Overview
Work History
Skills
Timeline
Generic

Madelynn Gallman

League City,Texas

Overview

15
15
years of professional experience

Work History

Project Coordinator and Treasurer

Ingenia Design Services
05.2020 - Current
  • Kept projects on schedule by managing deadlines and adjusting workflows.
  • Supervised multiple projects from project start through delivery by prioritizing needs and delegating assignments.
  • Enhanced team collaboration through regular meetings, fostering a positive work environment for increased productivity.
  • Liaised between departments to facilitate communication and keep appropriate parties updated on project developments.
  • Created job files for each project and maintained current data in each file.
  • Coordinated cross-functional teams to achieve seamless collaboration in achieving project objectives.
  • Played an active role in brainstorming sessions held for the purpose of generating innovative ideas/solutions which could potentially be incorporated into existing/new projects being undertaken by the company.
  • Managed budgets effectively, ensuring resource allocation was optimized for maximum project success.
  • Maintained database and spreadsheets with accurate inventory and status.
  • Improved client satisfaction with timely updates and transparent communication throughout the project lifecycle.
  • Maintained accurate documentation of all projects, facilitating efficient audits and future reference.
  • Responded to requests for information on materials to inquiring parties.
  • Facilitated frequent progress reports and presentations to keep management informed about ongoing activities within their respective domains.
  • Tracked hours and expenses to keep project on task and within budgetary parameters.
  • Assisted with onboarding newly hired staff members and coached on task prioritization.
  • Elevated overall quality of completed projects by consistently monitoring progress and addressing issues proactively.
  • Decreased project completion times by efficiently prioritizing tasks and delegating responsibilities to team members.
  • Developed comprehensive project plans, outlining scopes, timelines, deliverables, and milestones.
  • Identified potential risks and developed mitigation strategies to minimize disruptions to project timelines.
  • Ensured prompt resolution of any conflicts or obstacles encountered during the course of a project''s execution phase, helping maintain smooth workflow across departments involved in its completion process.
  • Managed competing demands and professionally adapted to frequent change, delays and unexpected events.
  • Kept corporate and client information confidential, adhering to data safety measures.
  • Negotiated contracts with vendors and suppliers, securing favorable terms for cost-effective procurement of resources needed for each project''s success.
  • Collaborated with stakeholders to define clear project goals, leading to consistent alignment with expectations throughout the process.
  • Assisted in developing training materials and organized workshops aimed at enhancing skill sets among staff members working under various capacities on different projects within the organization.
  • Implemented change management processes that minimized disruptions while maintaining forward momentum on projects.
  • Photocopied, distributed and emailed documents to project managers.
  • Led resolution of critical project issues, mitigating risks and preventing significant delays in project milestones.
  • Increased stakeholder satisfaction by providing comprehensive weekly project updates and forecasts.
  • Implemented digital project tracking system, simplifying progress monitoring and improving project delivery timeframes.
  • Led project documentation efforts, ensuring accurate and timely updates were accessible, significantly reducing information gaps.
  • Enhanced project scope definition processes, resulting in clearer project objectives and expectations from outset.
  • Developed risk management plans that effectively minimized project disruptions, maintaining momentum in face of unforeseen challenges.
  • Reported regularly to managers on project budget, progress, and technical problems.
  • Developed and implemented project plans and budgets to ensure successful execution.
  • Reconciled monthly statements, invoices and expense accounts, keeping records accurate, and current.
  • Prepared and presented financial reports to inform senior management and board of directors.
  • Coordinated international transactions, managing currency exchange and transfer risks.
  • Managed budgets, assets, portfolios, accounts payable, and receivable and general financial reporting procedures.
  • Created and distributed reports on internal and external finances, audits, and budgets.
  • Managed daily financial functions in collaboration with accounting and payroll personnel.
  • Provided treasury and cash management by overseeing reconciliation of banking activity, credit card processing, and sales tax returns.
  • Managed outstanding balance amounts by evaluating reports and determining collection statuses.
  • Used QuickBooks, Smartsheet and Excel to prepare external audit documentation and financial reports to assist management in operational planning and key decision making.
  • Reviewed contracts financially impacting company and counseled executive leaders on impact contracts would have on company operations.
  • Oversaw accounts payable and receivable operations for Steel Detailing and Engineering businesses with over $200,000 in monthly expenses.
  • Monitored project progress, identified risks and took corrective action as needed.
  • Tracked project and team member performance closely to quickly intervene in mistakes or delays.
  • Payroll in QuickBooks, tax payments on ETPS, and 401K payments in Fidelity.
  • Kept track of employees timesheets to ensure accurate project cost.
  • Create vender purchase orders in QuickBooks and manage vender job status, vender invoices, and payments to venders.
  • Create quotes for new jobs in QuickBooks and manage the sales tracking on the pending quotes.
  • Create and send invoices to customers and ensure on time payments.
  • Send lien notices for past due payments.
  • Create, send, and coordinate the status of RFIs.
  • Create transmittals, upload drawings and calculations to transfer sites, then submit to customers.
  • Manage state PE licensing, Firm licensing, and registered agents for over 30 states and register for any new licensing needed for any projects.

Office Manager

Abry Brothers Foundation
01.2016 - 05.2020
  • Provided exceptional customer service when addressing client inquiries or concerns via phone calls or email correspondence.
  • Maintained accurate financial records by reconciling accounts payable/receivable transactions regularly to ensure balanced budgets.
  • Oversaw office inventory activities by ordering and requisitions and stocking and shipment receiving.
  • Conducted regular inventory assessments of office supplies, ordering necessary items proactively to prevent stock shortages.
  • Enhanced team productivity by delegating tasks effectively and overseeing daily workflow.
  • Coordinated office events and meetings, ensuring timely execution and optimal scheduling for all participants.
  • Streamlined office operations by implementing efficient filing systems and organizational strategies.
  • Made sales calls from the company website, Angie's list, and other promotional sites.
  • Took sales calls on a multiline system.
  • Collected customer payments.
  • Payroll in QuickBooks.
  • Accounts payable and receivable.
  • Coordinated construction crews schedules in five different states.
  • Scheduled the sales leads in 5 different states.
  • Coordinated the warranty crews.
  • Collected the estimates from the salesmen and sent the customer the formal estimates.
  • Handled the BBB accounts.

Document Control Specialist

Schneider Electric
06.2015 - 01.2016
  • Maintained version control for all documents, ensuring that only the most recent updates were in circulation at any given time.
  • Provided assistance with inbound and outbound document processes, document sorting, logging, and work order creation.
  • Created transmittals and sent them to the clients in a timely manner via email.
  • Used various FTP sites to send documents and drawings.
  • Ordered parts in SAP.
  • Processed invoicing.
  • Created manuals and procedures needed for the clients and meetings.
  • Created meeting minutes.
  • Ordered supplies.
  • Ordered and set up lunch meetings with clients.
  • Verified Engineering documents corresponded to ISO procedures and processes.
  • Utilized SAP to enter time and to update the status of projects.
  • Assisted with internal and external ISO audits.
  • Conducted training sessions for new employees on document control procedures, ensuring consistency across departments.
  • Collaborated with cross-functional teams to maintain accurate, consistent, and high-quality documentation standards.
  • Scanned, filed and transmitted various documents and adhered to digital filing procedures.
  • Carefully reviewed all documents and reports for completeness and accuracy.
  • Coordinated document exchange between departments, contractors, suppliers, and customers.
  • Used Adobe Acrobat, Blue Beam, and ProjectWise for document management and enhancements.
  • Monitored due dates and deadlines and worked to submit all documents on time or early.
  • Transmitted documents, organized revisions and tracked changes.

Document Control Specialist

Burns & McDonnell Engineering
08.2013 - 06.2015
  • Maintained version control for all documents, ensuring that only the most recent updates were in circulation at any given time.
  • Provided assistance with inbound and outbound document processes, document sorting, logging, and work order creation.
  • Scheduled client and vendor meetings.
  • Basic AutoCAD in micro station.
  • Utilized Project Wise data base, FTP sites, and DS track data base for sending out multiple kinds of different packages to the clients and to the field.
  • Ordered and managed the supplies for the office.
  • Hours tracking spreadsheets on excel.
  • Board reports and bill of materials for all of the client projects.
  • Created expense reports for upper management.
  • Created and coordinated Teams meetings with clients.

Chiropractic Assistant Manager

Delgado Chiropractic and Healthcare
06.2009 - 08.2013
  • Managed financial transactions accurately, reconciling day-to-day receipts from cash payments or insurance claims.
  • Supported chiropractic staff by managing inventory of medical supplies and ensuring timely re-ordering when needed.
  • Ensured prompt communication between patients and chiropractors through accurate message taking and relaying information as required.
  • Streamlined office workflow by organizing and maintaining an efficient filing system for patient records.
  • Took vitals.
  • Verified insurance.
  • Processed billing.
  • Open and closed clinic.
  • Improved patient satisfaction by providing efficient scheduling and appointment coordination.
  • Directed patients to exam rooms, fielded questions, and prepared for physician examinations.
  • Answered telephone calls to offer office information, answer questions, and direct calls to staff.
  • Adhered to strict HIPAA guidelines to protect patient privacy.
  • Updated patient information and insurance details for accurate electronic medical records.
  • Registered patients and completed associated paperwork for accurate records.
  • Received, recorded and filed medical payments by check, cash, and credit card.
  • Gathered forms and copied insurance cards to collect patient information for billing and insurance filing.
  • Restocked each medical room with adequate supply of medications and supplies in preparation for patients.
  • Scheduled patient appointments in respective doctors' calendars and followed up with reminder phone calls.
  • Obtained payments from patients and scanned identification and insurance cards.

Skills

  • Problem-Solving
  • Time Management
  • Detail Oriented
  • Project Management
  • Team Coordination
  • Documentation Management
  • Flexible and Adaptable

Timeline

Project Coordinator and Treasurer

Ingenia Design Services
05.2020 - Current

Office Manager

Abry Brothers Foundation
01.2016 - 05.2020

Document Control Specialist

Schneider Electric
06.2015 - 01.2016

Document Control Specialist

Burns & McDonnell Engineering
08.2013 - 06.2015

Chiropractic Assistant Manager

Delgado Chiropractic and Healthcare
06.2009 - 08.2013

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Madelynn Gallman