Gillian (Jill) Williams

Transferred from PCM Division. Worked as CEI Division Admin. Assistant, coordinating and maintaining a fleet of 44 trucks. Collaborated with field staff/inspectors, ensuring each had complete and mandated safety gear, and assisting, when needed, expediting the approval process for repairs, maintenance requests, and similar needs, through our fleet maintenance company. Filed paperwork for purchase of new trucks, and oversaw additional equipment fit-out (lights, signage, etc.); maintained weekly and monthly truck reports for mileage and billing. Managed/completed conference attendance registrations and hotel requirements, and organized travel arrangements via company travel website, completing expense reports as needed. Assisted with monthly draft billing to be sent on for final billing and mailing. Maintained positive communication and fostered professional relationships among coworkers and field staff. Assisted onboarding new employees, providing training, answering questions regarding protocols, and coordinating as needed to ensure a smooth integration into the team.

Assisted on all projects of $425-million Bond program. Projects included six new buildings, twelve existing building renovations, and multiple infrastructure jobs. Accountable for uploading necessary documents for retention into project-record system (AMPS), transcribing and organizing comprehensive meeting minutes, managed meeting arrangements and coordination of all PCM staff at three (3) campuses. Assisted client when needed, including completing procurement articles intended for Board presentation for financing needs, and working with the Purchasing Department and other college staff. Maintained excellent customer relations through prompt responses to inquiries, addressing concerns effectively, and building strong relationships. Liaised between clients, staff, and construction supervisors, maintaining effective lines of communication.

Worked for two Senior Principals, and Vice President of Operations. Responsible for managing their day-to-day calendars, meetings, and luncheons. Worked with them tracking credits for licenses and updating memberships to various architectural organizations. Worked with Vice President of Operations on staffing matters, maintained staff files, backed-up and monitored reception desk, handled confidential and sensitive information with discretion and tact. Coordinated travel arrangements for most members of staff, completed and submitted appropriate visa applications as required. Arranged bi-annual Senior Principals meetings including hotels for out-of-town members, transportation, meals, Senior Principal's dinner, and agendas.

Supported Senior Principal, Principals, and architectural staff within the studio. Role included drafting, verifying and documenting correspondence, transcribing reports, contracts, and AIA documentation. Monitored calendars, scheduled meetings, and arranged catering. Maintained and updated contract files for project teams and organized distribution of incoming mail. Assisted maintaining logs for AIA documents and construction submittals for consultants. Coordinated paper and electronic filing with filing clerk in Master Files.

Supported two developers working to build a luxury, high-rise, apartment building. Managed everyday office procedures, monitoring telephones and messages, general and confidential correspondence, and reports. Arranged meetings and monitored calendar of Principals, arranged travel, and functioned as general liaison for clients, consultants, and media. Printed and distributed plans using AutoCAD DWF, compiled, coordinated, and tracked, plans and specs via PrintSuite software. Oversaw on-site sales office, and worked with sales staff as required. Assisted in special, after-hours events, designed to exhibit the full-size model apartment and promote sales.

Coordinated, developed (when required), and maintained daily office routines, procedures, logs, telephones, correspondence, memos, AIA Contracts, specifications, and reports, along with orientation of new staff members. Maintained tracking logs for shop drawings, plans and specifications regarding distribution and responses by/from consultants, and ensured quick return to construction staff. Arranged meetings, travel, architects' schedules and maintained a smooth-running office. Interacted with all levels of company staff, clients, vendors, municipalities, and coordinated needs from other company divisions. Supervised an administrative assistant and participated in the process of interviewing, hiring, and training for most positions. Developed a strong working relationship with President and Vice President of division.