Susan Poverin
Menifee,CA
Summary
Experienced Office Management and Administration Professional experienced in optimizing productivity, efficiency, and service quality across various environments. Highly dependable, ethical, reliable support specialist and leader who blends advanced organizational, technical, and business acumen. Works effectively with cross-functional teams to ensure operational and service excellence.
Overview
29
29
years of professional experience
Work History
Administrator Coordinator
Jet Propulsion Laboratory/NASA
11.2010 - 10.2022
- Distributed company correspondence, including memos and updates to reinforce and apprise departments and divisions of corporate objectives and developments
- Mitigated regulatory risks by ensuring program requirements adhered to Ethics' compliance standards
- Maintained files and records for all employees and observed all safety protocols to prevent breaches and misuse of data
- Planned and executed successful conferences, corporate meetings, lunches, special events and office activities and operations to secure efficiency and compliance with company policies
- Coordinated travel arrangements, including booking hotel rooms, car rentals and airfare for staff traveling to domestic and international locations
- Supported clerical needs of more than 5 Ethics advisors, including taking messages, updating calendars, scanning documents and routing business correspondence
- Created and managed electronic customer records, encompassing data entry and administrative functions by handling physical and digital filing systems, keeping records well-organized and easily retrievable by team members
- Administered office operations, managing client correspondence, record tracking and data communications in database and case management software
- Produced professional and error-free letters, presentations and spreadsheets.
Discrepancy Administrator
Jet Propulsion Laboratory
01.2007 - 11.2010
- Audited payment and receipt documentation to verify compliance with government regulations
- Spearheaded freight and material audits alongside area managers and communicated findings and issues to senior leaders
- Met with business leaders and owners to discuss audits and findings
- Identified weaknesses of existing control systems and made suggestions for remediation
- Audited and reconciled charges and transactions in all documents
- Managed completion of planned audits, reviewed records and procedures for accuracy to accomplish objectives and appraised policies and plans under audit review
- Devised and initiated corrective strategies to improve compliance
- Audited payment and receipt documentation to verify compliance with Government regulations.
Discrepancy Administrator
Jet Propulsion Laboratory
11.1993 - 01.2007
- Rectified problems such as damages and shortages by collaborating directly with vendor representatives
- Promoted inventory accuracy and proper records management by comparing shipment contents with paperwork
- Optimized shipping and receiving strategies with cost-effective methods, carriers, and routes
- Set up delivery of materials to arrive in time for the production start date
- Resolved complaints and eliminated delays by collaborating with vendors and updating strategies
- Coached, motivated, and supervised a 5-person team of warehouse professionals
- Responded to job-related inquiries from supervisor quickly and professionally and provided updates on anticipated task completion times
- Communicated with teammates and supervisors about potential hazards and other issues to resolve together
- Gained a complete understanding of duties and job tasks for each shift, prioritizing those requiring immediate completion.
- Organized workflow and delegate tasks effectively to ensure timely project completion without compromising quality.
- Managed office inventory levels, ensuring adequate supplies were available while minimizing waste and unnecessary spending.
- Provided exceptional customer service to both internal and external stakeholders through prompt response times and thorough issue-resolution efforts.
- Supervised administrative support staff members, offering guidance, feedback, and mentorship that contributed to their professional growth and development.
- Maintained accurate documentation of company policies and procedures for easy reference by all employees.
Education
High School Diploma -
Rancho Alamitos High School
Garden Grove, CA06.1981
Skills
- Data Confidentiality
- Website / Database
- Expense reports
- Employee training
- Document Management
- Meeting planning
- Report Generation
- Time Management
- Leadership and supervision
- Team Collaboration
- Operational Efficiency
Summarydescription
Under general direction, the Senior Office Assistant will perform a full range of administrative and records management tasks, in support of the Engineering, Operations and Water Resources Departments, as assigned. The incumbent will interact with internal and external customers, maintain and edit a variety of documents ranging from general correspondence to reports and spreadsheets of an intermediate level of complexity. WESA is seeking an enthusiastic, dependable, efficient and organized individual, who possesses the ability to work well under pressure while maintaining a pleasant, professional demeanor.
Representativeduties
- Immediate Impact: The successful candidate will be given the following objectives upon hire:
- Within 3 months, learn policies and procedures necessary to answer Operations Department inquiries, including how to respond to customer calls, enter work orders, dispatch staff, process shut down notices, prepare presentations, and other critical tasks.
- Within 3 months, learn administrative support tasks for the Engineering Department including processing invoices, purchasing supplies, reconciling p-cards, processing employee certification renewals, coordinating meetings, and preparing presentations.
- Within 6 months, learn District policies and procedures necessary to process travel, allocate receipts and invoices, archive various documents, upload staff reports and meeting attachments and contribute to process standardization by updating or drafting SOPs.
Qualifications Summary
Outstanding organizational and administrative skills, great work ethic, time management, and multitasking skills. Report writing skills, professional demeanor, high initiative, energetic and results-oriented team player, multicultural awareness, and high adaptability. I am committed and motivated with exceptional customer-relationship and decision-making skills. As a self-starter, I can work independently with little to no supervision. I am also a fast learner and I have the ability to think outside the box. I am confident that I can bring value to any organization.
Timeline
Administrator Coordinator
Jet Propulsion Laboratory/NASA
11.2010 - 10.2022
Discrepancy Administrator
Jet Propulsion Laboratory
01.2007 - 11.2010
Discrepancy Administrator
Jet Propulsion Laboratory
11.1993 - 01.2007
High School Diploma -
Rancho Alamitos High School
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