Vanesa Castillo
Facilities Management Associate
Joliet,IL
Summary
Responsible Coordinator dedicated to representing the establishment with a friendly, professional demeanor with expertise in preparing and modifying documents and coordinating meetings. Accomplished in scheduling and documentation management. Offers expertise in communications across various levels of personnel and management. Polished communicator successful at collaborating with people of diverse backgrounds and upholding professional office reputation.
Overview
12
12
years of professional experience
5
5
years of post-secondary education
Work History
Facilities Management Associate
Sonova USA Inc.
Aurora, IL
07.2022 - Current
- Attended meetings as management's representative to report on proceedings.
- Reviewed, proofread and edited documents to prepare for management signature.
- Worked successfully with diverse group of coworkers to accomplish goals and address issues related to our products and services.
- Coordinated resources and delegated assignments to maintain efficient building operations.
- Oversaw vendor-provided building, janitorial, pest control and landscaping services.
- Managed system work orders by distributing assignments and closing out completed work after walk-throughs.
- Handled maintenance and repair demands by preparing schedules and delegating assignments to team members.
- Coordinated with vendors to perform preventive maintenance work at facility.
Administrative Assistant
Sonova USA Inc.
Aurora, IL
03.2017 - 07.2022
- Developed administrative processes to achieve organizational objectives and improve office efficiency.
- Managed physical and digital files, monitored spreadsheets and updated reports to coordinate project materials.
- Provided secretarial and office management support while building cooperative working relationships.
- Delivered exceptional customer service through direct communication with clients and team members.
- Oversaw office inventory and timely reordering of supplies.
- Evaluated effectiveness of training programs and recommended improvements to upper management.
- Collaborated with senior and department leaders to develop and implement workforce plans
- Prepared reports to track employee progress and recruitment needs for future training.
Assistant Maintenance Coordinator
Letts Property Management
Westmont, IL
10.2016 - 10.2017
- Liaison between owners of properties and tenants.
- Scheduled technicians for various maintenance requests at properties, billed work orders, and processed payroll for 12+ technicians
- Managed schedule of repairs to guarantee the arrival of parts, equipment, and resources needed to satisfy job requirements.
- Developed healthy, productive relationships with team members to create a constructive working environment.
- Determined strengths and weaknesses of team members and assigned tasks according to skill level.
- Delegated daily tasks to employees to manage resources and meet deadlines.
- Worked with vendors to schedule and complete various tasks ranging from emergencies to normal repairs within commercial and residential buildings
- Continuous follow-up via email and phone calls to owners requesting approval for maintenance issues.
Data Analysis Administrator /Executive Assistant
Aftermath Services LLC
Aurora, IL
09.2013 - 09.2016
- Worked directly with VP of Operations and VP of Business to Business relations.
- Maintained records of all incoming calls to service lines
- Corresponded with Project Managers, Client Managers and Client Service Reps to maintain an up to date record of inventory across 25 different shipping locations
- Transferred data into ACT (company CRM) and placed orders for new products and supplies as needed based on inventory report
- Scheduled travel and maintained Microsoft Outlook calendars for VPS
- Completed various administrative and clerical tasks such as responding to emails, sending memos to internal employees, communicating with customers to address any questions or concerns and other miscellaneous projects assigned
- Responsible for maintaining up to date records of all new training required for employees
- Tracked employee progress in company portal called Compliance Publishing
- Sent reminders to employees whose training appeared to be incomplete to ensure safety compliance
- Compiled data in Microsoft Excel spreadsheets
Human Resources Assistant/Recruiting
Aftermath Services LLC
Aurora, IL
05.2012 - 09.2013
- Reported to the Director of Human Resources
- Responsible for recruiting, talent management, new hire orientations and employee onboarding
- Updated and remained familiar with HR Policies upon changes.
- Utilized Applicant Tracking Systems and completed Internet sourcing to identify candidates
- Responsible for managing employee benefits, payroll and performance appraisals
- Engaged in over the phone and face to face interviews while working with applicants to get through the on boarding portion of the hire process
- Worked directly with Everest University recruiters to hire career-oriented employees
Stock and Record Administrator
Aftermath Services LLC
Aurora, IL
02.2012 - 05.2012
- Followed through with dates and deadlines along with requests from over 25 locations nationwide
- Sent and received Fed Ex, UPS and USPS mail
- Maintained an updated record of all shops, trucks and personnel at each location.
- Retrieved, sorted, copied, and filed all documents and paperwork including but not limited to stock and inventory, vehicle maintenance, credit card receipts and Bio–Manifest forms.
- Trained employees on best practices and protocols while managing teams to maintain optimal productivity.
Education
Project Management Skills Certified Professional
Acuity Institute (Online)
03.2023 - Current
High School Diploma -
Plainfield High School
08.2003 - 05.2007
Skills
- MS Office Suite Knowledge
- Back Office Operations
- CRM and Office Management Software
- Meeting Planning
- Records Management Systems
- Strong Organizational Skills
- Verbal and Written Communication
- Schedule Management
- Professional and Courteous
- Appointment Coordination
- Multi-Line Telephone Systems
- Training & Development - Kaizen
- 5S/Lean Management
- Project management skills
- Facilities management
Timeline
Project Management Skills Certified Professional
Acuity Institute (Online)
03.2023 - Current
Facilities Management Associate
Sonova USA Inc.
07.2022 - Current
Administrative Assistant
Sonova USA Inc.
03.2017 - 07.2022
Assistant Maintenance Coordinator
Letts Property Management
10.2016 - 10.2017
Data Analysis Administrator /Executive Assistant
Aftermath Services LLC
09.2013 - 09.2016
Human Resources Assistant/Recruiting
Aftermath Services LLC
05.2012 - 09.2013
Stock and Record Administrator
Aftermath Services LLC
02.2012 - 05.2012
High School Diploma -
Plainfield High School
08.2003 - 05.2007
Software Applications
- Angus/Service Now - Building Work order Management
- ARIBA Spend Management - Procurement Catalog punch out system
- Cority WeSustain - Environmental Sustainability Performance
- Divvy - Purchasing Card Reconciliation
- EMaint - Facilities Preventative Maintenance and Work Order management system
- MS Office Suite Knowledge
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