Summary
Overview
Work History
Education
Accomplishments
Certification
Timeline
Generic

Carlee Hoosier

Groves,TX

Summary

Senior Executive Administrator/Operations Support professional with 15+ years of experience. Skilled in strategic planning, organization, and providing comprehensive support to company leaders. Committed to achieving long-term goals through meticulous daily organization. Dedicated to meeting the needs of Executives and Directors, ensuring all operations are fully equipped for efficient project execution and timely achievement of deadlines and milestones. Mindful of guidelines, company policies, stockholders' and sponsors' satisfaction, and middle management expectations.

Overview

19
19
years of professional experience
1
1
Certification

Work History

Senior Operations Executive Assistant

Chevron PALP
10.2022 - 12.2023
  • Drove continuous improvement efforts across all aspects of business operations, fostering an environment of innovation and excellence.
  • Ensured compliance with industry regulations as well as internal policies by creating comprehensive guidelines for employees at all levels.
  • Oversaw budget development and cost control measures, ensuring alignment with corporate objectives while maximizing profitability.
  • Leveraged technology solutions to improve operational efficiency, streamline workflows, and enhance decision-making capabilities.
  • Issue, Blend, and Fill Schedules
  • Update fill schedule if required
  • Check all blend orders for correct consumed lbs. on additives and final blend lbs. Final blends lbs. balance with volume in tanks.
  • If blends/fill paperwork is not correct. Work with operators to correct the error or correct the error as required.
  • Correct all error’s with either a credit/rebill and or adjustment on tanks, additives, and empty component inventories.
  • Handle all request and transactions for grease base orders.
  • Coordinate monthly inventories on tanks, additives, and empty components.
  • Work with SC and other department personnel with inventory.
  • Make all monthly inventory adjustments.
  • Ensure all monthly inventory documents are completed, signed off on, and forwarded to SC promptly. Keep copies for department files.
  • Maintain inventory on all tanks, additives, and empty components.
  • Issue time sheets monthly.
  • Email time sheets to entry personnel.
  • Track all overtime worked by department employees.
  • Work with supervisor on Mfg. and filling work week monthly schedules. Issue copies timely.
  • Track time off (Bank Day, Vacation, SKFN, and FCFN) on Chevron employees and for work schedules purposes.
  • Update work week schedules as required.
  • Update and issue annual vacation schedules for department employees to schedule their vacation time.
  • Track CGU downtime.
  • Track Cartridge Line downtime.
  • Enter all scheduled deliveries on empty components and LZ 2002D.
  • Communicate with SC and or buyer of any discrepancies or issues. Ensure all documents are forwarded the to buyer in a timely manner.
  • Purchase all non-inventoried supplies needed for depart use.
  • Reconcile supervisor PCard monthly.
  • Maintain all department files.

Sr Project Executive Assistant /Operations Support Specialist

Zachry Group
08.2021 - 08.2022
  • Managed email and both incoming and outgoing correspondence for VP of Project Groups and Director of Construction,
  • Worked with senior management to initiate new projects and assist in various processes.
  • Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
  • Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.
  • Streamlined operations and prioritized tasks, allowing senior staff to increase productivity.
  • Managed and reviewed all documents before presenting to VP of Project Groups and Direction of Construction for signing.
  • Took notes and dictation all meetings with ExxonMobil, McDermott, Chiyoda and Zachry.
  • Coordinated events and logistics for MCHE travel from Yanda, China.
  • Executed basic banking and bookkeeping tasks.
  • Created and managed office systems to efficiently deal with documentation.
  • Promoted team productivity by keeping supplies organized and well-stocked.
  • Volunteered to help with special projects of varying degrees of complexity.
  • Upheld strict timetables by maintaining accurate, balanced calendars for 9 Directors and VP of Project Groups.
  • Distributed company-wide announcements, booked conference rooms and coordinated catering for annual staff development forum.
  • Worked with clients to effectively plan and coordinate logistics for special projects and events.
  • Wrote reports, executive summaries and newsletters.
  • Organized logistics and materials for each meeting, arranged spaces and took detailed notes for later dissemination to key stakeholders.
  • Led staff and vendors in providing high level of service for owner and guests.
  • Oversaw daily household activities for traveling clients.
  • Organized and cared for clients' homes and properties by maintaining and preparing for arrival and daily living requirements.
  • Managed residential property issues and prepared homes prior to client arrival.
  • Visited residential properties and prepared homes for clients' arrival.
  • Coordinated residential property operations and prepared homes for clients.
  • Prepared homes for client arrivals and administered rental properties.
  • Prepared and staged properties for customers.
  • Screened personal and business calls and directed to appropriate party.
  • Answered high volume of phone calls and email inquiries.
  • Adjusted job assignments and schedules to keep pace with dynamic business needs, factoring in processes, employee knowledge and customer demands.
  • Delivered feedback to decision-makers regarding employee performance and training needs.
  • Reviewed performance data to monitor and measure productivity, goal progress and activity levels.
  • Achieved or exceeded financial goals on regular basis by controlling expenses, optimizing schedules and regulating inventory usage.
  • Expanded cross-functional organizational capacity by collaborating across departments on priorities, functions and common goals.
  • Evaluated report data to proactively adjust and enhance operations.
  • Directed staff and managed annual capital budget.
  • Improved operational planning and business frameworks to enhance resource utilization and reduce waste.
  • Applied performance data to evaluate and improve operations, target current business conditions and forecast needs.
  • Assessed supplier quality to maintain tight cost controls and maximize business operational performance.
  • Compiled data highlighting key metrics to report information, determine trends and identify methods for improving store results.
  • Prepared and recommended long-range plans for development of department personnel.
  • Propelled continuous improvements and strategically capitalized on current market trends.
  • Executed regular process updates to reduce discrepancies and enhance scheduling across production calendars and programs.
  • Established and administered annual budget with controls to prevent overages, minimize burn rate and support sustainability objectives.
  • Monitored and supported progress of plant production orders by managing shop capacity and loading functions at several facilities.

Project Controls

BROCK GROUP
03.2020 - 11.2020
  • Gathering and analyzing project and time data to keep costs and scheduleson track
  • Audit existing expenditure and ensure billed costsare aligned suitably
  • Guarantee project contract implementation and support project path, plan and schedule
  • Oversee time,attendance, job skills,payrates, in order to implement information into the appropriate Excel spreadsheet for daily, weekly,monthly reports
  • Track project configuration and associated documentation such asrecovery, archive and master documentation repository duties
  • Manage records of release documents and identify required release documents
  • Develop and execute reporting procedures to present project status and work valuation and track contract deliverables
  • Developsand maintains master program schedules for assigned contractsand internal development efforts
  • Interacts with management staff to establish and maintain a cost and schedule baseline,analyze the performance on the contract on a recurring basis, and work with the program staff to generate EstimatesAt Completion.

Executive Assistant

KILGORE INDUSTRIAL
04.2017 - 06.2018
  • Gathering and analyzing project and time data to keep costs and scheduleson track
  • Audit existing expenditure and ensure billed costsare aligned suitably
  • Guarantee project contract implementation and support project path, plan and schedule
  • Oversee time,attendance, job skills,payrates, in order to implement information into the appropriate Excel spreadsheet for daily, weekly,monthly reports
  • Track project configuration and associated documentation such asrecovery, archive and master documentation repository duties
  • Manage records of release documents and identify required release documents
  • Develop and execute reporting procedures to present project status and work valuation and track contract deliverables
  • Developsand maintains master program schedules for assigned contractsand internal development efforts
  • Interacts with management staff to establish and maintain a cost and schedule baseline,analyze the performance on the contract on a recurring basis,and work with the program staff to generate Estimates At Completion.

Executive Assistant

TRANS-GLOBAL SOLUTIONS INC
10.2012 - 12.2013
  • Planned, coordinated and controlled daily operations forVice-President over Track Maintenance/Construction Division and Vice-President over Rail Switching and Terminal Development
  • Assisted the CFO with the production of the monthly financial, management reports
  • Served as a professional representative to Vice-President'sto executive clients, investors and politicians
  • Organized personal and professional calendars and supplied remindersof all upcoming meetings and events
  • Typed documents,updated websites and compiled information for meetings
  • Assisted Vice-President of Track Maintenance/Construction with the bidding of new jobs and projects.Assembled and created "Bid Binders" for both Vice-Presidents and entire Project Management team for newconstruction bid proposal plans/prints, contract terms, cost control analysis, specification,and time & material information
  • Coordinated both executive's vacations and travel schedulesfor other executive staff
  • Communicated with TGS Pilot to arrange travel and advise which personal airplane requested,compose itineraries,visas, necessary contactsand country information
  • Scheduled Board of Directors meetings and assisted with meeting materials and agendas.Attended meetings to take minutes and assist to make sure all information is there and correct
  • Identified, coordinated and participated in client relationship-building activities and meetings
  • Open, read, and wrote answers to routine letters and emails
  • Approved travel expensesand reimbursement requests forManagement's expense reports
  • Increased efficiency by creating a new Excel financial recording system
  • Reconciled all bank and credit card accountsfor both executives monthly
  • Prepared departmental contracts for attorney approval
  • Organized public appearances,lectures,events and exhibits to increase company notoriety,as well as personal acknowledgments and achievements.

Executive Assistant

BELLVERDE HOMES, LLC
06.2011 - 11.2012
  • Daily accounts of scheduling for Owner/CEO of Company ie
  • Making appointments (business/personal), scheduling meetings, synchronize calendars, and setting up interviews for Client'sFinancial Analysis and home loan application completion
  • Daily financial reports, reconciliations,bank draws, accounts payables and accounts receivables.Coded the general ledger and processed vendorinvoice payments
  • Balanced batch summary reports for verification and approval
  • Improved communication efficiency as primary liaison between CEO,subcontractors,and vendors
  • Worked with the CEO to identify, develop and achieve community goals and objectivesfor newhome construction sites
  • Maintained Model Home, and over saw developing and designing of future homes
  • Product Knowledge of NewHome Building and Purchasing
  • Cost Construction Accounting
  • Working in Quick Books Pro 2012
  • Marketing, Sales, NewHome floor plan presentationsfor potential home buyers.

Senior Staffing Supervisor / Executive Assistant

SILVA EMPLOYMENT NETWORK
06.2008 - 02.2011
  • Began as entry-level receptionist and was promoted within 30 days to Staffing Supervisor, overseeing all recruiting and staffing
  • Supervised a team of 5, in-house, Staffing Coordinators, as well as,oversaw 75-100 outsourced employees in various different companies and industries across Southeast Texas
  • Managed and delegated all phasesof recruitment from interviewing, hiring/termination,job skill testing, background checks, DISA drug screening, and security verification for all candidates prior to employment
  • Communicated the duties, compensation,benefits and working conditions to all potential candidates
  • Maintained working relationship with the TexasWorkforce Centers in attempt to decrease the unemployment rates within our communities
  • Can readily adapt effectively in a heavily cross-functional, fast paced environment
  • Developed innovative recruiting solutions and marketing strategies,grounded in a clear understanding of clients employment needs
  • Served as a liaison between company President/VP and clients regarding client accounts and new business
  • Initiated and updated yearly client contracts and agreements.

Timekeeper/Payroll Associate & Collection Agent

CONN'S CORPORATE OFFICE
03.2005 - 08.2010
  • Timekeeping and time audits for over 4,400 employeesmarket wide
  • While always recognizing the importance of accuracy
  • Also, explored new paths,proceduresand approaches in order to cut back on the issue company wasfacing with employees clocking in and out at the appropriate times
  • Accurately processed data, validation and transmission for weekly,semi-monthly and salespayrolls
  • Calculating, preparing, and printing check stubs for all 4,400 employees
  • Improved accuracy of payroll journal entries by developing and implementing an easier method within current Kronos
  • Timekeeping Software
  • Managed Lawson payroll time and attendance systems
  • Enforced established payroll-related policies, procedures and regulationsand adherence to company and governmental policies
  • Monitoring overtime reports and updating the appropriate management when needed
  • Keeping other departments informed of developmentsaffecting their functions
  • Departmentsincluding, HR, Accounts
  • Payables/Receivables and Accounting
  • Maintained annual and monthly budgetsreports for CFO.Audited contracts, orders and vouchers.

Executive Assistant

PORT OF PORT ARTHUR
02.2009 - 04.2010
  • Reported and documented daily inventory balances and cycle counts for all 3 warehouses
  • Daily manifest checksof all railcars, trucks,and vesselsinside the Port
  • Identify and locate any cargo not on schedule and communicate changes and status with Longshoreman
  • Daily check for newberthing request of new import/export orders.Entered all berthing request information into Doc
  • Management database and notified Superintendents and Longshoremen Supervisors
  • Continuously monitored all cargo movement, via Doc Management database, throughout the day for status updates and progression for Management reports
  • Assisted U.S
  • Government personnel with administrative needs and documentation while military cargo vesselswere docked in Port
  • Maintain constant communication with U.S
  • Coast Guards and maritime security to ensure accurate and necessary marsec levelsat all times
  • Prepare all itemized cargo and T&M information for billing in the accounting department
  • Served as a contact for all outside vendors needing to gain accessto the Port
  • Organized files, developed spreadsheets,faxed reports and scanned documents for Terminal Superintendentsand Asst
  • Terminal Superintendent to maintain organization and accurate data logs
  • Created and maintained spreadsheets using advanced Excel functions and calculations to develop reports and lists for
  • Board of Directors and staff
  • Received and screened a high volume of internal and external communications, including email and mail on behalf of
  • Terminal Superintendent and Asst
  • Terminal Superintendent.

Teller/Personal Banker

WELLS FARGO BANK
06.2007 - 08.2008
  • Cashing checks,Taking Deposits,Making withdraws, Servicing customers individual accountsand business accounts, creating money orders/cashier's checks
  • Receive checks and cash for deposit, verify amounts, and check accuracy of deposit slips
  • Enter customers' transactionsinto computers to record transactions and issue computer-generated receipts
  • Balance currency, coin, and checks in cash drawers at ends of shifts, and calculate daily transactions using computers, calculators,or adding machines
  • Examine checks for endorsements and to verify other information such as dates,bank names,identification of the persons receiving payments and the legality of the documents
  • Count currency, coins, and checksreceived,by hand or using currency-counting machine,to prepare them for deposit or shipment to branch banksor the Federal Reserve Bank
  • Receive and count daily inventoriesof cash, drafts,and travelers' checks
  • Process transactions such as term deposits, retirement savings plan contributions,automated teller transactions,night deposits, and mail deposits
  • Identify transaction mistakes when debits and credits do not balance
  • Resolve problems ordiscrepancies concerning customers' accounts
  • Count, verify, and post armored car deposits
  • Monitor bank vaults to ensure cash balances are correct
  • Issue checks to bond owners in settlement of transactions
  • Compute financial fees, interest,and service charges.

Education

Associate of Applied Psychology

Lamar State College - Port Arthur
Port Arthur, TX
05-2012

The Dale Carnegie Women's Leadership Academy
Port Arthur
08-2011

High School Diploma -

Port Neches - Groves High School
Port Neches, TX
05-2005

Accomplishments

  • Supervised a team of 55 staff members.
  • Planned corporate meetings, lunches, and special events for groups of 100+ employees. That included high profile Executives, Owners, Sponsors, Shareholders, and Royalty.
  • Created detailed expense reports for over $1,000,000 including currency exchanges.
  • Assisted in achieving milestones by completing any necessary task with accuracy and efficiency. For the sake of the overall project and ExxonMobil, Sponsors and Shareholders. For weekly cash calls of more than $10,000,000, to be paid to Joint Ventures.

Certification

ISTC ID# 36-1076 09SSV 02/20 Fit Test Card ISTC - ExxonMobile Contractor Badge

  • CNP - Certified Notary Public

Timeline

Senior Operations Executive Assistant

Chevron PALP
10.2022 - 12.2023

Sr Project Executive Assistant /Operations Support Specialist

Zachry Group
08.2021 - 08.2022

Project Controls

BROCK GROUP
03.2020 - 11.2020

Executive Assistant

KILGORE INDUSTRIAL
04.2017 - 06.2018

Executive Assistant

TRANS-GLOBAL SOLUTIONS INC
10.2012 - 12.2013

Executive Assistant

BELLVERDE HOMES, LLC
06.2011 - 11.2012

Executive Assistant

PORT OF PORT ARTHUR
02.2009 - 04.2010

Senior Staffing Supervisor / Executive Assistant

SILVA EMPLOYMENT NETWORK
06.2008 - 02.2011

Teller/Personal Banker

WELLS FARGO BANK
06.2007 - 08.2008

Timekeeper/Payroll Associate & Collection Agent

CONN'S CORPORATE OFFICE
03.2005 - 08.2010

Associate of Applied Psychology

Lamar State College - Port Arthur

The Dale Carnegie Women's Leadership Academy

High School Diploma -

Port Neches - Groves High School

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Carlee Hoosier