M. Janet Rocha

Executive Assistance:

• Provided support to the President/CEO and other Executives (CFO, Marketing/Estimating VP & Ops Dept).
• Organized, prepared & reviewed all Executive Expense Vouchers
• Managed Trade Conference Registrations & Trainings for Executives
• Travel arrangements for all Executives
• Crafted and submited company ads for advertising in trade publications or charity events
• Planned Holiday Party festivities and coordinated Toys for Tots program in with the local firehouse
• Managed and distributed the company’s Giants and A’s baseball season tickets
• Maintained and prepared company organizational charts
• Worked closely with CFO on Audits between company and parent company
• Assisted Marketing/Estimating with Pre-Qualifications. Marketing Ads-prepared and submitted. Reviewed Insurance/Bond Requirements for Bids. Maintained the Corporate Data Sheet; assisted with social media (company website and LinkedIn).
• Provided back-up assistance to the Safety & Operations Department.

Contracts/Subcontracts Administration:

• Reviewed and implemented department procedures.
• Assisted Project Engineers/Managers in training Protocols and & required forms.
• Prepared and managed all Preliminary Notices/Insurance Certificates/Bonds Requests – for subcontractors and general contractors.
• Contract/Subcontract & Change Order processing and tracking
• Responsible for annual Project Insurance Renewal Reviews and Distribution

Legal Administration & Insurance Claims:

• Maintained/Renewed Contractor’s License for the company
• Legal documentation or insurance defects/claims received: Review and provide notice to necessary parties – in house counsel; President; CFO, etc
• Maintained and updated hardcopy files and electronic reports, etc
• Analyzed and obtained the required project information to file mechanic Liens, Stop Notices, etc in a timely manner for filing with the courts.
• Maintained Lawsuit/Litigation History (to be used later for Pre-Quals/Bids, etc.)
• Received and reviewed Subpoenas– for accuracy, collected required information and notified proper parties

Office Manager:

• Records retention – tracked and enforced proper forms retention/destruction per parent company policy.
• Managed front desk (receptionist). Performed all duties when position was eliminated.
• Maintained the office supplies and streamlined the ordering process, keeping it efficient and not overstocked.
• Managed and maintained all building service/repairs; landscaping; janitorial; annual elevator reviews/permits; fire extinguishers recycling/shredding and vending machines.

Familiar with some aspects of Human Resources:

• Maintained and Prepared Non-Union/Union New Hire Packages
• Provided Non-Union New Hire Orientation & Paperwork (new hire; review benefits, etc.) & Non-Union Terminations/Resignation Paperwork
• Coordinated Annual Benefit Open Enrollment & Assist Employees
• Coordinated & maintained required training programs for all employees such as Harassment Prevention; Code of Conduct; Cyber Security, etc
• Coordinated and recorded educational seminars and other registrations for Project Managers/Engineers
• Provided assistance to prepare and launch the Business Continuity Plan.