Vanessa Walker
Tucson,AZ
Summary
Experienced Senior Project Coordinator adept at enhancing projects through strong administrative skills. Demonstrates exceptional problem-solving, conflict management, and organizational abilities acquired over many years in the industry. Proven track record of reliability and goal-oriented planning.
Overview
15
15
years of professional experience
Work History
Senior Project Coordinator / Contract Billing Administrator
Arizona Restaurant Supply
Tucson, USA
01.2022 - Current
- Preparation and submission of data submittal package, shop drawings for custom equipment, and MEP drawings.
- Reviewing approved data submittals, food service/shop drawings, and 114000 specs to ensure that the proper equipment is ordered.
- Submitting RFIs and Change Orders as needed.
- Preparing and submitting purchase orders for custom/buyout equipment.
- Research and coordinate the best shipping method based on the project schedule.
- Create and maintain Form C and Procurement Logs to track equipment, and facilitate the equipment delivery schedule.
- Assist project manager with administrative tasks.
- Prepare and submit equipment list for startups/training, and close out document preparation.
- Reviewed and submitted billing monthly by pay applications AIA and billing platforms.
- Reconciled projects, once complete.
- Developed project plans and tracked progress against key milestones, ensuring timely completion of tasks.
- They are coordinated with stakeholders to ensure the successful implementation of projects.
- Ensured that all project deliverables were completed on time and within budget.
- Provided guidance and support to team members to achieve project goals.
- Monitored performance metrics related to projects and took corrective action when necessary.
- Communicated effectively with clients and other stakeholders regarding project updates and changes.
- Identified potential risks associated with projects and developed mitigation strategies accordingly.
- Maintained detailed records of project activities, including costs, timelines, and resources allocated.
- We have built strong relationships with internal departments, as well as external vendors and partners, to facilitate successful collaboration on projects.
- Prepared detailed reports for senior management outlining the progress of various projects.
- Managed multiple concurrent projects while maintaining a high level of accuracy.
- Evaluated vendor proposals for new products or services related to current or upcoming projects.
- Developed training materials for new employees on company-specific processes related to project coordination.
- Coached team members on problem-solving techniques designed to increase efficiency during a given project.
- Updated project plans based on changing objectives, specifications, and staff availability.
- Created project status presentations for delivery to customers or project personnel.
- Submitted project deliverables to clients, consistently adhering to quality standards.
- Conferred with project personnel to identify and resolve problems.
- Maintained accurate records of customer accounts, including invoice payments and account balances.
- Prepared monthly reports to track billing performance and identify areas for improvement.
- Researched discrepancies in customer accounts to ensure timely payment of outstanding invoices.
- Assisted with the development and implementation of new billing systems and processes.
- Coordinated with other departments such as accounting, sales, and collections to resolve billing disputes quickly.
- Trained new staff members on the proper use of the company's billing system software.
- Assisted with developing policies related to billing operations, including late payment penalties and dispute resolution procedures.
Business Development Representative
Televerde
Goodyear, USA
08.2018 - 12.2020
- Generated business through outbound, cold calling, recruiting, and social platforms, and maintained relationships with end-users and the community by providing compelling and tailored solutions
- Developed strategies and business plans to generate growth
- Conducted cold calls daily, prospected leads in the technology market, nurtured cold leads moved them through the sales funnel, and conducted marketing research
- Performed market analysis to identify opportunities in the competitive landscape.
- Developed and maintained relationships with potential customers to understand their business needs.
- Conducted outreach activities, such as cold calling, emailing and attending networking events.
- Participated in product demonstrations, webinars and other marketing initiatives.
- Collaborated with sales team members to develop strategies for targeting new prospects.
- Researched target accounts to build a pipeline of qualified leads.
- Identified key decision makers within target companies and initiated contact with them.
- Prepared detailed proposals outlining product features, pricing plans and value propositions.
- Built strong relationships with existing customers through ongoing communication.
- Supported the sales team by providing information about competitors' offerings.
- Assisted in developing targeted campaigns for different customer segments.
- Created and improved business pipeline using cold and warm techniques.
- Researched industry news, trends and developments related to our products.
- Suggested ideas for improving customer experience based on feedback from existing customers.
- Set up potential client contacts, cultivated relationships, and followed through on service needs.
- Identified business prospects through cold calling, networking, marketing and database leads.
- Identified opportunities for partnerships, sponsorships, and collaborations that could enhance brand visibility.
- Developed and maintained strong relationships with current and prospective clients to expand market presence.
- Managed CRM database, ensuring accurate and up-to-date information on leads and clients.
Office Administrator / Project Billing Administrator
Arizona Restaurant Supply
Tucson, USA
08.2012 - 12.2016
- Coordinated travel arrangements for project managers and management, as needed.
- Prepared and submitted contract billing monthly using AIA pay applications or billing platforms.
- Internal billing through Cyma.
- Coordinated startups and training when projects were complete.
- Prepared all closeout documentation, such as Operation Manuals, ASA Lists, and Warranty Letters.
- Coordinated and managed daily administrative operations of the office.
- Organized and maintained filing systems, including electronic databases and records.
- Answered incoming calls in a professional manner, directed callers to appropriate personnel or departments, or took messages as needed.
- Greeted visitors warmly, handled inquiries, and provided general information about the company.
- Maintained supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies, and verifying receipt of supplies.
- Maintained customer confidence and protected operations by keeping information confidential.
- Assisted with the planning of events, such as staff meetings or conferences.
- Managed travel arrangements for employees, including flight bookings, hotel reservations, and car rental services.
- Ordered office furniture when necessary, following approval from the management team.
- Performed clerical duties, such as photocopying, faxing, and scanning documents.
- Replenished office supplies, placing new orders for restocking to maintain inventory.
- Processed financial documents, contracts, expense reports, and invoices.
- Created memos, letters, and other documents, fostering internal and external communication.
- Reviewed documents and obtained additional information to complete accurate paperwork and avoid delays.
- Coordinated onsite training events with outside vendors and online webinars.
- Remained calm and professional in stressful circumstances and effectively diffused tense situations.
- Completed thorough opening, closing, and shift change functions to maintain operational standards each day.
- Provided leadership, insight, and mentoring to newly hired employees to provide knowledge of various company programs.
- Assisted with the planning of events, such as staff meetings or conferences.
- Prepared special reports by collecting, analyzing, and summarizing information from various sources.
- Managed travel arrangements for employees, including flight bookings, hotel reservations, and car rental services.
- Ordered office furniture when necessary, following approval from the management team.
- Performed clerical duties, such as photocopying, faxing, and scanning documents.
- Interacted professionally with customers and inside personnel, answering questions and responding to phone and email inquiries.
- Created memos, letters, and other documents, fostering internal and external communication.
- Used specialized accounting software to debit, credit, and total accounts on computer spreadsheets and databases.
- Managed service agreements and purchase orders to drive budget performance and meet schedule requirements.
- Resolved customer inquiries and complaints requiring management-level escalation.
- Produced thorough, accurate, and timely reports of project activities.
- Held regular one-on-one meetings with employees to review performance and priorities and provide feedback.
- Reviewed and processed customer invoices, ensuring the accuracy of data entered into the billing system.
- Maintained accurate records of customer accounts, including invoice payments and account balances.
- Prepared monthly reports to track billing performance and identify areas for improvement.
- Drafted correspondence to customers regarding changes in services or fees associated with their accounts.
- Reconciled bank deposits against customer payments received via mail or online methods.
- Performed financial calculations for amounts due, interest charges, and balances.
- Reduced financial discrepancies by verifying accounting statements.
- Calculated and produced checks for utilities, taxes, and other operational payments.
Front Office Administrator
Silverbell Dental
Tucson, USA
03.2010 - 08.2012
- Managed incoming and outgoing mail; distributed accordingly.
- Developed filing systems for records management and retrieval.
- Greeted visitors, answered phones, and directed inquiries to appropriate personnel.
- Assisted in preparing meeting agendas, documents, presentations, and other materials.
- Patient Billing / Insurance Authorization
- Provided administrative support to the executive team, including typing memos, reports, correspondence, and other documents as requested.
- Inputted data into the database system accurately and timely.
- Processed invoices for payment according to established guidelines.
- Answered customer queries via email or telephone in a professional manner.
- Created memos, letters, and other documents, fostering internal and external communication.
- Filtered emails based on importance and escalated issues to leadership.
- Coordinated with other supervisors, combining group efforts to achieve goals.
- Resolved customer complaints or answered customers' questions.
Education
Front End Developer - Responsive Web Design, JavaScript Algorithms and Data Structure, Front-End Libraries
Persevere
Goodyear12.2021
Paralegal - Civil Litigation 1 and 2, Family Law, Real Estate, Business, Accounting and Data Entry
Pima Community College
Tucson05.2016
Skills
- Project Planning and Scheduling
- Budget Management
- Attention to detail
- Timely Project Execution
- Construction Materials and Methods
- Blueprint Reading and Interpretation
- Change Order Management
- Deadline Management
- Progress Reporting and Documentation
- Leadership and Team Management
- Communication and Presentation Skills
- Collaboration and Cross-Functional Coordination
- Problem Solving and Critical Thinking
- Adaptability and Flexibility
- Time Management and Prioritization
- Effective Communication Skills
- Decision-Making and Strategic Planning
- Conflict Resolution and Negotiation
- Attention to Detail and Accuracy
- Budgeting and Financial Management
- Documentation Management
- Schedule Management
- Project tracking
Timeline
Senior Project Coordinator / Contract Billing Administrator
Arizona Restaurant Supply
01.2022 - Current
Business Development Representative
Televerde
08.2018 - 12.2020
Office Administrator / Project Billing Administrator
Arizona Restaurant Supply
08.2012 - 12.2016
Front Office Administrator
Silverbell Dental
03.2010 - 08.2012
Front End Developer - Responsive Web Design, JavaScript Algorithms and Data Structure, Front-End Libraries
Persevere
Paralegal - Civil Litigation 1 and 2, Family Law, Real Estate, Business, Accounting and Data Entry
Pima Community College
Similar Profiles
Colin HeiseyColin Heisey
Financial Controller at Arizona Restaurant SupplyFinancial Controller at Arizona Restaurant Supply
Mary SmithMary Smith
Project Manager at Arizona Restaurant Supply Inc.Project Manager at Arizona Restaurant Supply Inc.
Brandon LeeBrandon Lee
Material Handler at Arizona Iron SupplyMaterial Handler at Arizona Iron Supply