Stephanie Serra

Experience

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  Petroff Partnership Architects

  Oct 2005 - Jul 2021

  Office Manager / Executive Assistant / Project Administrator

  • Manage the day-to-day operations of the office.• High-level administrative support to Managing Partners including but not limited to calendar management, drafting correspondence, preparing travel arrangements, coordinating logistics of meetings, special projects etc.• Review documents, reports and correspondence prepared for executive signatures.• Receive incoming mail, taking notice of required actions and due dates to ensure timeliness of response and required actions.• Regularly liaise with the executive team, providing administrative support as needed and increasing efficiency of office processes.• Oversee office supplies, monitoring and ordering as required.• Assist in preparing CCDC contracts and Architect/Consultant Agreements.• Assist with accounts payable/accounts receivables activities as needed.• Upload, record and track invoices into Client Online Portals• Maintain high level of confidentiality and discretion.• Supporting overall project document control and file management;• Working with multidisciplinary teams of Project Managers, Engineers, Client, Contractor and other staff as required;• Coordination with consultants in collecting fee proposals. Prepare and issue fee proposals to Client.• Supporting budgets and work breakdown structures to manage hours and expenditure;• Ensure purchase orders are received from Client and communicate with team to commence work.• Assist Project Managers in preparing monthly progress reports;• Prepare payment certificates, change orders, issue RFI’s, ect and issue per direction of Project Manager• Coordinating user group engagement and implement the communications plan, organize coordination meetings and assist in preparation and distribution of meeting minutes and other materials for all meetings, workshops and ad-hoc project meetings (agenda, minutes, pre-circulation materials); Show less

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  Barry Bryan Associates

  Jul 2021 - Dec 2021

  Project Administrator
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  Craig Security Inc

  Dec 2021 - now

  Office Administrator

  - Process accounts payable including, verifying all bills, daily entry of payables- Accounts receivable (process invoices, client payments, reconciliation, etc)- Credit Card Reconciliations- Maintaining digital and physical data and filing systems- HR functions including ensuring new hire forms are completed, posting job ads and reviewing resumes.- Maintaining office supplies and equipment- General office management and special projects

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  Elite Door & Hardware Inc

  Feb 2022 - now

  Contract Administrator

  - Provide administrative support and coordinates the documentation required to finalize agreements between the company and its Customers/ Clients.- Coordinate with Executive Management in order to assist in negotiations of Contracts as directed.- Ensure to obtain Certificate of insurance and WSIB certificates at time of signoff.- Finance administration: Performing administrative tasks, such as data entry, preparing invoices, sending bill reminders, reconciling accounts receivable ledger, filing paperwork, and contacting clients to discuss their accounts. Show less