, invoices, and payments for marketing campaigns. Initiated projects to establish new technologies, upgrade outdated systems, and reduce administrative operational costs. Assisted the President by managing correspondences, meeting records, filing, research, and special projects, as well as organizing the President's calendar, travel arrangements, and event planning.
Selected Contributions:
• Reduced turnaround times from hours to minutes by streamlining complex report processes.
• Maximized work mobility and visibility by migrating Microsoft Outlook from a local server to the Microsoft Exchange cloud.
• Secured savings of $3K per year by upgrading to more efficient, multi-function office machinery.
• Reduced office supply spending by 43% and cut IT repair costs by 53% using thorough market research to acquire the best services at the lowest prices, or by proactively performing no-cost fixes without using outside services
Aramco Services CompanySecretary
Oct. 2009 - Oct. 2010Claremont, CAWhile ensuring accuracy and timely delivery, executed team requests for complex binders, printing jobs, file uploads, transmittals, rosters, directories, leaves of absence, etc. Managed travel planning and coordinating for project managers.
Selected Contributions:
• Reduced errors and turnaround times by optimizing processes for complex expense reports and new employee onboarding.
• Analyzed file names of a database management website to identify and correct 200 errors within tight deadlines.
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