J E S S I C A F U E N T E S8 6 1 6 3 R D A V E N U E B R O O K L Y N , N Y 1 1 2 0 9

9 1 7 - 8 6 8 - 4 7 4 0 FuentesJessica2211@gmail.com

Profile:Skilled and dedicated Executive Assistant with over 12 years of experience coordinating, and planning daily activities for senior management staff. Provided comprehensive support for CEO, COO, and all executive level staff for; scheduling meetings, coordinating travel, and managing all essential tasks. I have a proven track record of accurately completing research, reporting information, and managing support activities within demanding time frames

School Construction Authority February 2015-PresentProcurement Administrator

Respond to customer and supplier inquiries about order status, changes, or cancellations. Responsible for requisitions, verify and affix amount of purchase to package. Confirm accuracy,

terminology and specification. Handle Furniture and Equipment deliveries with Project officers and Vendors. Compile information of items purchased or transferred between departments, prices, deliveries, and

inventories. Manage the SCA project trailer, scanning all required documents. Organization of files, reproduction of materials. In charge of proper filing for Department of Building permits, letters, internal communication, shop

drawings and contract drawings. Handle questions and concerns regarding deliveries, products and schedules. In charge of creating and updating various reports.

Janos P. Spitzer Flooring Consultants March 2012- December 2014Office Manager/Accounts payables & Receivables

Design and implement office policies by establishing standards and procedures; measuring results against standards and making necessary adjustments.

Achieve financial objectives by preparing an annual budget, scheduling expenditures, analyzing variances, initiating corrective actions.

Increase efficiency through producing office standard documents for invoices, contracts, company letterheads and business cards. Accounts payables/receivables and QuickBooks.

Manage capital purchases, direct vendor relations, generate and maintain equipment tracking records. Process monthly expense reports and weekly budget report. Organize details of special events, travel arrangements, corporate agendas and itineraries Research and assembled data for reports and presentations. Monitor achievement of sales objectives and key performance indicators. Liaise with finance, warehousing, distribution and other departments.

Legacy Builders June 2011 – March 2012Estimator Assistant / Executive Assistant

Review and update the project schedule for timely completion. Perform estimating take-offs, distribute drawing and collect bids from various trades for submission. Attend a pre-bid walkthrough and bid opening meetings. Prepare a complete detailed estimate of the for scope, design, construction phases Maintain all the design documents, shop drawings, keep historic sets, and record of changes for

generating as-built set, and distribute information for the project. Review project specifications and drawings and contact project manager to resolve RFI and Bulletins

arising due to field conditions and/or design error or omissions.

ABI Design and Construction May 2008 – May 2011 Executive and Personal Assistant to the President

Responsible for calendar management requiring interaction with both internal and external executives and assistants, consultants to coordinate complex executive meetings.

Responsible for billing and invoicing. Communicated and handled incoming and outgoing confidential electronic communications on behalf of

the company’s partners. Prepare, review and coordinated presentation for partners. Review and summarized miscellaneous reports and documents, prepared background documents and

outgoing mail. Work with the partners to coordinate and launch bulk mail/email campaigns to consultants, clients, and

potential clients. Plan events for all company and client functions such as, holiday parties, client meet and greets, and

summer company outings.

Cetra Ruddy Architectural and Design September 2004 – April 2008Executive Assistant to President and Vice President

Create highly effective organizational and filling systems including quick and thorough indexing, filing and offsite storage resulting in easy access to critical information

Coordinate and set up high-level conference calls, board and management meetings, and special events for all principals, and arranged all company weekend retreats.

Update and maintain all CEO’s, partners, and project managers’ calendars, timesheets, expenses, and all travel arrangements both, domestic and international. Completely re-organized the executive and partners contacts, and assisted partners and project managers as needed.

Train administrative and front-desk staff as well as the office manager back-up Coordinate with managers regarding daily duties, plan and implement functions including monthly

division meetings, monthly birthday parties, weekly manager and executive meetings (prepared agenda and meeting minutes).

Responsible for construction administration, shop drawings generation and plotting of CADD drawings.

Skills Fluent in Spanish and currently learning Italian Procurement/DOB Filing/ Workers Compensation/AIA/Certificates of Insurance Excellent verbal and written communication Tracking Budget Expenses/Estimating/Monthly Requisitions/Bank Reconciliations Delegation, Staffing/Managing Processes /Supervision/Archiving Developing Standards/Promoting Process Improvement Inventory Control /Reporting Skills/Research QuickBooks/ADP/Payroll/ MS Word, Excel and PowerPoint MAS 90/SAGE 50/YARDI/ORACLE / CM13 RFI’s/RFP/Shop Drawings

EducationKingsborough Community College Majors: Office Administration and Technology www.linkedin.com/pub/jessica-fuentes/46/557/299