Sotana Tavares

• Developed and maintained courteous and effective working relationships.
• Participated in team projects, demonstrating an ability to work collaboratively and effectively.
• Proven ability to learn quickly and adapt to new situations.
• Provided professional services and support in a dynamic work environment.
• Worked well in a team setting, providing support and guidance.
• Developed strong organizational and communication skills through volunteer activities.

• Assistant to the VP of SBS - Sandeep Arora; some duties included but not limited to: calendar management, travel organization, catering and meeting organization as required by the team, invoice and travel expense reconciliation.
• Scheduled appointments promptly, ensuring optimal use of executive time while minimizing conflicts or cancellations.
• Managed executive calendars, scheduling meetings and appointments and coordinating both domestic and international travel to optimize time.
• Fostered a positive work environment by addressing employee concerns and facilitating team-building activities.
• Contributed to overall company success by consistently demonstrating a strong work ethic and dedication to achieving.
• Supported various teams within SBS including Supplier Vendor AR, Master Data (MDM), while working remotely during COVID.
• Updated and verified GDSN product data within the teams internal system to ensure accuracy of customer data.
• Organized and maintained a vendor PMO SharePoint site as part of the Project Management Office service team which helped to organize and maintain a number of contract labor within SBS.
• Booked international and domestic travel as required by the team and manager with the aid of Concur and ETTA - a new travel booking tool introduced to Sysco.
• Reconciled travel costs and processed expense reports for manager travel.
• Invoice reconciliation with the use of Workday.
• Organized team meetings and service area town halls, requiring collaboration with various service area managers.
• Assistant to the VP of Mergers & Acquisitions - Carmen Ng which involved: booking frequent travel to acquisition sites, calendar management for various client and board meetings, knowledge of appropriate stakeholder engagement.
• Created and managed onboarding requests completed within Workday to expand the M&A team.
• Organized and coordinated conferences and monthly meetings.
• Collaborated with cross-functional teams, expediting project completion and enhancing overall efficiency.
• Assisted in the development of presentations, effectively conveying crucial information to stakeholders.
• Assisted the VP of SBS (Chris Davis) and our global business partner - Genpact with administrative requirements associated with a multiple-year Financial Transformation Project (FTR). Encompassing transformation efforts in Finance, HR Ops, Customer Service and other service areas being centralized as part of Sysco's "Recipe for Growth "

• Supported "All Hands" team meeting to review 2015 accomplishments and forecast 2016 goals. Connecting team members locally and abroad i.e Singapore and South America via WebEx conferencing tool.
• Assisted a team upwards of 72 + members with various administrative requirements - included but not limited to: scheduling travel arrangements, securing visas for international travel, ordering and maintaining office supplies, scheduling and organizing large team meetings, reviewing and entering expense reports into company system, notarizing patent and other documentation for the supported team, scheduling conference rooms and calendar management of my supervisor.

• Assisted with administrative requirements for the arrival of BP CEO (Mr. Robert Dudley) and spokesman presenting at two Town Halls for the 5th anniversary of the Deep Water Horizon (DWH) incident on April 20th.
• Managed team cost by monthly reconciliation of charges to company Purchasing Card (P-Card).
• Initiated and managed work of a third party company (Screendragon) to revamp U.S Communications online Speakers Bureau - a Presenter approval platform within SharePoint transitioning to a Web-based system.
• Supplied cost analysis of incurred expenses to team Director for Crisis Communications training; which assisted with accurate reporting to our London office.
• Arranged travel, catering for meetings, and training sessions held periodically for the team. Managed calendars, booked conference rooms for team members on an as needed basis.
• Safeguarded confidential information by maintaining organized filing systems for both physical and digital records.

• Transitioned to work alongside U.S. Communications and Gulf Coast Restoration Organization (GCRO) Speakers Bureau teams to streamline a unified SharePoint site; where the speaking engagement approval process was designed to become an automated process. This resulted in an efficient turnaround of legal review and approvals for various events and there materials including but not limited to: Deep Water events, Offshore Technology Conference (OTC), Clean Gulf.

• Organized and coordinated biweekly meetings which included our BP Legal team and other groups (GCRO, S&OR,) to discuss our global speaking engagements and their status in the approval process. This assisted Legal in communicating between various teams and helped to organize speaking engagements handled globally. I also maintained an Excel spreadsheet with both local and global speaking engagements to assist with the organization of the biweekly meetings.

• In the spring of 2012 I logistically assisted along with others on my team with a workshop held at our BP facility for the Simultaneous Operations & ROV workshop (SIMOPS). This was a Deep Water Horizon “lessons learned” workshop for others within the industry to gain knowledge of how to manage simultaneous marine and ROV operations in the event of another accident such as Deep Water Horizon. BP received very positive feedback from those invited.

• Worked with the Global Deep Water Response (GDR) team as an information analyst of our SharePoint intranet site; Global Deep Water Integration Center (GDWIC). Developed as a repository for stakeholders in the wake of the April 2010 Macondo incident in the Gulf of Mexico. This allowed all to keep abreast of various speaking engagements, industry news, regulatory policies and other deep water industry related information.

• Worked as an Executive Administrative Assistant to the NAGP Trade Completion group at BP:

• Created and maintained departmental organizational charts.

• Coordinated all departmental travel and hotel arrangements for staff and Mr. Baxter.

• Coordinated biweekly staff meetings for departmental task organization and review of KPI's (Key Performance Indicators) for key stakeholders.

• Input payroll using SAP for the team employees.

• Worked as a Project Controls Technician/Specialist along with senior project controls management and project team members:

• Updated staffing plans for projects with Enterprise and Reficar Refineria de Cartagena refinery expansion feed study.

• Downloaded man-hours weekly from JD Edwards (JDE) for use in updating project cost reports; which resulted in time savings for the project and insured management had data quickly.

• Updated project final costs and conducted wage rate analysis for forecast efforts with assigned projects which made data available more quickly and increased efficiency in compiling the data.

• Reconciled invoices for preparation of final client invoices resulting in efficient, accurate and timely payment of client invoices.

• Created, updated charts and graphs with the aid of Visio and Excel, massive document reproduction, and organized materials needed for the Cold Eyes review team for a project claim in Bonny Island, Nigeria (LNG Terminal). This helped build complete client satisfaction and enhanced client and project relationships.

• Prepared cost reconciliation reports using GPS (in-house program) assisting departmental managers to stay on budget within estimated time constraints.

• Tracked unidentified department costs for management review resulting in cost savings on supplies and other departmental needs.

• Coordinated biweekly staff meetings, maintained agenda through Inter Call (conferencing system) for multiple department members which helped make meetings efficient and productive.

• Entered data for all departmental timesheets into JDE accounting program always meeting time schedules so that payments were made as expected.
  
• Created and maintained organizational charts for Western and Eastern hemisphere project controls group which resulted in maintaining adequate global project staffing.
  
• Assisted with day-to-day operations, working efficiently and productively with all team members.

• Assisted with implementation process into Lotus Notes of the new cost codes and types used for rollout of new chart of accounts which helped the implementation run smoothly.
  
• Performed weekly data entry of various contracts into database program for accurate record keeping.
  
• Maintained contract paper data entry into an Excel spreadsheet of various awarded jobs.
  
• Processed weekly transfer of man-hour reports between JDE, Excel, and Access for managerial review.
  
• Organized all departmental travel ensuring lowest cost consistent with the traveler’s needs were achieved.
  
• Organized and scheduled monthly project reviews, printed relevant financial status reports, and prepared correspondence for all attending project managers.
  
• Entered salary time sheets for more than 70 employees both in the office and out in the field resulting in efficient monetary gain to employees.
• Coordinated biweekly meetings, organized conference calls, and sent out correspondence notifying participants, ensuring everyone showed for meetings on time and well prepared.
• Created and edited PowerPoint presentations needed for biweekly staff meetings resulting in clear, organized data for review.
  

• Created and maintained departmental sales proposal organizational charts for client review.
  
• Coordinated all departmental travel and hotel arrangements for staff.
• Coordinated biweekly staff meetings for departmental task organization.
• Input payroll for hourly employees in the field and salaried employees.
  
• Created and maintained contract filing system for all turnaround awarded contracts and pre-contracts for use as a historical project record for management review.
  
• • Assisted in the preparation for proposals and mailed out bid packages.
  
• • Updated hourly employee personnel information into PeopleSoft and JDE software.