Shannon Gallagher Scales
Lakeside,USA
Summary
Administrative professional with a focus on enhancing efficiency in accounts payable and vendor relations. Proficient in invoice processing, logistics, and procurement, ensuring accurate financial records and timely payments. Committed to supporting diverse teams and maintaining operational continuity.
Overview
13
13
years of professional experience
Work History
Accounts Payable Specialist
RESTAITE ENGINEERING, INC.
San Diego, CA
04.2025 - 02.2026
- Input invoices for accounts payable using Contractor V software, ensuring accuracy and compliance with company protocols
- Managing accounts payable for separate entities and vendors
- Tracked and ensured timely and accurate payment of invoices through Excel, minimizing discrepancies and enhancing vendor relations
- Process due invoices for payments after approval and print checks for mailing
- Established and maintained relationships with new and existing vendors to support efficient procurement and service continuity
- Ensured availability of office and kitchen supplies to support daily operations.
- Front receptionist duties, greeting visitors and directing contractors and vendors to yard personnel
- Completed additional responsibilities to enhance workflow efficiency
Administrative Assistant
MICHELS PACIFIC ENERGY
San Diego, CA
07.2022 - 03.2025
- Daily creation of invoices using DINERO, excel and REVU, entering SAP, and logging on billing trackers
- Corrected customer-invoiced adjustments for accurate SAP entries
- Reviewed and logged vendor invoices for record keeping, billing accuracy, and comprehensive reporting
- Prepared monthly accrual reports for distribution program oversight
- Updated payments from customers on various accounting trackers
- Backup support for printing job packets and payroll
- Backup support for sending invoice approvals to customers for review and approval
Track Administrator
VALERO REFINERY
Benicia, CA
05.2021 - 01.2022
- Monitored timekeeping processes using software program to ensure accuracy and compliance.
- Reviewed daily badge reads to ensure work schedules match payroll system
- Managed administrative non-bill timekeeping to maintain accurate records.
- Formatted excel files to ensure timekeeping data compatibility for seamless uploads.
- Completed monthly safety audits
Project Administrator II (Contract to hire)
Pinnacle Power Services
Vallejo, CA
09.2020 - 04.2021
- Produced and distributed final invoices for projects using DASH, PENTA, and Google documents, ensuring timely billing and accurate financial records.
- Managed document control projects, ensuring proper organization and retention of project documentation to facilitate easy access and compliance.
- Supported Project Managers with document preparation and retention for various projects
- Used DASH system management for electrical and construction projects
- Used Google excel trackers for invoice billing, job status reports, and timekeeping
Executive Assistant
UNICO MECHANICAL CORPORATION
Benicia, CA
02.2019 - 03.2020
- Assisted Pump Repair Shop Manager with day and swing shift operations, directing work, ordering materials, and confirming customer requests to ensure smooth operations
- Supported procurement, payroll, shipping, and receiving departments by managing daily operations and completing essential tasks.
- Created weekly job status updates for management and sales team detailing daily labor and material costs to facilitate project tracking
- Analyzed payroll hours to contract hours ensuring project budgets were in line with customer agreements
- Developed a purchase log of materials, tooling, and consumables to capture cost comparisons of projects and overhead
Operations Scheduler / Document Controller (Contractor)
ROBERTS TECHNICAL SERVICES / Marathon Refinery
Martinez, CA
02.2018 - 02.2019
- Scheduled three hundred operators using Workforce/Workday software, ensuring effective communication through emails and phone calls
- Document control specialist for HHS Department for major project audits
- Assisted payroll with implementing changes to operator pay rates, holidays, and vacation schedules per Union guidelines
- Supported contractor onboarding for HHS Department by verifying IDs and safety certifications were current and valid
Turnaround Administrative Assistant (Contractor)
PTS STAFFING/CONOCO PHILLIPS 66 Refinery
Rodeo, CA
02.2015 - 12.2017
- Coordinated contractor onboarding using payroll software, conference calls, and confidential personnel files, ensuring all licenses and certifications were valid to facilitate smooth integration of new contractors
- Collaborated with contractor timekeepers to meet payroll deadlines, which included timesheet review and approval, while analyzing clock exceptions to meet union guidelines for any overtime and per diem regulations
- Cost analyzed materials, PPE, consumables, tooling, and rental contracts for company purchases and contractors submissions, which resulted in average savings of $60,000 per year
- Oversaw project materials, office supplies, purchase orders, rental equipment, and final invoicing to ensure project timelines and budget compliance
- Trained staff for special projects, provided support to onboarding specialists, and maintained organized workspace to enhance operational efficiency
Learning Coordinator (Contract to hire)
PG&E
San Ramon, CA
04.2013 - 12.2014
- Developed training curriculum in collaboration with creators, editors, publishers, and outside vendors to ensure quality and relevance
- Supported Delivery Leads, Instructors, and Curriculum Development Team which included maintenance of training curriculum and ordering of equipment for training classes to meet crucial deadlines
- Coordinated logistics for training classes at onsite/offsite locations which included catering and special needs
- Prepared materials for classes by coordinating with copy service vendors and managing office supplies to support all classes
- Processed Concur expenses for HR Academy Manager, trained peer positions, ordered office and classroom supplies.
- Achieved monthly savings of approximately $1,000 by recycling office supplies for classrooms
Education
Associate of Applied Science - Medical Office Management
Kelsey Jenney College
San Diego, CA06-1995
Skills
- Accounts payable
- Invoice processing
- Accounts payable review
- Financial reconciliation
- Payment coding
- SAP: e-payables
- SAP: purchasing
- SAP: requisitions
- Payroll processing
- Accounts receivable
- Concur Expense reporting
- Document control
- Document management
- Vendor relations
- Calendaring
- Google Suite
- Microsoft Suite
- Bluebeam/Adobe
- Attention to detail
- Confidentiality
- Stakeholder communication
- Customer Service
- Teamwork
- Payroll software adaptability
- Credit reconciliation
- Account reconciliation
- Contractor onboarding
Timeline
Accounts Payable Specialist
RESTAITE ENGINEERING, INC.
04.2025 - 02.2026
Administrative Assistant
MICHELS PACIFIC ENERGY
07.2022 - 03.2025
Track Administrator
VALERO REFINERY
05.2021 - 01.2022
Project Administrator II (Contract to hire)
Pinnacle Power Services
09.2020 - 04.2021
Executive Assistant
UNICO MECHANICAL CORPORATION
02.2019 - 03.2020
Operations Scheduler / Document Controller (Contractor)
ROBERTS TECHNICAL SERVICES / Marathon Refinery
02.2018 - 02.2019
Turnaround Administrative Assistant (Contractor)
PTS STAFFING/CONOCO PHILLIPS 66 Refinery
02.2015 - 12.2017
Learning Coordinator (Contract to hire)
PG&E
04.2013 - 12.2014
Associate of Applied Science - Medical Office Management
Kelsey Jenney College