Stephanie Martinez
Richmond,TX
Summary
Bilingual administrative assistant and customer service professional with over 14 years of experience in office environments. Proven track record of supporting large-scale construction projects, ensuring efficiency and adherence to deadlines. Proficient in Microsoft Office Suite, with strong written and verbal communication skills complemented by expertise in problem-solving and event coordination for high-profile organizations. Adept in social media management, basic marketing, and graphic design, with a commitment to fostering teamwork and enhancing operational effectiveness.
Overview
14
14
years of professional experience
1
1
Certification
Work History
Project Coordinator
Millis Equipment, LLC.
12.2021 - Current
- I am responsible for overseeing and managing the day-to-day operations of construction projects, ensuring timely completion, adherence to budget, and compliance with project specifications
- This role involves coordinating efforts between project managers, engineers, superintendents, subcontractors, and suppliers, while ensuring the availability of necessary resources for efficient task execution
- I monitor project progress, address issues or delays, and provide regular updates to relevant stakeholders
- Additionally, I support schedule management, quality control, and documentation, ensuring all activities align with project objectives and industry standards
- My responsibilities include preapproving invoices and change orders before submitting them to the project manager for final approval
- I also track ticket logs and daily reports from superintendents, manage purchase orders and subcontracts, and serve as the liaison between superintendents and HR personnel
- Furthermore, I act as the primary point of contact for resolving IT-related issues, assisting superintendents with any technical challenges they may encounter
- Additionally, I assist with scheduling and organizing pre-construction meetings, and contribute to the planning of various company events
- Strong organizational, communication, and problem-solving skills are critical to success in this role
Project Coordinator
Gulf Coast Flooring & Services
10.2020 - 12.2021
- As a Job Coordinator, I manage a diverse range of responsibilities across multiple roles, including overseeing installers, estimators, construction sales personnel, and warehouse managers
- I effectively handle the coordination of over 30 simultaneous construction projects, ensuring efficient scheduling, communication, and project execution
- My key duties involve scheduling, managing sample shipments, and liaising with General Contractors to monitor and support ongoing projects
- Additionally, I am responsible for sourcing and coordinating the necessary materials and products for both current and upcoming projects
- I am proficient in Microsoft Office and well-versed in construction terminology, enabling me to effectively communicate in both English and Spanish with installers to schedule work and ensure project completion
- In my role overseeing residential projects, I collaborate closely with the sales team to ensure timely scheduling and procurement of materials
- I am also a certified trainer, responsible for onboarding new employees and ensuring they are well-versed in our Standard Operating Procedures (SOPs), which I have contributed to updating
- I am adept at quickly mastering new software and tools, identifying innovative solutions to enhance project efficiency
- Additionally, I assist as a Project Manager’s assistant, gaining further insight into the industry and continuously seeking opportunities to expand my expertise in construction management
Administrative Assistant/ Project Administrator
Marx|Okubo Associates, Inc.
10.2017 - 07.2020
- Administrative Assistant/Project Administrator to the Architects, Engineers, Project Coordinators, and fellow Project Administrators
- Responsible for sending reports, viewing the timeline and applications for payments for the duration of construction projects for both residential and commercial from start to finish, invoices, emails, contact potential and current clients, grammar/proofread and format reports for clients, transcribe and dictate recordings from the field and insert into a report format, work closely with project coordinators to format report and attachments for report, photos, and contact the client
- Responsible for answering phone calls and transferring potential clients to the correct Engineer, Architect, and Project Coordinator, scheduling meetings, emails, check office supply inventory, update computers and software, and track Contractor Application for Payments for projects on Excel format
- Proficient in PlanGrid, Bluebeam Software, Microsoft Office, Go To Meeting, zoom, and Olympus Transcription modules
Administrative Assistant/ Receptionist
A Belle Estate Sales LLC
04.2014 - 10.2017
- Provide comprehensive administrative support to the Business Manager and team members, including managing the appointment calendar, coordinating the distribution of invoices, emails, checks, and inventory details to clients
- Oversee payment processing for contractors and vendors, working closely with the Accounting Department to ensure the timely and accurate handling of invoices
- Organize and schedule meetings, respond to inquiries, and maintain effective communication with owners
- Additionally, lead client consultations to secure Estate Sale contracts and conduct thorough research to assess the resale value of items
- Collaborate with clients to effectively stage and prepare properties for sale events
- Manage high-value inventory, tracking items in Excel spreadsheets, itemizing them, and preparing them for client distribution
- During sale events, engage directly with customers, providing assistance and serving as a Spanish-language translator when necessary
- Oversee all financial transactions during the event to ensure accuracy, efficiency, and seamless operation
Real Estate Assistant
Innovative Property Concepts, LLC
12.2015 - 10.2016
- As an Administrative Support Specialist to the Real Estate Investor, my responsibilities include providing comprehensive administrative assistance to facilitate daily operations
- Key duties encompass managing incoming telephone calls, scheduling appointments, and disseminating informational messages to clients via social media
- Additionally, I am responsible for drafting and distributing emails, designing and preparing marketing materials such as flyers and postcards, and compiling lists of potential properties for investment purposes
- I ensure exceptional customer service and maintain direct communication with both current and prospective clients
- This includes updating and managing the company's client database, tracking sales activities, and maintaining detailed records in Excel
- My role also includes preparing various documents, such as memos, invoices, reports, and financial statements, using word processing, spreadsheet, database, and presentation software including PowerPoint
- I serve as the primary point of contact for Spanish-speaking clients, manage office supply orders, schedule meetings and conference calls, and perform bookkeeping tasks
- Additionally, I oversee the organization and management of both physical and electronic filing systems for the company
Administrative Assistant/ Receptionist
A&L General Contractors, LLC
03.2011 - 01.2016
- Provide comprehensive administrative support to the organization, serving as the primary point of contact for Spanish-speaking clients and customers
- Responsibilities include answering phones, greeting clients and guests, and managing the appointment calendar
- Facilitate direct interaction with both current and prospective clients, offering assistance in the preparation of project bid packages
- Oversee the organization and maintenance of both electronic and physical files and databases
- Ensure timely payment processing for contractors and vendors, and attend meetings to take, record, and distribute meeting minutes
- Prepare and distribute various forms of correspondence, including memos, invoices, reports, and financial statements, utilizing word processing, spreadsheet, database, and presentation software such as PowerPoint
- Maintain office supply inventory and place orders as needed
- Additionally, contribute to the development of proposals to promote services, staying informed on business and industry developments to effectively support sales efforts
Education
Associate’s degree -
Wharton County Jr. College
High School Diploma -
Stephen F. Austin
Skills
- PlanGrid, BlueBeam, Field Lens, ProCore, BuilderTrend, Job Runner, Box, Masterworks, Ebuilder, and other project management and cloud-based programs
- Additionally, I have experience with scheduling and meeting software, as well as the Olympus transcription module
- I possess foundational skills in QuickBooks, mobile payment devices, and AIA pay applications
- Status reporting
- Microsoft Office suite and CRM invoicing systems
- Furthermore, I have a typing speed of 65 words per minute, and I am proficient in 10-key touch
- Subcontractor oversight
- Verbal and written communication
- Detail-oriented
- Resource management
- Project recordkeeping
- Vendor management
- Budget preparation
- Meeting facilitation
- Team coordination
Interests
- Professional Activities
- Volunteer Social Media Administrator
- Volunteer Event Coordinator
- Volunteer member of my son’s PTA organization for his school
- Volunteer crawfish cookoff marketing and design coordinator
- Volunteer Culture Committee member for Millis Equipment
Languages
Affiliations
- Volunteer Social Media Administrator
- Volunteer Event Coordinator
- Volunteer member of my son’s PTA organization for his school
- Volunteer crawfish cookoff marketing and design coordinator
- Volunteer Culture Committee member for Millis Equipment
Certification
- PlanGrid Software
- Completion for Safety Course
- Field Lens
- Job Runner
- Procore Training
Languages
Spanish
Professional
References
References available upon request.
Timeline
Project Coordinator
Millis Equipment, LLC.
12.2021 - Current
Project Coordinator
Gulf Coast Flooring & Services
10.2020 - 12.2021
Administrative Assistant/ Project Administrator
Marx|Okubo Associates, Inc.
10.2017 - 07.2020
Real Estate Assistant
Innovative Property Concepts, LLC
12.2015 - 10.2016
Administrative Assistant/ Receptionist
A Belle Estate Sales LLC
04.2014 - 10.2017
Administrative Assistant/ Receptionist
A&L General Contractors, LLC
03.2011 - 01.2016
Associate’s degree -
Wharton County Jr. College
High School Diploma -
Stephen F. Austin
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