ERIKA SANTIAGO-LOPEZ
San Leandro,CA
Summary
Driven and resourceful administrative professional with 10+ years of experience assisting with work of high-achieving executives. Track record supporting professional needs with well-organized precision. Successfully manages high-volume workloads in rapidly changing environments. Highly organized, meticulously detailed oriented, proactive and punctual with a team-oriented mentality. Adaptable and driven with exceptional work ethic and motivation to thrive.
Overview
10
10
years of professional experience
1
1
Certification
Work History
Project Administrator
XL Construction
07.2022 - 10.2023
- Managed, created, and submitted monthly pay application for project which included an industry standard G702, schedule of values, associated back-up and any additional billing documents as required by Owner.
- Verified Sub pay app by ensuring subcontractors have XL’s required billing documents, schedule of values, and sub conditional waiver.
- Reviewed, coded, and approved all invoices for the project.
- Reviewed cost reports for coding and labor rate accuracy, ensuring all monthly items were being accounted and invoiced for.
- Worked to resolve any billing questions the Owner or Subcontractors may had.
- Managed, created, and submitted retention invoice(s) to Owner.
- Tracked and managed lien waiver logs as required by Owner or project.
- Reviewed reporting to support and aid in development of the monthly pay application.
- Tracked payment from Owner as well as to our subcontractors.
- Reviewed the prime contract by following the terms and conditions throughout the entire project.
- Created and issued Subcontracts with associated exhibits and contract documents as specified by project requirements.
- Tracked subcontracts for execution, by reviewing for any markups, or following up of any delays in processing.
- Created and issued subcontractors change orders and tracked for fully executed copies.
- Created and tracked potential cost impacts within XL’s accounting and cost management software.
- Managed, tracked, and obtained insurance certificates as required.
- Managed, tracked, and maintained any insurance programs (OCIP, CCIP, etc.) as required by Owner or project.
- Reviewed and communicated with subcontractors their statuses and requirements for compliance.
- Prepared preliminary lien notice to the Owner.
- Kept project files (electronic and if needed hard copy) complete, accurate, and up to date.
- Maintained project information in company software systems.
- Pulled permits from the city for project team as needed.
- Managed, tracked, collected, and packaged closeout documents as required by Owner and project. This included closeout binders to Owner, and archiving of materials such as permits and as-builts.
- Supported team with trailer jobsite set-up and demobilizing of trailer.
- Assisted with collecting prequal information or other required forms as needed for setting up new vendors and maintained status for current vendors.
- Supported team with reviewing, maintaining, and tracking drawing sets and specs during course of project.
- Supported the Project Manager with new job setup items such as, getting Insurance established, helping complete internal new job setup forms, and ensuring labor rates were set up accurately with accordance of Contract terms.
- Managed various jobsite needs such as, ordering supplies, coordinating fixes to any office equipment, jobsite event coordination, and ordering lunches.
- Tracked as required for: PLA requirements, Skilled & Trained reports, Certified Payroll requirements, UBE tracking, R&D tax credit, and others.
Assistant to the Project Manager
Macks Craic, Inc.
05.2022 - 06.2022
- Attended weekly OAC project meetings and produced meeting minutes for each meeting.
- Conducted bi-weekly site-walks to document contractor's progress.
- Supported project management staff on assigned project-admin related tasks, including but not limited to, taking meeting minutes, processing project related documents such as RFIs, Submittals, Daily Log Reports, Project Schedules and Progress Photos.
Office Manager / Marketing Assistant
Macks Craic, Inc.
02.2019 - 03.2022
- Provided administrative assistance to all staff.
- Inputted and filed time cards, client billing/payments, vendor invoices, expense reports.
- Processed insurance certificates and maintained certificate files.
- Maintained status reports and updated billing projections for Cost Estimating jobs.
- Managed incoming and outgoing mail, filing and meeting coordination.
- Inventoried and ordered supplies to maintain consistent access to required items.
- Oversaw company database and verified accurate updates and proper file management.
- Maintained office organization, appearance and office machines.
- Coordinated/scheduled meetings and events, created agendas and assisted in their planning, updated meeting agendas for office meetings.
- Assisted with production of marketing materials for potential project/construction management and Cost Estimating submittals.
- Formatted, proofread, printed and collated presentations and deliverables.
- Updated project/clients lists and maintained company website.
- Performed internet research and database maintenance.
- Maintained status of marketing leads, submittals and other deliverables.
- Maintained/updated Project Tracker.
- Supported project management staff on assigned project-admin related tasks, including but not limited to, taking meeting minutes, processing project related documents such as RFIs, Submittals, Daily Log Reports, Project Schedules and Progress Photos.
- Assisted in set up of new projects on project management system (Procore) and provided ongoing document control in such system.
Office Manager
Total Works Corp
11.2017 - 06.2018
- Streamlined office operations by implementing efficient filing systems and organizational strategies.
- Enhanced team productivity by delegating tasks effectively and overseeing daily workflow.
- Managed all HR functions for new and potential hires and maintained employee personnel files.
- Coordinated and managed accounts receivable, accounts payable, allocation of expensed items to proper chart of accounts categories, preparation and deposit of receipts, and petty cash distribution.
- Scheduled training classes and state exams for contracting licenses and permits.
- Processed payroll through Quickbooks and prepared and distributed payroll and vendor checks.
- Created and presented daily, weekly, and monthly financial reports.
- Scheduled and composed potential client estimates while maintaining current client relationships.
- Assisted with light marketing work and sales process.
- Attended weekly management meetings.
Executive Assistant
Economy Lumber Company
03.2017 - 11.2017
- Streamlined executive communication by managing emails, phone calls, and scheduling appointments.
- Enhanced productivity by organizing travel arrangements and coordinating accommodations for executives.
- Maintained confidentiality with sensitive documents, ensuring proper storage and distribution as needed.
- Provided support for general store staff such as cashier and receptionist.
- Provided support for Millwork sales department, including creation of sales quotes, invoicing received orders, placing orders with vendors, handling returns for bad or cancelled orders, and maintaining customer and vendor relations.
- Provided support for Receiving department, including receiving daily stock and special orders, reporting any damaged wrong orders to sales person, ensuring all returns went back to original vendor, loading and offloading vendor trucks using a forklift, and assisting customers when picking up special orders.
- Maintained inventory and places orders for stock products such as lumber, doors and windows accessories, and millwork shop items.
- Created, organized and oversaw Millwork boneyard.
Office Manager
Divine Home Care
10.2016 - 02.2017
- Direct management of Peninsula office - Transition for Peninsula office, hiring and training office staff.
- Direct management of East Bay Hiring and Recruiting Team - Created and monitored strategy, recruiting plan and implementation.
- Exhibited manager level strategy and execution with management team, including but not limited to, conducting annual planning, strategy and reviews, assisting monthly managers lunch/meeting and being involved in issue resolution.
- Responsible for project management in large projects such as software updates (clear care), HR laws and compliance (HCSB), amongst others.
- Accountable for other general duties such as assigning and monitoring clerical, administrative and secretarial responsibilities and tasks amongst office staff, coordinating office staff activities to ensure maximum efficiency, evaluating and managing staff performance.
- Assisted in recruiting office and caregiving staff, including organization of orientation and training for hired individuals, coaching, mentoring and disciplining office staff.
- Established monitoring procedures for record keeping; analyzed and monitored internal processed, especially hiring and recruiting.
Office Manager
Total Works Corp
01.2016 - 10.2016
- Streamlined office operations by implementing efficient filing systems and organizational strategies.
- Enhanced team productivity by delegating tasks effectively and overseeing daily workflow.
- Managed all HR functions for new and potential hires and maintained employee personnel files.
- Coordinated and managed accounts receivable, accounts payable, allocation of expensed items to proper chart of accounts categories, preparation and deposit of receipts, and petty cash distribution.
- Scheduled training classes and state exams for contracting licenses and permits.
- Processed payroll through Quickbooks and prepared and distributed payroll and vendor checks.
- Created and presented daily, weekly, and monthly financial reports.
- Scheduled and composed potential client estimates while maintaining current client relationships.
- Assisted with light marketing work and sales process.
- Attended weekly management meetings.
Hiring & Records Assistant
Divine Home Care
08.2014 - 01.2016
- Followed Divine Home Care's process of recruiting, hiring and record keeping for applicants and caregivers.
- Served as company representative at job fairs and pop-up offices by scheduling, booking, advertising, attending and running such events.
- Led recruiting presentations at CNA schools and maintained back and forth communication with the Career Services Advisor at each school.
- Guided applicants in navigating and completing the hiring process, from initial contact through completion of the hiring process.
Administrative Assistant
Divine Home Care
08.2014 - 01.2016
- Managed front office and assisted office staff in overall operation.
- Supported executive staff through scheduling meetings, coordinating travel arrangements, and preparing crucial documents.
- Created reports, presentations and flyers using Microsoft Excel, PowerPoint and Word.
- Assisted Hiring and Records Department in all aspects of the hiring process.
- Coordinated holiday and company events, including creation of advertising and marketing ads/materials.
- Managed other projects that consisted of dealing with sensitive and confidential information.
Food Program Assistant Coordinator
Oakland Military Institute
08.2013 - 02.2014
- Received daily snack and dinner for students from CEI Food Program.
- Prepared clearly written and formatted documents and reports.
- Managed multiple projects simultaneously, ensuring timely completion and adherence to deadlines.
- Assisted in grant writing efforts, securing additional funding for program expansion and improvements.
- Assisted with planning and coordinating day-to-day and special program activities.
Century Program Leader
Oakland Military Institute
08.2013 - 02.2014
- Supervised the sign-in and sign-out sheets for classrooms.
- Assisted students with homework and projects.
- Conducted enrichment activities for students.
- Provided students with further help if needed one-on-one.
- Provided teachers with any materials needed.
- Answered main phone in the library.
- Translated flyers, letters, documents or in-person meetings for Spanish speaking parents.
Education
High School Diploma -
Oakland Military Institute
Oakland, CA2011-06-01
Associate of Applied Science - Business Administration
Heald College
Hayward, CA2013-04-01
Associate of Arts Degree - Business Administration
Heald College
Hayward, CA2014-01-01
Skills
- Sensitive/Confidential Information Handling
- Verbal and Written Communication Skills
- Collaborative Problem Solver
- Meticulous Attention to Detail
- Strong Organizational Skills
- Interpersonal Communication
- Exceptional Phone Etiquette
- Stress and Time Management
- Excellent Multi-Tasking Ability
- Project Management Administration
- Customer Service Skills
- Meeting/Event/Travel Coordination
- Accounts Payable/Receivable
- Procore Construction Software
- 60 WPM
- Bilingual (Spanish)
- HR Records Management
- Staff Management and Supervision
- Quickbooks
- Advanced MS Office Suite
Certification
- Blueprint Reading Certificate - 2021
- OSHA Training - 2021
Languages
Spanish
Native or Bilingual
Timeline
Project Administrator
XL Construction
07.2022 - 10.2023
Assistant to the Project Manager
Macks Craic, Inc.
05.2022 - 06.2022
Office Manager / Marketing Assistant
Macks Craic, Inc.
02.2019 - 03.2022
Office Manager
Total Works Corp
11.2017 - 06.2018
Executive Assistant
Economy Lumber Company
03.2017 - 11.2017
Office Manager
Divine Home Care
10.2016 - 02.2017
Office Manager
Total Works Corp
01.2016 - 10.2016
Hiring & Records Assistant
Divine Home Care
08.2014 - 01.2016
Administrative Assistant
Divine Home Care
08.2014 - 01.2016
Century Program Leader
Oakland Military Institute
08.2013 - 02.2014
Food Program Assistant Coordinator
Oakland Military Institute
08.2013 - 02.2014
High School Diploma -
Oakland Military Institute
Associate of Applied Science - Business Administration
Heald College
Associate of Arts Degree - Business Administration
Heald College
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