Marlene Olivas
Hutto
Summary
Analytical, highly adaptable Project Coordinator and Administration Professional with 10+ years of experience optimizing productivity, efficiency and service quality across various environments. Highly dependable, ethical and reliable support specialist and leader that blends advanced organizational, technical and business acumen. In-depth knowledge of a diverse array of core financial and accounting processes, with demonstrated capacity to successfully improve further corporate objectives. Effective Project Coordinator with expertise with coordinating large and complex projects from inception to delivery.
Overview
17
17
years of professional experience
1
1
Certification
Work History
Contract Administrator
Liberty Civil Construction/ River City Concrete
2023.05 - Current
- Adhered to legal and contractual requirements for compliant contract processes.
- Monitored incoming contracts and service agreements for correct pricing and information.
- Drafted, reviewed and revised contracts for accuracy and completeness.
- Facilitated communication between involved parties to enable timely contract sign-off.
- Create and maintain monthly pay applications (AIA), progress payment reports, and invoices.
- Responsible for providing assistance to assigned Project Managers in execution of multiple projects.
- Prepare and distribute subcontracts and change orders to Engineers and verified all were in compliance.
- Processed journal entries of adjustments to invoices and progress pay applications.
- Prepare and distribute purchase orders to subcontractors.
- Review, administer, and distributed tax exemption certificates from different entities.
- Reviewed lien documents for accuracy and distributed to delinquent parties.
- Reviewed and assisted with preparation of single source justifications and scope of work documents.
Project Coordinator
Brookfield Properties
2021.06 - 2022.12
- Kept projects on schedule by managing deadlines and adjusting workflows.
- Liaised between departments to facilitate communication and keep appropriate parties updated on project developments.
- Supervised multiple projects from project start through delivery by prioritizing needs and delegating assignments.
- Gathered requirements for ongoing projects and organized details for management use.
- Reported regularly to managers on project budget, progress and technical problems.
- Maintained open communication by presenting regular updates on project status to customers.
- Scheduled and facilitated meetings between project stakeholders to discuss deliverables, schedules and conflicts.
- Generated and submitted invoices based upon established accounts receivable schedules and terms.
- Reported financial data and updated financial records in ledgers and journals.
- Cross-checked purchase order, receiving report and invoice to validate invoice accuracy before payment.
- Executed billing tasks and recorded information in company databases.
- Handled account payments and provided information regarding outstanding balances.
- Monitored incoming contracts and service agreements for correct pricing and information.
- Coordinated changes to agreement which might occur during contract lifetime.
- Reviewed quotes from contractors to obtain best pricing and service for organization.
- Established and updated project plans and clearly communicated objectives to Engineers, Contractors, and management team.
- Analyze and track data, informing Project Manager of status updates and projections; predicted potential risk and collaborated to develop actions that reduced threat to objective.
Contract Administrator
DNT Construction
2012.03 - 2020.10
- Overseeing the contract signed by the company and ensuring whether all the points are accepted by both of the parties.
- Assured compliance with regulatory and contract requirements of labor and safety notices, liability insurance coverage, and business tax exempt forms.
- Coordinated and attended meetings as company's main contact to review contractual obligations.
- Responsible for contract management and administration in accordance with company policies, legal requirements, and customer specifications.
- Supported President in compilation review and analysis of contract department statistics, reports and workload.
- Prepare and distribute subcontracts and change orders to vendors and verified all were in compliance.
- Responsible for providing assistance to assigned Project Managers in execution of multiple projects.
- Performed project administration, including documentation management from bid proposal through close-out, preparing ad tracking submittals and change order requests.
- Administered general accounting functions, including establishing and maintaining vendor accounts, preparing and scheduling vendor payables, preparing client invoices, receivable collection efforts, and posting transactions and reconciliations.
- Prepared and maintained contract documentation and provided information to property and procurement departments.
- Create and maintain monthly pay applications (AIA), progress payment reports, and invoices.
- Prepared estimates and bid proposals with analysis of scope and specifications, quantity take-offs, and estimating spreadsheets.
- Initiate and maintain project and budget data into accounting/project management system.
- Processed Journal Entries of adjustments to invoices and progress pay applications.
- Performed reconciliation of A/R sub-ledger to General Ledger & resolved discrepancies.
- Responsible for assisting the President, Controller, and CFO with daily.
- Developed detailed requests for estimates used to kick off proposals.
Computer Operator
Pacesetters Personnel Services
2007.06 - 2012.03
- Generated reports covering details about data, system operation and error monitoring.
- Complied with data entry quotients to support time-sensitive project input milestones.
- Changed and replaced backup tapes regularly and performed detailed server backups.
- Verified accuracy of data, compiled spreadsheets by combining data from various systems.
- Coordinating with departmental staff in correcting any discrepancies in accounts and transactions.
- Process new hires, timesheet, terminations, garnishees and other deductions.
- Corrected data entry errors to prevent later issues such as duplication or data degradation.
- Maintained ongoing communication with relevant departments to confirm accurate data delivery.
- Assigned service/work schedules for workers as per their area of work.
- Researched and resolved any payroll issues with the payroll department.
Education
High School Diploma -
Sidney Lanier High School
Austin, TX06.2005
Skills
- Project Proposals
- Construction Bid Preparations
- Data Collection
- Workflow Processes
- Employee Timesheet Processing
- Accounts Receivable
- Contract Agreement Preparation
- Construction Administration
- Subcontracting Management
- Budgeting Proficiency
- General Accounting
- Project Tracking
Certification
- First Aid/CPR Certified
Languages
Spanish
Native or Bilingual
Timeline
Contract Administrator
Liberty Civil Construction/ River City Concrete
2023.05 - Current
Project Coordinator
Brookfield Properties
2021.06 - 2022.12
Contract Administrator
DNT Construction
2012.03 - 2020.10
Computer Operator
Pacesetters Personnel Services
2007.06 - 2012.03
High School Diploma -
Sidney Lanier High School
- First Aid/CPR Certified
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