James Phillips
ADMIN
Chicago,IL
Summary
Document Administrator at Regal Rexnord, specializing in data management and process optimization. Demonstrated success in improving operational efficiency through precise data entry and effective collaboration. Proficient in Microsoft Office Suite with a focus on continuous improvement and compliance in technical documentation.
Overview
13
13
years of professional experience
1
1
Certification
Work History
Document Administrator
Regal Rexnord
Downers Grove, IL
01.2023 - Current
- Manage technical documentation and processes, collaborating with Facilities Managers and Maintenance teams to enter and track technical data in the Maintenance Connect Database for machine breakdown analysis.
- Utilize data to monitor Key Performance Indicators (KPIs) for machine downtime and present trends in machine downtime situations.
- Assist Quality Engineering, Design Engineering, and Inspection teams with technical data entry and processing of non-conforming components (NC) and related paperwork.
- Facilitate the movement of components from NC hold to the next workstation in the plant.
- Manage the safety observation program and corrective actions outcomes, following up on action item completion.
- Prepare and submit various regulatory and inter-corporate reports for EHS processes, including sustainability, TRIR reports, facilities usage, and waste streams.
- Contribute to continuous improvement initiatives focused on sustainability and environmental impact.
- Managed the safety observation program, including data entry and upkeep of the corrective action item spreadsheet. Followed up on the completion of action items and distributed safety observation reports.
- Administered associate training, monitored and recorded weekly flow data, and conducted equipment inspections and mapping.
- Performed S.P.C.C. inspections, J.R.A., L.O.T.O. assessment procedures, chemical labeling, and hazardous waste inspections.
Administrative Assistant
Community Specialists
Chicago, IL
07.2022 - 12.2023
- Improved operational precision by effectively managing procedures and record-keeping, leveraging organizational, multitasking, communication, and customer service skills to support internal and external correspondence.
- Supported daily operations in a property management office, demonstrating self-driven critical thinking and problem-solving abilities with strong interpersonal expertise.
- Provided excellent customer service to residents, staff, Board members, and visitors, acting as a key point of contact for the property management office.
- Managed the daily work order system for maintenance staff, ordering and distributing service requests, and maintaining daily logs.
Transitions Specialist Admin
FirstService Residential
Chicago, IL
03.2021 - 07.2022
- Onboarded clients through the transition process, communicating effectively with the Board, owners, and Property Management.
- Ensured all departments received the required data through smooth document transfers from management companies or developers.
- Provided a wide variety of administrative support for property supervisors and collaborated with internal departments.
- Accurately processed, uploaded, organized, and tracked data, maintaining efficient communication with residents and management.
Administrative Assistant
The Habitat Company
Chicago, IL
01.2020 - 03.2021
- Ensured the smooth operation of the community environment by providing superior customer service and effective communication to residents and prospects.
- Prepared and maintained resident information, reorganized the filing system for the general office, and vendor files.
- Managed the daily work order system for maintenance staff, ordered and distributed service requests, and updated management and resident records.
- Served as a primary point of contact for the property management office, answering inquiries from management, residents, and visitors.
Account Executive
Sacco
Chicago, IL
06.2018 - 02.2019
- Served as a representative with a close attention to detail and outstanding follow-through, proficient in providing solutions and identifying key relationships.
- Scheduled meetings, presented opportunities to clients, and developed and delivered custom solutions, demonstrating strong interpersonal skills.
Consultant
Arhaus
Chicago, IL
01.2017 - 05.2018
- Maximized sales by guiding clients through selections, purchases, and deliveries with warm and friendly customer service.
- Assessed client needs and matched their requirements to product benefits.
Customer Service Inside Sales
MAYA
Skokie, IL
06.2014 - 06.2016
- Developed relationships between company products and key accounts and projects.
- Supported multiple tasks in a fast-paced environment, working effectively independently and as part of a diverse client collaboration team.
Coordinator
GMR INC
Chicago, IL
11.2012 - 01.2014
- Improved client relations, implemented procedures, and enhanced administrative services and operations.
- Negotiated contracts with vendors and suppliers, and developed customer organization structures.
Education
Bachelor of Science - Architectural Studies and Construction Technology
Andrews University
Berrien Springs, MI08-1995
Bachelor of Science - Art, Architecture, Theory, Design, Urban Studies, Art & Architectural History
School of Architecture
Berrien Springs, MI07.1991
Skills
- Administrative support and office duties
- Microsoft Office Suite proficiency
- Calendar management and scheduling
- Inventory management and supply ordering
- Resident relations and services
- Meeting documentation and minutes
- Verbal and written communication
- Confidential information handling
- Organizational skills and multitasking
- Problem-solving and decision-making
- Interpersonal collaboration
- Project coordination and management
- Contract negotiation expertise
- Data entry and attention to detail
- Microsoft Teams and SharePoint proficiency
- Proofreading and editing skills
- OSHA 10 certification
- First Aid/CPR/AED certified
Certification
- First Aid CPR/AED, American Red Cross, Adult and Pediatric, 01N972D
- OSHA 10, 10-hour General Industry Safety and Health, 24-901010812
- REAL ID Driver's License, P413-4526-9295, 10/06/26
Timeline
Document Administrator
Regal Rexnord
01.2023 - Current
Administrative Assistant
Community Specialists
07.2022 - 12.2023
Transitions Specialist Admin
FirstService Residential
03.2021 - 07.2022
Administrative Assistant
The Habitat Company
01.2020 - 03.2021
Account Executive
Sacco
06.2018 - 02.2019
Consultant
Arhaus
01.2017 - 05.2018
Customer Service Inside Sales
MAYA
06.2014 - 06.2016
Coordinator
GMR INC
11.2012 - 01.2014
Bachelor of Science - Architectural Studies and Construction Technology
Andrews University
Bachelor of Science - Art, Architecture, Theory, Design, Urban Studies, Art & Architectural History
School of Architecture