Jenny Saepan

• Assist project managers on the work efforts of numerous capital and infrastructure projects within the Planning, Design, and Construction (PDC) department.
• Participate in developing project plans, and coordinate aspects of communication, as well as document preparation.
• Monitor project plan progress and resource utilization, ensuring effective use of tools; report on project risks, issues, and barriers, availability of resources, and other variances.
• Ensure appropriate updates to standard project dashboards, and other communication media.
• Assist in the creation of slide decks and summaries for presentation to project executives and/or sponsors.
• Ensure project artifacts and dashboards are maintained in compliance with PDC standards.
• Track, follow up, and manage assigned action items.
• Maintain, manage, and distribute project documentation.
• Generate and maintain project tools and templates.
• Responsible for the coordination of meetings by scheduling, generating, and distributing meeting minutes.
• Supervision of move and installation vendors, including ensuring all meet hospital vendor and non-employee requirements.
• Utilization management of furniture and equipment surplus, and disposal of non-standard, or unfit items.
• Assist project managers with budget management by requesting vendor proposals, submitting requisitions, tracking purchase orders (POs), and updating cost reporting.

Promoted from Project Coordinator II position in June 2021

• Facilitated the successful implementation of complex projects, including scheduling, coordination of communication, data management, document preparation, and process improvement.
• Assisted in the RFP (Request For Proposal) process of the janitorial contract for the entire research institute, which resulted in vendor award recommendation, evaluation and negotiations, legal review, and ultimately contract execution.
• Ensured the efficient flow of the work process across diverse and cross-functional teams by effectively supporting the development and maintenance of project-related tools, policies, training materials, and methods/procedures for communication and coordination with internal teams, external departments, and community providers, payers, and agencies.
• Collaborated successfully with the project team in implementing operational solutions through strong communication and coordination skills.
• Oversaw a moderate to high volume of complex work in support of the project, and ensured that effective communication among stakeholders and project staff was maintained at all times.
• Conducted weekly, comprehensive building inspections to maintain a high level of cleanliness and appearance of the Research campus.
• Implemented additional cleaning protocols due to COVID-19, thereby limiting the spread of the virus across the campus.
• Monitored budgeting and financial management of the department’s budget by acting as the point person for submitting purchasing requisitions and tracking all open purchase orders, as well as implementing monthly meetings to review budgets.
• Created cost-savings analysis that helped reduce costs across the organization, thereby meeting departmental budget goals for the next fiscal year.
• Provided highly efficient administrative support to engineers and technicians, which allowed them to focus on building maintenance responsibilities.
• Coordinated vendor quotes that helped facilitate successful pricing negotiations, and scheduled walk-throughs with contractors and vendors to execute projects and services.
• Provided correct coding in a timely manner, thereby ensuring that vendor invoices are paid on time.
• Built strong relationships with internal departments as well as external vendors and partners in order to facilitate successful collaboration on projects.

• Monitored the execution of contracts, insurances, contractor’s license status, and up to date certified payroll to ensure that subcontractor compliance requirements were met.
• Reduced liens filed against owners and their projects by effectively mitigating financial risks, including obtaining and tracking supplier preliminary notices as well as subcontractor and sub-tier lien releases.
• Established and maintained excellent communication with subcontractor by addressing payment disputes and related questions through strong research skills, as well as resolving issues as quickly as possible.
• Ensured that invoices were created accurately and submitted correctly by meticulously reviewing contracts and its billing/payment processes, and using the required templates appropriately.
• Collaborated with project managers to ensure that projects remained within budgets.
• Provided efficient support to the company’s financial reporting by ensuring that payables and receivables were systematically posted, thereby generating accurate reports.
• Assisted in the processing of weekly expense results that helped facilitate the timely reimbursement of charges.

• Managed the preparation, processing, and tracking of all project-related documents in a highly efficient manner, including fee proposals, contracts, change orders, document releases, payment applications, and certificates of substantial completion.
• Ensured the timely and efficient processing of RFI’s and submittals by serving as the point of contact for receiving, documenting, routing, and checking the accuracy of forms and documents submitted.
• Assisted architects in the timely submission of drawing sets by providing efficient organization and compilation of floor plans from all trades, thereby helping facilitate successful transactions and approval of projects.
• Collaborated with lawyers and other people involved in the contract process of a project by drafting consultant contracts, participating in review meetings, making the appropriated changes, and routing for review and signature executions.
• Helped facilitate the turnover stage of a project by compiling project closeout documents.
• Participated in the interview and hiring process of Project Administrators.
• Handled the coordination and processing of domestic and international travel for project managers, architects and partners.
• Managed meetings successfully through strong skills in planning, communication, and coordination, thereby ensuring that everything needed for a smooth work flow is well taken care of.
• Maximized work efficiency by actively participating in the continuous improvement of construction processes and implementation of best practices.

• Served as operation and project management support for project executives, project managers, project engineers, and estimators.
• Helped facilitate a more seamless work flow by assisting project managers and executives with the production of contracts, work orders, purchase orders, and change orders for owners and subcontractors.
• Strengthened the efficiency of projects’ estimating/bidding process by actively participating in creating bid invites and site walk announcements, as well as uploading bidding documents of architects and owners for RFPs.
• Facilitated successful project startups by providing effective assistance, including uploading budgets into system as well as completion of projects through compilation of closeout documents for clients such as operation and maintenance manuals.
• Provided field site support by collaborating with owners and architects in punch list walks.
• Ensured that insurance coverage for ongoing projects remain current by effectively tracking and updating subcontractor and owner Certificate of Insurance.
• Oversaw the jobsite’s compliance to safety protocols by obtaining subcontractor safety forms for ongoing projects.
• Assisted the Accounting department in obtaining all required compliance items from subcontractors to facilitate the timely release of payment.
• Handled the ordering and plotting of reprographics & drawings for projects.

• Supported the project accounting team with 7-10 account managers by effectively creating and submitting monthly client project billings, including payment applications, affidavits, and lien waivers, resulting in a more efficient work flow process.
• Helped create a more effective accounting department by providing overall support, including posting of invoices, credit memorandums, and interaction with customers to resolve billing discrepancies and inquiries.
• Maintained risk management by obtaining Certificate of Insurance and Payment, as well as Performance Bonds for new and ongoing projects and ensuring they are up to date.
• Provided closeout support by creating Operations and Maintenance manuals and documents for completed projects.
• Processed general contractor documents such as contracts and Change Orders for new and ongoing projects.