JENNIFER R. NAZARIO
Davie
Summary
I am a dedicated, reliable, highly organized, personable individual, with over 18+ years of experience in project management, administrative support as well as working directly with clients and enhancing projects in the management and customer relations field. I am a very organized quick learner, and am able to excel working independently or in a team setting. I am seeking a permanent position where I can grow and apply my years of experience as well as knowledge
Overview
25
25
years of professional experience
Work History
Project Coordinator
Zarrella Construction, Inc.
01.2024 - Current
- Billed multiple projects weekly as well as monthly from project start through finish by prioritizing needs of the project through different CRMs such as Tremble/Flashtrack, Pro-core, Textura & Quickbooks.
- Kept project billing and material orders on schedule by managing deadlines.
- Liaised between departments and material vendors to facilitate communication and keep appropriate parties updated on project developments, billing and material orders.
- Photocopied, distributed and emailed documents to project managers and superintendents.
- Finalized and notarized all project billing.
- Responsible for receiving and processing all project change orders.
- Processed weekly subcontractor sub draws fo weekly payments.
- Processed all OCIP, General Liability and Umbrella Insurance for all ongoing projects, as well as continued to maintain all COI's up to date throughout the duration of each project for new and existing subcontractors.
- Processed weekly payroll for all project subcontractors.
- Entered Schedule of Values for each project into multiple CRMs.
- Processed NTO (Notice to Owner) for each project.
- Maintained database and spreadsheets with accurate inventory and status.
- Kept corporate and client information confidential, adhering to data safety measures.
- Managed competing demands and professionally adapted to frequent change, delays and unexpected events.
- Created job files for each project and maintained current data in each file.
- Assigned and tracked vendor P.O.s for each project.
- Reported regularly to managers on project budget, progress, and technical problems.
- Assisted with onboarding newly hired staff members and coached on task prioritization.
- Processed and sent out all project EWO's for each existing project.
- Responded to requests for information on materials to inquiring parties.
- Worked closely with each project superintendent and project estimator throughout the duration of each project to maintain project budgets.
- Kept track of retainage on all project billing through CRMs as well as Quickbooks.
- Entered all project billing into Quickbooks weekly as well as monthly.
- Followed up with Account receivables and payables.
- Assisted with the day to day office management and function.
- Complete, notarize and process project and vendor Lien releases monthly.
Executive Assistant / Project Coordinator
5 Diamond Construction
11.2019 - 12.2023
- Reviewed and maintained master calendar to coordinate meetings
- Scheduled and arranged travel and hotel reservations for meetings, conferences and seminars
- Opened, read and replied to e-mails, letters and correspondence on behalf of executives.
- Screened phone calls for executives to instantly identify priority clients and filter out spam calls.
- Managed and tracked expenses to meet company budget requirements.
- Tackled and addressed top-level, high-priority issues with professional administrative discretion.
- Entered customer information and updates in database system to track leads, interactions, relationships and propel sales opportunities.
- Leveraged word processing software to create proposals, letters and memos.
- Managed daily invoices, project updates and proposals.
- Followed proper accounting and bookkeeping procedures to support audits.
- Coordinated meetings and maintain work and project schedules for staff teams and executives.
- Obtained signatures for financial documents and internal and external invoices.
- Relayed messages, retrieved reports and printed documents for co-workers to assist with office workflow.
- Prepared invoices and drafted memos for executives.
- Facilitated communications by forwarding emails, transferring calls and filing documents.
- Participated in frequent communication with other administrative team members, human resources and finance department on special projects and events.
- Created and maintained computer- and paper-based filing and organization systems for records, reports and documents.
- Wrote and distributed executive meeting agendas and minutes to department heads and executive team members.
- Ordered catering or restaurant delivery to offer food and beverages to meeting and conference attendees.
- Coordinated multiple schedules using online calendaring system.
- Designed PowerPoint presentations for monthly divisional meetings with top-level executives.
- Coordinated executive and senior management vacation, day-to-day meeting and travel schedules.
- Managed physical and digital files, monitored spreadsheets and updated reports to coordinate project materials.
- Tracked and submitted employee timesheets to prepare for payroll processing.
- Responded effectively to sensitive inquiries or complaints.
- Responded to inquiries via email, telephone and social media platforms.
- Screened applicant resumes to coordinate both phone and in-person interviews.
- Identified emerging business opportunities and conducted initial outreach calls to establish contact with potential clients.
- Called on key decision-makers using phone, email and social touches to bring on new business.
- Set appointments to present solutions to prospective customers.
Executive Secretary / Office Manager
Recovery Yacht Refinishing, LLC
10.2010 - 10.2019
- Negotiate bids and pricing directly with vessel owners and captains - Making sure the hired painter has all the exact matching paints, formulas and materials needed for each project
- Process itemized photos for each customer vessel and estimate - Make travel arrangements for the hired/contracted painter if the project is done out of state or out of the country - Work directly with the captains as well as vessel owners to coordinate arrival dates and negotiate pricing and billing when needed - Provide paint expertise and consulting on different projects - Give customers office quotes and estimates - Processed accounts payable and receivables for the company via the Quick books system - Make sure all warehouse supplies needed for the workers maintain fully stocked
- Processed closing documents, title transfers, coast guard documentation and ownership documents for boat and yacht sales.
- Manage all orders for each individual project with different supply vendors - Visit the active and different properties/marinas where we have current projects -
- Create ads for new hires - In charge of making sure all the safety equipment throughout the warehouse and service areas was readily available to the employees
- Processed new hire paperwork and employee weekly payroll
- Manage, label and track all paint codes used - As customers arrive with their vessels I photograph the vessel and process a complete walk through to ensure all items are properly accounted for
- Drop off or pick parts, letters, etc.
- As needed for projects - Manage all office duties such as filing, responding to emails, scheduling customer meetings, answer all office telephone and service lines Schedule and coordinate all future projects
- Schedule and coordinate all future projects.
- Established strategic direction and goals to accomplish objectives.
- Recruited, hired and trained employees on operations and performance expectations.
- Strengthened company business by leading implementation of new projects and processes.
- Executed on-time, under-budget project management to adhere to project road map.
- Exceeded sales goals through upselling and cross-selling within existing client base as well as strategically attracting new business.
Executive Assistant
University of Miami Genetics Research
02.2001 - 01.2009
- Answer all incoming calls for all 6 genetic physicians - Answered all corresponding emails and forwarded to corresponding physicians
- Created yearly excel spending budget to submit to the NIH for 6 physicians and grants
- Applied and submitted grant applications for all 6 physicians directly to the NIH
- Managed doctors’ clinical schedules, meetings and conferences for 6 physicians
- Coordinated catered events and lunches on the medical campus for different events
- Reconciled monthly expense reports and submitted them to the Accounting department
- Collected and itemized all travel, meal and other expense receipts
- Reconciled all individual assigned expense credit cards for each physician
- Created physician CVs, power point presentations for meetings and teachings
- Purchased all necessary office supplies needed for the average day to day
- Schedule patient and attending physician interviews for the different clinical projects.
Education
Associates of Science -
University of Miami
02.2008
Skills
- Type 50 words per minute, proficient in Excel, Word, PowerPoint, Quickbooks Desktop, Buildertrend, Salesforce, Tremble/Flashtrack, Textura, Procore, Outlook, Google docs, Zoom, Teams App, as well as Quickbooks, Xactimate, Yachtclosure, Sharepoint, Licensed and bonded Notary Public
- LEADERSHIP: I am very knowledgeable in the day to day administrative office supportive functions, project management, office management, accounts payable and receivables as well as customer service I have technical knowledge of Budgeting and financial management, Talent management and staffing, Meeting coordination as well as training & development
Languages
I am bilingual and speak fluent English and Spanish.
English: Native/ Bilingual
Spanish: Native/ Bilingual
Timeline
Project Coordinator
Zarrella Construction, Inc.
01.2024 - Current
Executive Assistant / Project Coordinator
5 Diamond Construction
11.2019 - 12.2023
Executive Secretary / Office Manager
Recovery Yacht Refinishing, LLC
10.2010 - 10.2019
Executive Assistant
University of Miami Genetics Research
02.2001 - 01.2009
Associates of Science -
University of Miami
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