Minqing Mai
Seattle,USA
Summary
Directed administration and operational activities to align with project timelines. Oversaw the execution of complex projects from concept to completion while adhering to policies and regulations. Managed inter-connected programs and ensured effective coordination of cross-project activities. Streamlined performance by overseeing correspondences, calendar updates, and document preparation. Defined customer requirements and allocated resources to enhance project outcomes. Anticipated and resolved issues for clients, improving service delivery. Cultivated strategic partnerships with clients and stakeholders to drive organizational success. Willing to relocate: anywhere.
Overview
14
14
years of professional experience
1
1
Certification
Work History
Administrative & Service Operations Coordinator
Columbia Fire Inc.
Seattle, WA
08.2021 - Current
- Oversaw procurement strategies and material logistics to optimize service work efficiency.
- Achieved seamless project execution by creating detailed proposals and invoices while keeping customers informed on job completion. Fostered effective communication as the main contact for service work, connecting customers, vendors, subcontractors, and internal teams including operations, service labor, superintendents, field fitters, estimators, shop purchasing, and design. Streamlined service work documentation for accounting and finance departments. Enhanced sales team performance by providing quality support to meet monthly objectives.
- Managed appointment scheduling and technician dispatching to optimize service delivery and improve operational efficiency.
- Delivered outstanding service by addressing customer concerns promptly and maintaining a positive atmosphere in a dynamic setting.
- Conducted comprehensive oversight of fire sprinkler test report management, verifying compliance with safety regulations.
Fire Inspection Coordinator
Washington Alarm – Operations
Seattle, WA
02.2018 - 09.2020
- Oversaw fire alarm inspection processes to align with safety regulations and client specifications. Managed technician schedules and maintained comprehensive inspection documentation. Served as key liaison between clients and internal departments to enhance service delivery.
- Scheduled and executed fire alarm inspections, both routine and emergency, to uphold safety standards and regulatory compliance.
- Ensured meticulous documentation of inspection records and compliance reports to facilitate audits and regulatory assessments.
- Engaged with clients to ensure timely confirmation of appointments, deliver updates, and resolve service inquiries professionally.
- Ensured accurate billing and invoicing through meticulous verification of inspection completion and documentation integrity.
Key Holder/Assistant Manager
Daiso Japan
Seattle, WA
01.2012 - 12.2018
- Assisted in creating, maintaining, and updating purchase orders for gifts, cosmetics, and food items. Supported store promotions by applying knowledge of market trends and product offerings. Coordinated employee work schedules and handled cash management for store openings and closings.
- Collaborated with store leaders and staff to enhance sales performance. Assisted in tracking and creating customized items for customers.
- Oversaw inventory management and maintenance utilizing Daiso software, Microsoft Excel, and scanning technology.
- Cultivated strong relationships with customers to gain insights into in-store and phone demand.
- Trained new employees on store procedures and policies. Assisted in supervisory tasks during store manager's absence. Communicated updates to the manager via email.
Education
MBA -
Southern New Hampshire University
Hooksett, NH06.2027
Bachelor's degree - Business Administrative
Southern New Hampshire University
11.2025
Skills
- Facilitated cross-functional collaboration to enhance project outcomes
- Directed strategic planning and execution initiatives to align organizational goals
- Utilized Microsoft Excel to assist in data organization and analysis Supported team members in creating spreadsheets for project tracking Aided in generating reports to facilitate decision-making processes
- Assisted in organizing and maintaining accurate records Supported data entry and documentation processes Helped ensure compliance with record-keeping standards
- Assisted visitors with check-in and check-out processes Supported front desk operations by answering phone calls and addressing inquiries Maintained a clean and organized reception area
- Oversaw budget tracking processes to ensure financial accuracy and accountability
- Facilitated bilingual communication and translation services
- Assisted in creating staff training programs as office manager Supported team members in skill development through structured training initiatives Facilitated onboarding processes for new employees to enhance productivity
- Facilitated English language instruction to enhance communication skills
- Executed computer operations to ensure system functionality and efficiency
- Demonstrated exceptional organizational skills to streamline project workflows
- Cultivated comprehensive office experience through diverse administrative tasks
- Facilitated coordination of office activities to enhance operational efficiency
- Assisted in daily office operations to maintain efficiency Supported team members in project execution and administrative tasks Coordinated schedules and meetings to enhance communication
- Oversaw team operations and ensured efficient workflow management
- Executed comprehensive administrative support functions to enhance operational efficiency
- Executed invoice processing procedures to ensure timely payments and maintain vendor relationships
- Demonstrated proficiency in Mandarin Chinese, facilitating effective communication in diverse environments
- Assisted customers with inquiries and issues to enhance satisfaction Provided support through various channels to resolve concerns promptly Collaborated with team members to improve service delivery
- Assisted in managing financial records using QuickBooks Supported team in processing invoices and payments efficiently Aided in maintaining accurate bookkeeping and data entry
- Oversaw comprehensive management of office supply inventory and procurement processes
- Spearheaded continuous process improvement initiatives to enhance operational efficiency
- Assisted in typing documents and reports for team projects Supported colleagues by transcribing meeting notes and presentations Contributed to maintaining organized digital files for easy access
- Assisted in creating documentation for project processes and procedures Supported reporting efforts by compiling data and generating summaries Contributed to team meetings by providing updates on documentation status
- Ensured adherence to established policies and procedures across all operations
- Utilized Microsoft Outlook to manage daily communications and schedule meetings effectively Supported team members by organizing shared calendars and coordinating appointments Assisted in maintaining organized email correspondence for improved workflow
- Facilitated comprehensive budget preparation processes to ensure financial accuracy
- Executed accurate data entry processes to ensure information integrity
Certification
Certified Notary Public
Languages
Multilingual
Timeline
Administrative & Service Operations Coordinator
Columbia Fire Inc.
08.2021 - Current
Fire Inspection Coordinator
Washington Alarm – Operations
02.2018 - 09.2020
Key Holder/Assistant Manager
Daiso Japan
01.2012 - 12.2018
MBA -
Southern New Hampshire University
Bachelor's degree - Business Administrative
Southern New Hampshire University