Kylie Dobson
El Sobrante
Summary
Dynamic Project Coordinator with extensive experience at UC Berkeley, excelling in budget management and event coordination. Proven ability to enhance team collaboration and streamline procurement processes. Adept at utilizing Microsoft Excel for complex financial planning while demonstrating exceptional organizational skills and attention to detail. Committed to delivering outstanding customer service and innovative solutions.
Overview
18
18
years of professional experience
Work History
Project Coordinator
UC Berkeley
04.2024 - Current
- Responsible for coordinating meetings, reviews and conferences along with any IT, catering (including event permits and obtaining security if required), and travel/accommodation needs.
- Responsible for approving all Travel Reimbursements.
- Responsible for processing invoices for payment, development of purchase orders and changes. Including developing the backup documentation required.
- Responsible for reviewing time allocations for the team against the budget projections and identify discrepancies.
- Responsible for all low value purchases for the team, and maintaining a basic stock of supplies for the team.
- Space Sciences Lab
Assistant
Eureka Scientific
01.2008 - Current
- Provided flexible support to meet operational needs during busy periods.
- Organized registration set-up and breakdown while maintaining a friendly presence at the booth.
- Assisted in organizing events and meetings to enhance team collaboration.
National Account Manager
iClick
06.2022 - 03.2024
- Managed buying groups, negotiated special pricing and deals, and processed special orders.
- Provided timely responses to customer inquiries and proposed innovative ideas for projects.
- Travel to all National and local meetings, host in-person lunch and learns as well as zoom meetings with clients to help with projects, general knowledge and new product information.
- Maintained accurate account details and contact information for all accounts.
- Organized travel and tradeshow booth materials for sales managers by ensuring sample suitcases were stocked with product and booth décor was current.
Sales Admin
iClick
11.2021 - 06.2022
- Responded efficiently and timely to customer inquiries, managing high volume emails and phone calls.
- Collaborated with internal departments to process customer quotes, mockups, samples, and special orders.
- Processed and verified accuracy of POs within 1 hour of receipt, addressing client order questions or discrepancies.
Sales Coordinator / HR Administrator
TableSafe
11.2017 - 04.2022
- Assisted sales team in preparing quotes and contracts while maintaining accurate sales records, orders, and CRM updates to support efficient sales processes.
- Set up and managed SharpSpring as a new Sales tracking tool for the team.
- Created new processes and procedures for all incoming orders.
- Assist the Marketing Team by keeping track of the news about the company, follow up on requests for information through our website, manage all incoming leads to qualify them and pass them along to the sales department.
- Worked with DocuSign for contracting and Drift to manage the website chat assistant.
- Developed systems and tracking documents for HR, managed onboarding of new employees, maintained employee records in Paylocity, addressed benefits-related inquiries, and organized open enrollment for past two years.
- Utilized E-Verify system to verify eligibility of job applicants during hiring processes.
- Coordinated with building management on all necessary maintenance.
Registration Assistant
Conference Connection
01.2008 - 12.2019
- Worked part-time and on call as needed.
- Organized registration setup and provided customer service.
- Manage the front desk, for setup and check -in.
- Coordinate all catering, AV and setup needs with onsite management.
- Assist with coordinating the Banquet dinner as well as any excursions offered.
Administrative Assistant III
UC Berkeley
08.2013 - 10.2019
- Prepared complex budgets in Excel for government-funded space flight and ground-based NASA programs, ensuring accurate financial planning.
- Arranged and facilitated meetings and conferences, overseeing IT, catering, event permits, security, and travel/accommodation logistics.
- Handled invoice processing for payment and created purchase requisitions.
- Coordinated long-term housing arrangements for project members.
- Ensured team had necessary supplies to maintain workflow.
- Space Sciences Lab
Assistant General Manager
The Baltic Restaurant
10.2012 - 12.2015
- Coordinated employee schedules via Google Drive, managed cash handling, prepared daily reports for general manager using Excel, and processed bank deposits.
- Managed inventory tracking and ordering.
- Issued payroll checks for employees and vendor checks based on invoices with QuickBooks.
- Oversaw maintenance operations to ensure optimal building functionality.
Catering Manager / Event Coordinator
Boilerhouse Restaurant and Craneway Pavilion
05.2011 - 08.2013
- Managed up to 45 employees to provide catering and other set-ups during a wide variety of large events.
- Developed quotes for prospective catering clients.
- Provided and scheduled enough staff, change and supplies for each event.
- Managed daily restaurant operations and coordinated employee schedules.
- Assisted customers with inquiries and addressed their needs effectively.
- Responsible for responding to all email inquiries about the restaurant.
- Kept track of all money, balanced it against reports and made trips to the bank for deposits.
- Developed and produced a weekly financial reporting package for management from our point of sale system.
- Managed Micros system to oversee daily sales and inventory reports.
Education
Graduate -
St. Mary's College High School
Berkeley, CA06.2008
Cal Poly Pomona University - Hospitality Management, Psychology
Cal Poly Pomona University
Skills
- Proficient with Netsuite, CRM Dynamics, Sharpspring & Sales Force
- Event coordination
- Catering logistics
- Customer relationship management
- Procurement processes
- Budget management
- Microsoft Office
- Quickbooks
- Problem solving
- Time management
- Multi-tasking
- Organization
- Attention to detail
- Fast learner
- Customer service
- Written & Verbal communication
- Communication skills
Timeline
Project Coordinator
UC Berkeley
04.2024 - Current
National Account Manager
iClick
06.2022 - 03.2024
Sales Admin
iClick
11.2021 - 06.2022
Sales Coordinator / HR Administrator
TableSafe
11.2017 - 04.2022
Administrative Assistant III
UC Berkeley
08.2013 - 10.2019
Assistant General Manager
The Baltic Restaurant
10.2012 - 12.2015
Catering Manager / Event Coordinator
Boilerhouse Restaurant and Craneway Pavilion
05.2011 - 08.2013
Assistant
Eureka Scientific
01.2008 - Current
Registration Assistant
Conference Connection
01.2008 - 12.2019
Graduate -
St. Mary's College High School
Cal Poly Pomona University - Hospitality Management, Psychology
Cal Poly Pomona University