Kathleen G Martin

M Kathleen Martin- kathleen_g_martin@ hotmail.com Calgary, Ab T2S 0H3 SUMMARY • HIGHLIGHTS OF QUALIFICATIONS Aseasoned professional that loves to create, coordinate, and looks to improve information flow and processes. A demonstrated team player with the ability to work independently and take initiative. With years of experience as a coordinator as well in the construction industry, formal PM and Contract Administration education, along with an eye for detail, I am an asset to your team. I put your customers' first, internal and external. Skills: • 10 years + in project roles • 8 years as Assistant Project Manager / Project Coordinator • 5 years as Contract Administrator • 8 years as Sr. Project Administrator • Solid Project Management skills • Onboarding of new employees • Training of new employees and current employees with existing systems • Proven leadership • Key player as liaison between team members in Calgary, Las Vegas and Mississauga and California • Proficient in MS Office, Visio, Power Point, and Adobe, JDE, SAP & Expedition, Sage 300, Accubid and primavera programs. • Excellent attention to detail • Productive and responsible; willing to learn and handle any tasks needed. • Key role in all phases of projects from start up to close out. • Ability to optimize processes and procedures. • Organizational skills • Analytical and problem-solving skills. • HSE and HR coordinator • Onboarding of new employees • Fleet Coordinator Multi-talented Project Coordinator successful at taking on diverse project tasks to meet tight deadlines. Hands-on and analytical problem solver. Provides excellent communication, planning and decision-making skills. SKILLS • • • • • • • • Project Management Contract Management Accounting, Accounts Payable, Inventory, Scheduling Supply Chain Materials management, Tender Benefits, Meetings, Typing • • • • • • • • • File management Quick Books Reception Forecasting, Reporting Microsoft Front Page General office duties, Safety GPS, Sage • • • • • • • • • Billings, Microsoft Excel, Utilities Budget analysis, Budgets Change management, Microsoft Outlook, Word Perfect PowerPoint MS Project Charts, Management information systems Proposals • Stakeholder relationship management • Scheduling and calendar management • Accounts payable and receivable. • Data management • Time management • Teambuilding • Computer skills • Relationship building EXPERIENCE Project Coordinator Calgary, AB Black and McDonald/ May 2017 to Jan 2020 • Coordinate, manage and track safety training for over 40 employees. • Saved several thousand dollars of time and money by arranging fuel to be delivered to the construction site. • Issue PO's for the purchase of material. • Initiate an RFI and LEM naming and tracking process for the SWCRR. • Arrange locates for Alberta One Call, Shaw and Enmax. • Apply for and return Excavation permits to the City of Calgary. • Track fleet vehicles PM schedules, fuel reports, asset recovery for Alberta. • Arrange for installation and uploading of GPS units. • Onboarding of all new employees for the Western Utilities Region (. • HSE onboarding of all new WUR employees. • HR representative for WUR. • Arrange awards, barbecues and parties for our region. • Set up and trouble shoot all IT issues including telephones and laptops. • Assist in preparing contracts, negotiate revisions, changes and additions to contractual agreements with clients, suppliers, and subcontractors. • Assist in budget analysis, cost and margin projections, estimate project changes and impacts. • Maintain departmental and network databases as required to ensure records are kept current and accurate. • Comply and ensure work is performed in compliance with applicable HSE legislation and company policies and procedures, contract requirements, and Black & McDonald policies and procedures. • Managed work streams for both routine and special projects simultaneously. • Produced status reports for customers and senior management. • Implemented procedural updates to correct deficiencies and improve operations. • Introduced change improvement plans to ensure process alignments with specific goals, methodologies, and initiatives throughout management office. • Eliminated downtime by troubleshooting installation issues through timely completion. • Collaborated with cross-functional teams to draft project schedules and plans. Project Manager Coordinator Calgary, AB Robertson Bright Inc Jan 2014 to Apr 2016 • Apply project management methods to project including scope and schedule change management, project plan/schedule development, resource management, communication planning, and issues/risks tracking. • Analyze project management requirements Coordinate project activities and requests for changes from original specifications. • Key player as liaison between team members in Calgary, Las Vegas and Mississauga and California, advising on project management processes and procedures Manage project process set up including contracts, subcontracts, purchase orders and permits Prepare project cost to complete Prepare earned value charts Manage project accounting and billings Manage subcontractor payment certificates, project billings and sign off for Canada and US pay apps. • Project admin for 6 project managers and 8 Account managers in 4 locations (2 U.S / 2 Canadian) Gather information and data for PM reporting Set up and maintain accurate project information and data in Sage 300 and Accubid. • Track and maintain all Change notices, logs and data input Track and maintain all RFI's, shop drawings and submittal logs Liaise with executive team on project status Track and communicate with key stakeholders on project status and milestones Prepare project plans Track material costs and delivery Prepare and maintain project change management Prepare budget documents for project Manage Change notices and process for duration of project Prepare biweekly project status reports Process implementation Created and implemented purchase order process Created & implemented change notice process Create track and maintain all change notices Created timelines for material delivery Created Schedule of Values worksheet Project close out documents Track and process shop drawings Prepare and track manpower forecasting / loading Manage and schedule electrical inspections Attend and minute weekly progress meetings Create file management system on the computer. • Utilized project schematics, drawings and specifications to complete detailed and highly accurate take-offs. • Enhanced development and drove continuous improvement of project delivery process by providing strong program leadership. Assistant Project Manager / Project Manager SNCLavalin T&D Jan 2013 to Jan 2014 • Tracking project schedules and budget • Assist Senior PMs with overall execution of projects. • Liaise with engineers and technical specialists to ensures project success. • Work with procurement to ensure delivery of all materials and contracts. • Chair weekly project meetings to review goals and schedule. • Liaise with subcontractors and materials management / field personnel to ensure all materials are at site. • Create and maintain Risk Register Create, submit, and manage change notices and change management logs. • Update project roles and responsibilities • Update and maintain project manual Actively manage projects on a day-to-day basis to ensure that project outputs are being delivered on schedule, to budget and to the required quality. • Initiate the request for proposals, tenders, and other competitive selection procedures, and oversee the tendering process as required Approve trade supplier and contractor invoices in accordance with project specifications, field change orders, etc. • Review and approve purchase orders and subsequent change orders in the financial system as per corporate schedule of authority. • Ensure ongoing quality and workmanship of trades, suppliers and contractors. • Identify and manage all project issues and risks and, where appropriate, elevate the issues for resolution or action. • Proactively liaise with and report progress to customers to ensure that they are informed of project progress and ensure that their opinions or requirements are taken into consideration as the project progresses. • Maintain a healthy and safe workplace and ensure compliance with all applicable codes Establish and maintain positive and effective working relations with all members of the project delivery team and operations team. • Close out the project ensuring a complete handover to the client and support team is done and that all relevant project documentation is present and accurate for the project file. • Provided project milestone details to appropriate stakeholders. • Provided all clients with high level of service and dedication in effort to extend relationships and promote future opportunities. • Updated project plans based on changing objectives, specifications and staff availability. • Devised implementation plans, including cost-benefit and ROI analyses. • Kept project teams on-task with proactive control of budgets, schedules and scopes. • Maintained close connection with project personnel to quickly identify and resolve problems. • Cross-trained in every store role to maximize operational knowledge. • Mitigated risk by ensuring regulatory compliance for required licensing. • Automated office operations, managed client correspondence and tracked records. Contract Administrator SNCLavalin Jan 2011to Jan 2013 • Preparing Contract bid documents for a $ 34,000,000.00 contract. • Prepare bid clarifications and meetings with subcontractors Obtain tender prices • • • • • • • • • • • • • • • • • • • • • • • • from contractor, review tenders, and complete tender analysis. Prepare compensation breakdowns Prepare award notifications. Ensure all safety/WCBdocumentation was in place. Interface with Supply Chain, Construction, Engineering, Project Controls and Legal Representatives Develop and maintain Industry Contractor contacts, relationships. Participate in strategic development for project contract requirements throughout project lifecycle. Review and approve contractors monthly progress billings. Submit payment recommendations to clients for contractor work Develop strategies to obtain best value for the goods and services. Complete the acquisition process on time and on budget. Create change orders and contractual amendments. Prepare general correspondence to contractors. Verify contract application terms, specifications, and conditions. Attest contractor invoices for contract compliance and required back-up, administer accordingly. Support contractor as required. Gather contract, reports and certificates punctually and resourcefully. Create all hard copy contractual collateral and material. Coordinate and assist with the facilitation of contract execution and thereafter maintenance. Formation and award of minor site services contracts Evaluate multiple contractor offerings in a variety of methods, including lump sum, unit rate, and cost reimbursable/time & material. Conducted research and compiled solicitation packages for contracting officer. Represented company at meetings to discuss contractual obligations. Reviewed all details on incoming contracts and service agreements to keep pricing correct. Strengthened documentation traceability, developing organizational systems for contracts, records, reports and agendas. Managed and monitored contract change requests and facilitated resolution. Submitted all project closeout documents in accordance with contract terms. Identified contract changes potentially occurring during agreement's lifecycle. Negotiated and prepared contracts, bids and order forms. Project Administrator SNCLavalin Jan 2009 to Jan 2011 • Assisting the Cost Controller in verifying vendor/subcontractor invoices and maintaining an up-to-date invoice register Maintained appointments and schedule for President and various staff members Entered Purchase Requisitions, issued and tracked Change Orders in SAP Program Created and maintained Corporate document templates & generated reports for staff. • The ability to deal with competing priorities and manage time appropriately. • Updated internal website with project progress Arranged annual summit and • • • • • • • • • • • • • • • • • • • • • • • other meetings as required Performed general office duties (typing/mail/courier/backup reception) Organized corporate hotel and travel reservations Drafting, formatting and generating a variety of correspondence Filing and/or scanning various project documents (paper and electronic files) Managing the calendar. Scheduling appointments and prepare expense reports. Commitment tracking. Preparation of Resource material. Preparing and delivering project communications, gathering and assembling data for reporting Supporting the Project Directors, Project Managers and Assistant Project Managers with correspondence, meetings and paperwork. Preparing meeting minutes, noting action items, creating and distributing minutes. Managing commitment tracking and action items for the project teams. Creating, running and submitting all reports to the clients as required. Compiling regular and ad hoc project reports for senior management. Managing all project documentation. Prepare contract and project close-out documentation. Work closely with cost controllers to verify and validate subcontractor invoices. Preparing and delivering project communications, gathering and assembling data for reporting Supporting the Project Directors, Project Managers and Assistant Project Managers with correspondence, meetings and paperwork. Preparing meeting minutes, noting action items, creating and distributing minutes. Managing commitment tracking and action items for the project teams. Creating, preparing and submitting all reports to the clients as required. Compiling regular and ad hoc project reports for senior management. Managing all project documentation. Prepare contract and project close-out documentation. Work closely with cost controllers to verify and validate subcontractor invoices. Create and maintain an EWR (Extra Work Request) log, Assist the Project Manager's with EWR validation. Prepare and package Change Notice and DCN documents for the clients review. Providing general assistance to the project teams as required. Office Administrator Calgary, AB Sonic Energy Services/ Jan 2008 to Jan 2009 • Solicited vendor quotes to determine optimal material purchase pricing. • Increased office organization by developing filing system and customer database protocols. • Handled scheduling and managed timely and effective allocation of resources and calendars. • Distributed company correspondence, including memos and updates to reinforce • • • • • • • • • • and apprise departments and divisions of corporate objectives velopments. and de Managed office inventory by maintaining documentation of stock. Conferred with business leaders to evaluate needs and strategize operational improvements to boost productivity. Drafted manuals and resources for identifying access to services. Greeted visitors promptly and directed to correct locations. Proactively identified and solved complex problems that impact management and business direction. Supported office needs including taking messages, scanning documents and routing business correspondence. Coordinated schedules, administrative functions, quality assurance and process improvements to bolster operational output. Developed long-term budgets covering office supplies and equipment maintenance to meet organizational demand. Delivered in-depth research on accounts and contracts to assist sales team. Sorted and distributed business correspondence to correct department or staff member, reducing dropped communications and enabling faster responses to key requests. Project Assistant Calgary, AB CCS Energy Services/ Jan 2003 to Jan 2005 • Commitment tracking. • Accruals • Entered Purchase Requisitions, issued and tracked Change Orders Assisting the Accounts payable in verifying vendor/subcontractor invoices and maintaining an up-to-date invoice register Preparation of Resource material. • Preparing and delivering project communications, gathering and assembling data for reporting. • Supporting the Project Directors, Project Managers and Assistant Project Managers with correspondence, meetings and paperwork. • Preparing meeting minutes, noting action items, creating and distributing minutes. • Managing commitment tracking and action items for the project teams. • Creating, preparing and submitting all reports to the clients as required. • Compiling regular and ad hoc project reports for senior management. • Managing all project documentation. • Created and maintained Corporate document templates & generated reports for staff. • The ability to deal with competing priorities and manage time appropriately. • Performed general office duties (typing/mail/courier/backup reception) Created and maintained Corporate document templates & generated reports for staff Updated internal website with project progress Arranged annual summit and other meetings as required Organized corporate hotel and travel reservations Drafting, formatting and generating a variety of correspondence Filing and/or scanning various project documents (paper and electronic files) Managing calendar. • Scheduling appointments and prepare expense reports. EDUCATION AND TRAINING MS Project – scheduling (current) – Udemy online Graphic Design – Shaw Academy Project Management Extension Certificate – Mount Royal University Contract Management Extension Certificate (4/6)- Mount Royal University Contract Law Canadian Institute of Resource Law Project Management "The Basics" Level 1– University of Calgary Photography – CBE Continuing Education Program Microsoft Front Page Online • Project Management Certificate - Mount Royal University - Alberta • Contract Management Certificate - Mount Royal University - Alberta • Business Administrative Courses - S.A.I.T., Calgary, Alberta PowerPoint Advanced - New Era Technologies, • Basic Surveillance Techniques, Mount Royal College, Calgary, Alberta • Microsoft Outlook Advanced, New Horizons. Calgary, Alberta • Microsoft Excel Intermediate, New Horizons. Calgary, Alberta Life Skill • Risk and Rescue International, Canmore, Alberta • Level 1Oil and Gas Production Accounting, S.A.I.T Calgary, Alberta • Accpac Simply Accounting, University of Calgary, Calgary, Alberta • Lotus 1-2-3, Data base III and Word Perfect High School Diploma Lord Beaverbrook High School Calgary, Alberta REFERENCES References available upon request