Heather Stephens
Gilbert,AZ
Summary
Collaborative Project Management Assistant with skills in tracking and organizing project documents, managing vendor relationships, and coordinating material orders. Proficient in expense tracking, billing accuracy, and document management. Adept at supporting project managers and maintaining financial transparency for on-time project completion. Experience with software such as Clearstory, Blue Beam, Tekla and SAP.
Organized and dependable candidate successful at managing multiple priorities with a positive attitude. Willingness to take on added responsibilities to meet team goals.
Overview
11
11
years of professional experience
Work History
Project Management Assistant
SME Steel
04.2024 - Current
- Recorded time allocated to projects and updated master tracking documents.
- Tracked project documents during phase of development.
- Arranged material orders and fabrication resources for project completion.
- Managed vendor relationships by coordinating deliverables, resolving discrepancies, and negotiating favorable terms when necessary.
- Organized, distributed, and tracked project documents.
- Supported Project Managers with scheduling, task assignments, and progress monitoring for on-time deliveries.
- Maintained accurate records of all project-related expenses for financial transparency and accurate reporting.
- Relayed updates to senior team members and clients.
- Provided assistance with preparation of project-related reports, manuscripts and presentations
Project Billing Specialist
Rosendin Electric
06.2023 - 04.2024
- Managed a high volume of complex, multi-faceted projects with strict deadlines while maintaining consistent attention to detail and accuracy.
- Reduced invoicing errors by closely monitoring project budgets and tracking expenses accurately.
- Customized reports for management that provided valuable insights into key performance indicators related to project billing.
- Researched and resolved billing discrepancies to enable accurate billing.
- Audited and corrected billing and posting documents for accuracy. Cost code verification of charges to the project.
- Generated monthly billing and posting reports for management review.
Document Controller
Asarco Ray Mine
02.2022 - 11.2022
- Scanned, filed and transmitted various documents and adhered to digital filing procedures.
- Coordinated document exchange between departments, contractors, suppliers, and customers.
- Established and managed document distribution matrix and document control register.
- Used Adobe Acrobat and Blue Beam for document management and enhancements.
- Managed technical documentation flow of engineering, project management, and construction activities.
- Manipulated and converted documents to meet needs of individual personnel or projects.
Senior Office Manager
Tesoro Logistics
04.2014 - 02.2019
- Optimized office space utilization by reorganizing workspaces for better efficiency and collaboration.
- Coordinated logistics for events and meetings to ensure seamless execution without any glitches or delays.
- Maintained an organized filing system for easy access to critical documents and streamlined record-keeping practices.
- Assisted in the development of internal policies that fostered a positive work environment centered around inclusivity, diversity, and professionalism.
- Served as a liaison between upper management and staff members ensuring clear communication of goals, expectations, and policy changes throughout the organization.
- Oversaw expense tracking processes to maintain accurate financial records while identifying areas for potential savings or budget adjustments as needed.
- Facilitated the hiring process by conducting interviews, selecting suitable candidates, and onboarding new employees effectively.
- Developed strong relationships with vendors to negotiate favorable contracts for cost-saving purposes without compromising on quality or service delivery.
- Coordinated office events, seminars and meetings for staff and clients.
- Analyzed and solved multi-faceted problems that effected executive leaders and business initiatives.
Education
Associate of Applied Science - Medical Laboratory Science
Rasmussen College
Moorhead, MN03-2011
Skills
- Tracking spreadsheets
- Document coordination
- Database entry
- Project Management
- Staff Management
- Compliance Monitoring
- Logistics Management
- Schedule Maintenance
- Administrative expertise
Timeline
Project Management Assistant
SME Steel
04.2024 - Current
Project Billing Specialist
Rosendin Electric
06.2023 - 04.2024
Document Controller
Asarco Ray Mine
02.2022 - 11.2022
Senior Office Manager
Tesoro Logistics
04.2014 - 02.2019
Associate of Applied Science - Medical Laboratory Science
Rasmussen College
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