Summary
Overview
Work History
Education
Skills
Affiliations
Certification
Languages
Timeline
Generic

Shaye Faid

Lexington,USA

Summary

Professional administrative professional with track record in supporting executive leadership. Proven ability to handle confidential information and manage executive schedules effectively. Focused on fostering team collaboration and meeting dynamic business needs through exceptional communication and organizational skills.

Overview

13
13
years of professional experience
1
1
Certification

Work History

Records Mgmt. & Data Entry Specialist

ETAS - Contractor to the U.S. DOE
12.2022 - 04.2024
  • Acted as a supporting Team Member & Records Mgmt. Specialist to U.S. Dept. of Energy Portsmouth/Paducah Project Office (PPPO).
  • Prepared DOE hardcopy records for scanning & digitization by removing staples, repairing torn pages, properly batched records together for ease of scanning.
  • Utilized and marked legal-size banker’s boxes for organization and storage to indicate boxes containing information required to be scanned, already scanned, disposition or preservation.
  • Organized and separated ready to process and already processed records in boxes.
  • Tracked & updated Microsoft Excel Records Management Box Inventory Spreadsheet.
  • Searched and cross-checked FOIA Freedom of Info. Act website plus 3 (three) proprietary governmental websites for existing electronic copies of physical paper hard copy U.S. DOE PPPO documentation i.e., Emails, memos, blueprints, board of directors meeting books, payroll, employee grievances, medical records, environmental biometrics, contractor agreements etc.
  • Ensured physical hard copy duplicates uploaded into FOIA plus 3 (three) proprietary website search hubs were correctly boxed and stored for disposition.
  • Located electronic files from utilized website hubs and dragged/dropped into Microsoft SharePoint Legacy for U.S. NARA – National Archives and Records Administration.
  • Scanned physical documentation not found in 4 (four) internet hubs into Microsoft SharePoint.
  • Performed Data Entry to title, label and correctly categorize each document scanned and edit to ensure accuracy of Meta Data for documents scanned into Microsoft SharePoint.
  • Reported results of ongoing project to Records Mgmt. Supervisor and Dept. Project Lead.
  • Attended PPPO Records Mgmt. Security Training Modules & bi-weekly team meetings as required by Supervisor/Project Lead.

Executive Assistant & Office Coordinator

BrandSafway
10.2021 - 05.2022
  • Opened and Closed business office daily.
  • Coordinated, streamlined and completed office setup for business location move.
  • Acted as a liaison between all departments.
  • Answered phones for both branches.
  • Posted hiring ads and job descriptions to internet employment platforms.
  • Pre-Screened candidates for employment via phone contact.
  • Onboarded with confidentiality new hires I-9 & W9’s.
  • Requested debit pay cards for employees’ weekly pay.
  • Assisted payroll with set up of new employees’ personal information and changes and additions to existing employees’ allowances and pay raises.
  • Organized and maintained new and existing customer sales and construction project files for due diligence and auditing.
  • Billed, printed, stamped, mailed and emailed customer invoices for both branches.
  • Checked branch mailbox daily and distributed mail to appropriate departments.
  • Analyzed Daily and Monthly Aging Reports for accounts receivables and collections.
  • Created Microsoft Excel Collection spreadsheet for data entry and tracking of communications made with clients.
  • Performed Accounts Receivables and Collections duties via heavy phone contact for past due account balances to include checks, money orders, credit cards and wire transfers.
  • Negotiated payment arrangements for Collections accounts.
  • Collected successfully “$400K in past-due and arrears accounts in 2 (two) months”, utilizing heavy phone contact and Microsoft Outlook and Excel.
  • Entered, edited, corrected and updated new and existing vendor, client, and customer contact information for both branches.
  • Processed check requests for credit reimbursements due on customer accounts.
  • Provided training for safety of construction workers.
  • Attended required OSHA Compliance training.
  • Updated field construction workers’ job site safety documentation.
  • Completed daily COB Batch-Out for check and credit card payments received.
  • Requested safety work badges from client corporate offices for job sites.
  • Notarized and filed AIA Contractor’s Affidavits of Payment.
  • Signed, copied, and filed Bills of Lading for shipment manifests.
  • Processed construction and mechanics Liens and Lien Releases.
  • Requested new and renewed Certificates of Insurance for all projects.
  • Renewed and updated company vehicle registrations and insurances for work trucks and heavy hauling shipping and delivery vehicles for both branches.
  • Compiled weekly safety meeting material books for branch employees to read, review, and initial.
  • Forwarded required new hire and existing employees’ completed safety materials to Corporate Safety Manager. Scheduled maintenance for printers, fax machines and forklifts.
  • Maintained safety of branch premises reducing possibility of workplace injuries.
  • Ordered materials, parts, and PPE via Purchase Orders for ongoing and new construction job sites, office and custodial cleaning supplies.
  • Cleaned and dusted office desks and equipment to maintain tidy and organized office.

Executive Assistant

BrandSafway
10.2020 - 12.2020
  • Organized and filed all current, temporary and previous employee files.
  • Conducted research of employee files for completion and validation of drug testing, I-9 forms, W9’s, social security verifications and evidenced copies of driver’s licenses for employees both past and present.
  • Maintained confidentiality of personnel and new hires hard copy files in locked cabinetry.
  • Physical movement and heavy lifting (up to 50lbs.) of previous employee files to alternate location within building for use during auditing.
  • Created files for rentals of company equipment.
  • Ensured proper labeling of job files with appropriate company name, jobsite name, job cost number and order number for each job.
  • Checked files daily to ensure they are stored and filed in the correct cabinets for easy retrieval by office and operations managers’.
  • Performed daily office cleaning to include all door handles, light switches and wiping down of keyboards, computer mouses, desks, phones and conference room tables to prevent the occurrence of COVID19 exposure.
  • Inventoried and placed office supply orders and compared prices for discounts for the company.

Supervisor for Stock Room/Inventory & Receiving

Ross Dress for Less
07.2019 - 11.2019
  • Supervised a staff of 5 to 6 employees daily in receiving and stock room inventory department.
  • Tracked departmental employee attendance, call outs, tardy arrivals, no shows and reporting to store manager.
  • Monitored daily incoming inventory shipments.
  • Scanned incoming inventory for home, accessories, men’s, women’s, children, infants, furniture, and apparel to ensure proper number of packages is received as dictated by printed manifest.
  • Verified stock room employees are followed STEP process as dictated by Ross Dress for Less standards and One-Step Processing of theft tagging, hanging, and sizing of all apparel numbering 500 to 2400 pieces daily.
  • Ensured correct flow of apparel is followed by stockroom employees according to sales floor layout and all home items and additional accessories are processed to the correct departments in the store.
  • Prepared end of day MOS daily – all items received damaged are processed appropriately to account for received store losses.
  • Walked sales floor throughout the day for misplaced items, items hidden for theft & to maintain security to enforce loss prevention.
  • Tracked & completed daily employee production reports including timed processing for all merchandise for stock room for the Store Manager reporting to the District Manager.
  • Scanned and opened all incoming boxes of merchandise, purging them to proper departments for display on sales floor.
  • Ensured safety of customers, their families and children while shopping.
  • Located and identified possible hazards or safety issues.
  • Cross-trained in POS point of sale and front - end department, checking out customers, cash, debit and credit card handling, merchandise returns and store credit.
  • Maintained cleanliness, organization and ease of access for customers to handle the merchandise
  • Ordered necessary supplies for stock room.
  • Tended fitting rooms for customers to try on merchandise and apparel.
  • Assembled incoming furniture items in stock room for placement on showroom floor.
  • Practiced positive customer satisfaction and ensured other employees are following the “Be the Brand” motto for Ross Dress for Less.
  • Greeted all customers with respect and a friendly smile.
  • Ensured stock room employees wore appropriate store uniform, taking their allotted break times, lunches and executing proper check out upon leaving the store at shift end – Code 50.

Executive Administrative Assistant

Central FL. Reg. Transportation Authority/LYNX
08.2016 - 01.2017
  • Managed CEO's Microsoft Outlook calendar to include bookings, invitations, meetings, training, Podcasts, travel, speeches, public appearances, luncheons and social engagements, Finance, Audit, Oversight Committee and Board of Directors.
  • Booked travel arrangements – domestic flight, hotel, motel and car rental accommodations, event registrations, itineraries etc.
  • Maintained heavily detailed & confidential daily communications with CEO & CFO via telephone and email regarding itineraries, reminders of meetings, upcoming events and social engagements.
  • Communicate, updated & informed CEO & CFO, departmental chiefs, directors and dept. constituents of issues, changes, additions and/or cancellations of departmental meetings and agendas with the Orange County Mayor’s Office, City of Orlando Mayor’s Office, District Commissioners, their assistants, and special council to city and state governmental personnel regarding Board of Directors meetings and minutes.
  • Created, edited, prepared and distributed memos, announcements and response letters to Local Bus Operator Unions and Legal Counsel.
  • Completed expense reports for CEO and CFO and tracked reimbursements.
  • Drafted check requests for payment of professional, agency related memberships, magazines and local subscriptions pertaining to city and state public transit.
  • Entered requisitions for Purchase Orders.
  • Obtained signatures for proposals, contract renewals, requisitions and payroll.
  • Acted as Board of Directors Support Secretary – Scheduled/forwarded necessary required information for bi-monthly meetings.
  • Distributed BOD meeting books.
  • Posted local agency meeting announcements to agency website and in central station lobby bulletin as required by city and county law.
  • Answered forwarded phones and performed as a gatekeeper for incoming executive office calls, requests for meetings, discussions with C-Suite personnel, took messages and directed to appropriate staff.
  • Prioritized existing, ongoing and new projects for CEO and CFO.
  • Scheduled board briefings with Board of Directors to include City of Orlando Mayor, Mayor of Orange County and City and County Commissioners.
  • Prepared Third Party Grievances and hearings.
  • Ordered office supplies and food catering for meetings.
  • Edited final BOD - Board of Directors items for each department for compiling board books.
  • Uploaded finalized BOD meeting books to agency website for previewing by Board Chair and public.
  • Notarized contracts, Board of Directors items and resolutions.
  • Bates stamped incoming legal documentation and filed for easy retrieval.
  • Copied, scanned, filed, and faxed daily departmental mail check, inner office and certified mailings.
  • Facilitated floorplan setup and audio and visual components with facilities management for BOD meetings.
  • Acted as a liaison between all departments to ensure and encourage open communications and transparency.
  • Transcribed Oversight, Board of Directors and Risk and Safety Management meeting minutes.
  • Assigned and tracked numbering sequence for contract resolutions and prepared and provided resolutions to Board Chair for his or her signature.
  • Recorded resolutions for BOD meetings by affixing CFTRA agency seal.
  • Organized hard copy and database files to ensure ease of search and document retrieval.
  • Recorded “FDOT” – FL. Dept. of Transportation parking authorizations via Excel spreadsheet and hard copy.
  • Administered and tracked parking decals for CFTRA - LYNX employees.
  • Coordinated moving of executive offices, furniture and electronic office equipment.
  • Ordered hardware for new employees.
  • Forwarded ridership complaints to CEO for immediate redress, recorded CEO’s replies of same to Customer Service Supervisor for proper handling and future prevention.
  • Stocked CEO’s refrigerator with beverages and ushered in the CEO’s guests and appointments upon arrival for meetings and discussions.
  • Carried out any other duties as assigned by the C-Level Executive Management and County Commissioners.

Executive Administrative Assistant to President/CEO

Camp Boggy Creek
01.2016 - 04.2016
  • Drafted and mailed letters, printed labels, stamped envelopes, invitations, and press kit assembly.
  • Answered phones and relayed messages to appropriate departments.
  • Updated business calendar and scheduled appointments.
  • Ordered office supplies.
  • Printed and assembled quarterly board books.
  • Calculated expense reports - utilized Microsoft Excel to complete.
  • Assisted Controller with updating excel spreadsheets and month-end and quarterly expenditures.
  • Counted merchandise and performed price labeling for camp store.
  • Assisted special events coordinator with fundraising and giving events.
  • Created and updated vendor and excel philanthropists’ listings.

Executive Administrative Assistant - AR

Global Alarms, Inc.
02.2014 - 11.2015
  • Opened and closed business office daily.
  • Answered phones as receptionist, took messages and routed calls to appropriate department heads.
  • Ran monthly and quarterly billing cycle invoices and auto-payments.
  • Printed invoices, stuffed and stamped envelopes and mailed to customers.
  • Data entry of incoming checks and credit card payments into billing software.
  • Performed Accounts Receivables via heavy phone contact with customers regarding late and outstanding invoices, account cancellations and collections.
  • Negotiated payment terms for customer collections accounts and set up payment arrangements in database.
  • Recorded payments into customers’ hard copy files.
  • Setup and data entry of new customer accounts into Probill billing software.
  • Utilized QuickBooks for vendor payments.
  • Emailed and faxed customer alarm monitoring certificates for discounts to customers homeowners’ insurance.
  • Checked company mailbox daily for incoming payments and certified mailings.
  • Created Excel spreadsheets for customer retention tracking.
  • Posted employment openings to internet employment websites and scheduled interviews.

Executive Assistant to Controller

Advanced Disposal
09.2013 - 01.2014
  • Answered Phones.
  • Created Microsoft Excel spreadsheets, pulled and printed company financials and queries for both accounts receivables and payables using PeopleSoft Software for journal entry and journal vouchers and general ledger.
  • Entered receipts, work orders, new vendor information into spreadsheets utilizing Microsoft Excel.
  • Drafted statistical reports for creation of MOR - Monthly Operating Report books for GM and branch controller.
  • Researched and requisitioned all financial information for new CIP’s - Construction in Progress.
  • Reconciled and performed data entry of monthly liabilities.
  • Viewed confidential sensitive company financial documentation for fixed assets, current assets and employee compensation and benefits.

Executive Assistant/Secretary to President/CEO

Frank Gay Plumbing, Inc.
03.2011 - 05.2013
  • Coordinated travel arrangements for CEO – domestic flight, hotel and car rental accommodations.
  • Handled correspondence both personal and business for CEO.
  • Managed CEO Outlook Calendar – scheduled and coordinated meetings, luncheons, appointments and special events.
  • Prepared CEO expense reports, took dictation, drafted letters and memos.
  • Conducted extensive communications with CEO’s personal clients, family, business colleagues and friends, and handled all personal calls.
  • Faxed, filed, copied documents pertaining to business, vendors, legal, personal, and customers.
  • Checked mailbox daily and distributed mail to correct departments.
  • Ran personal errands for CEO - personal bank deposits, dry cleaning pickup, order and pick up lunch.
  • Processed and billed customer work orders for both plumbing and Air Conditioning using MasterBuilder software.
  • Renewed state business licenses and county construction permits.
  • Performed customer billing.
  • Assisted accounting dept. with accounts payables, receivables and payroll, NTO – Notice to Owner, Lien Releases and COI – Certificate of Insurance.
  • Acted as a liaison to facilitate communication between all departments.
  • Collected rent from business tenants in adjoining office suites.
  • Assisted Human Resources with data entry of new hire confidential information.
  • Scouted health insurance companies for employee benefits.
  • Posted open employment positions to websites.
  • Ensured new hire paperwork correctly signed and completed.
  • Ordered criminal background checks and driving records with DMV.
  • Setup random drug testing for field technicians.

Education

CCR
Valparaiso, IN

Florida Metropolitan Univ.
Orlando, FL

High School Diploma -

Central Kitsap HS
Silverdale, WA

Skills

  • Microsoft Outlook, Word, Excel, PowerPoint, Teams, SharePoint, Google Workspace, Adobe Acrobat, QuickBooks, Ariba, PeopleSoft, and Dropbox Type 55 wpm Familiar with all manner of office equipment KY Notary Public - My term expires 2/12/2029

Affiliations

  • National Notary Association
  • American Association of Notaries
  • International Association of Administrative Professionals
  • American Society of Administrative Professionals

Certification

  • Notary Public for the Commonwealth of Kentucky
  • Licensed, Bonded & E&O Insured
  • #KYNP23654 My Commission Expires 02-12-2029

Languages

English
Native or Bilingual

Timeline

Records Mgmt. & Data Entry Specialist

ETAS - Contractor to the U.S. DOE
12.2022 - 04.2024

Executive Assistant & Office Coordinator

BrandSafway
10.2021 - 05.2022

Executive Assistant

BrandSafway
10.2020 - 12.2020

Supervisor for Stock Room/Inventory & Receiving

Ross Dress for Less
07.2019 - 11.2019

Executive Administrative Assistant

Central FL. Reg. Transportation Authority/LYNX
08.2016 - 01.2017

Executive Administrative Assistant to President/CEO

Camp Boggy Creek
01.2016 - 04.2016

Executive Administrative Assistant - AR

Global Alarms, Inc.
02.2014 - 11.2015

Executive Assistant to Controller

Advanced Disposal
09.2013 - 01.2014

Executive Assistant/Secretary to President/CEO

Frank Gay Plumbing, Inc.
03.2011 - 05.2013

High School Diploma -

Central Kitsap HS

CCR

Florida Metropolitan Univ.

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Shaye Faid