Xiomara Ruiz
Houston,TX
Summary
Experienced [Job Title] with top-notch implementation and project management abilities. Highly organized, methodical, and skilled at overseeing daily milestones across high-performance teams. Well-versed in [Area of expertise] planning and deployment.
Overview
16
16
years of professional experience
1
1
Certification
Work History
Senior Project Coordinator/Project Accountant
U.S. Builders, LLC
04.2022 - Current
- Process a high volume of invoices accurately and efficiently for various construction projects, ensuring adherence to company policies and procedures
- Prepare sub-contracts once job has been awarded
- Assure that all compliances have been met prior to subs starting work on job-site and uploaded into GC Pay
- Verify and reconcile vendor statements, resolving any discrepancies in a timely manner
- Coordinate with internal departments to obtain necessary approvals for invoice payments
- Prepare and process payments to vendors via check, ACH, or wire transfer
- Maintain organized electronic and physical records of invoices, payments, and related documentation
- Assist in month-end closing activities, including reconciling accounts payable transactions and preparing reports as needed
- Provide administrative support to project managers and teams, including organizing meetings, scheduling appointments, and maintaining project files
- Assist in the preparation of project proposals, contracts, and budgets
- Track project timelines, deliverables, and milestones to ensure projects stay on schedule
- Communicate with clients, vendors, and subcontractors to coordinate project activities and resolve issues
- Assist in the preparation of project status reports and presentations for internal and external stakeholders
- Collaborate with cross-functional teams to ensure seamless project execution and delivery
- Compile and prepared close-out binders Warranty, O&M's
Project Coordinator
Zia Construction Group, LLC
12.2020 - 04.2022
- Coordinate project management activities, resources, equipment and information
- Supported the accounts payable process by accurately coding and entering invoices into the accounting system
- Assisted with the reconciliation of vendor statements and resolved discrepancies promptly to ensure accurate financial records
- Prepared and processed payments to vendors, including checks, electronic payments, and wire transfers, in accordance with company policies and procedures
- Assisted in the preparation of month-end financial reports and participated in audit preparations as needed
- Managed vendor inquiries and resolved payment issues in a professional and timely manner
- Assisting in preparation of budgets
- Monitored project progress and handle any issues that arise
- Tracked all new leads, follow up and schedule walk throughs for new opportunities
- Acted as the point of contact and communicate project status to all participants
- Monitored working hours, plans and expenditures in quick books
- Issued all appropriate legal paperwork (e.g
- Contracts and terms of agreement)
- Created and maintained comprehensive project documentation, plans and reports.
ITC Human Resource Assistant
Chevron Corporation (Contract Position)
05.2019 - 12.2020
- Supported HRBP's with daily requests of employees, including terminations, transfers, new hires while providing a high level of confidentiality
- Created position ID's for org units in SAP
- Interacted with all levels of personnel and management as needed to carry out administrative work and logistics
- Managed and reconcile monthly Purchasing card transactions through P-cards
- Meeting Logistics: booked conference rooms, prepared agendas, ordered catering, prepared meeting materials
- Ensured equipment was set up for new hires, desk location, laptops, telephone equipment, smart badge and CAI creations
- Provided general administrative and clerical support including mailing, scanning, faxing and copying to management leads
- Effectively communicated with a variety of stakeholders in person, by telephone, and email
- Maintained electronic and hard copy filing system, sent to employee files
- Prepared and modify documents including correspondence, reports, drafts, memos and emails, agendas
- Responsible for all On/Off boarding of employees
- Assisted with identifying and implementing process improvements to increase efficiency of workflow
Executive Assistant
RPS Knowledge Reservoir
11.2014 - 05.2019
- Supported Vice President while handling daily office operations
- Prepared Travel arrangements Domestic and International for Executives, Hotel reservation and transportation
- Implemented and maintained databases and master file system
- Managed and maintain high volume email and detailed calendars
- Internal and external client/vendor greeting and coordination
- Screened incoming calls and determine the level of priority, involving interaction with clients and senior team members
- Collaborated with CFO and management team to identify and deliver the required administrative support operations for the organization
- Coordinated and schedule meetings and conference calls, telepresence set up - internally and externally
- Coordinated department, team, and project meetings
- Managed department budget for inventory, supplies and materials
- Ensured the workplace was hazard free and compliant with standards, rules and regulations issued under the OSHA Act.
Construction Accounting/Administrative Assistant
Case and Associates General Contractors
01.2012 - 11.2014
- Assisted with accounts receivable, invoicing and collections
- Prepared AIA documents, contracts, draw requests, lien waivers, billing and Pay Applications
- Processed, coded and tracked invoices for payment
- Applied payments via pay applications and reconciled accounts and balanced to reflect activity
- Researched billing discrepancies and account disputes
- Prepared Change Orders and updated billing accordingly
- Supported the Principal and Project Managers with RFP's, received and reviewed proposals
- Setup and maintained project files; prepare on-site construction schedules for all projects
- Managed multiple calendars, coordinated appointments, meetings, and conference calls.
Administrative/Accounting Assistant
SHW Group
01.2009 - 01.2012
- Assisted with accounts receivable, invoicing and collections
- Utilized Sage software
- Prepared AIA documents, contracts, draw requests, lien waivers, billing and Pay Applications
- Prepared Change Orders and updated billing accordingly
- Prepared RFP's RFI's
- Logged in Submittals
- Prepared check requests and client sponsorship requests
- Assisted Project Coordinator with managing project files
- Entered and logged timesheets and expense reports
- Responsible for set up and planning for client meetings and firm wide events
- Coordinated team meetings as well as project related meeting agendas and minutes
- Managed Partners / Principals Calendars.
Education
Skills
- Proficient in accounting software (eg, QuickBooks, Textura, GCPay Vista and Microsoft Office Suite (Excel, Word, Outlook) Salesforce, AIA Software, Sage 300, Deltek Vision, Adobe Photoshop and In Design, SharePoint, Workday
- Strong understanding of accounts payable processes and procedures within the construction industry
- Excellent attention to detail and accuracy in processing invoices and reconciling accounts
- Effective communication and interpersonal skills, with the ability to collaborate with cross-functional teams
Certification
- Certified in Fire Prevention & Life Safety Evacuation (Training in High Rise Buildings and Hotels), City of Houston.
- OSHA Certified
- State of Texas, Notary Public.
Timeline
Senior Project Coordinator/Project Accountant
U.S. Builders, LLC
04.2022 - Current
Project Coordinator
Zia Construction Group, LLC
12.2020 - 04.2022
ITC Human Resource Assistant
Chevron Corporation (Contract Position)
05.2019 - 12.2020
Executive Assistant
RPS Knowledge Reservoir
11.2014 - 05.2019
Construction Accounting/Administrative Assistant
Case and Associates General Contractors
01.2012 - 11.2014
Administrative/Accounting Assistant
SHW Group
01.2009 - 01.2012
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