Mary Silva
Calgary,AB
Summary
Hardworking reliable and versatile Administrative Assistant with over five years of experience in administrative, reception, and clerical roles. Brings a strong background in the property restoration industry, with hands-on experience using Encircle, PSA, XactAnalysis (XA), and eClaim. Proficient in Microsoft Office and QuickBooks. Known for a positive attitude that fosters strong relationships and delivers exceptional customer service to both internal and external clients. Eager to contribute existing skills while continuing to learn, grow, and expand professional expertise.
Overview
9
9
years of professional experience
Work History
Project Manager Assistant /Emergency Service Dispatcher
MDR Services
Calgary, Alberta
08.2023 - Current
- Scheduling and directing restoration technicians for emergency services including water, trauma and environmental mitigation as well as follow up visits as required.
- Monitor service progress to ensure customers needs are met.
- Dispatch technicians to various locations and ensure all relevant information of service details is provided according to priority.
- Received incoming calls and emails.
- Equipment tracking.
- Document control.
- Liaison with insurance adjusters and property management companies, to communicate status of the emergency including completion.
- Prepared and delivered loss inspection reports.
- Prepared documents, filed notice of project and scheduled hygienist for asbestos abatements.
- Administrative support to payroll and accounting.
- Completed tasks using PSA and Encircle software and data bases.
- Verification and entry of staff time cards.
- Handled confidential information with discretion and tactfulness.
- Assisted in data entry tasks such as entering new customers into database system.
- Processed payments from customers according to established procedures.
- Greeted visitors in a professional manner while providing assistance as needed.
- Created work orders for internal staff as well as outside vendors.
- Point of contact for emergency services and callouts
Client Service /Client Intake Coordinator
Paramed Home Health
Calgary, AB
08.2024 - 07.2025
- Created and maintained employee schedules to ensure adequate staffing levels.
- Maintained confidentiality of sensitive information entered into the system.
Stable Hand - Part Time
Equine Haven
Carseland, AB
08.2022 - 11.2023
- Followed safety protocols when operating tools and equipment.
- Worked with owner to determine ranch needs.
- Provided water, food and supplements for approximately 30 livestock.
- Supported animal health by keeping areas clean, neat and properly sanitized.
Project Administrator
On Side Restoration
Calgary, AB
06.2022 - 12.2022
- Built and established strong partnerships with teams, vendors and contractors.
- Drafted project construction schedule and updated as job progressed
- Created purchase orders, work orders and prepared information for billing
CSR
Mr. Handyman of Calgary South
Calgary, AB
06.2021 - 06.2022
- Assisted customers in making payments on accounts.
- Documented conversations with customers to track requests, problems and solutions.
- Asked probing questions to determine service needs and accurately input information into database system.
- Informed customers about service and billing procedures.
- Secured client retention by driving service value and product benefits, features and recommendations around clients' needs.
- Scheduled and confirmed appointments.
- Delivered administrative support to team members by making copies, sending emails, organizing documents and rearranging schedules.
- Maintained daily calendars, set appointments with clients and planned daily office events.
Administrative Assistant
CalCraft Aluminum & Steel Fab Inc.
Calgary, AB
07.2019 - 04.2021
- Directed customer communication to appropriate department personnel.
- Tracked and submitted employee timesheets to accounting department for payroll processing.
- Entered invoice data into company database and updated details, including customer contacts and delivery dates to keep information current.
- Prepared packages for shipment by generating packing slips and setting up courier deliveries.
- Answered and directed incoming calls.
- Scheduled and confirmed appointments.
- Processed payments and updated accounts to reflect balance changes.
- Greeted customers, answered general questions and directed to appropriate locations.
- Directed clients to appropriate personnel to address concerns, resolve complaints or answer account-related questions.
- Scheduled installation and onsite consult appointments.
- Cleaned reception area and restocked office and shop supplies.
- Created Purchase orders when purchasing through outside vendors.
- Received customer orders, created job numbers and prepared job folders.
- Monitored attendance records by taking note of staff vacation time, sick days and personal days.
Receptionist
No Bull Powder Coating
Calgary, AB
07.2019 - 04.2021
- Answered and directed incoming calls.
- Ordered powder, shop materials and office supplies when required
- Created work orders for customer projects
- Emailed and mailed invoices and reminders to clients to obtain payments within expected deadlines.
- Completed and recorded customer payments by processing in Quickbooks.
- Managed all payments processing, invoicing and collections tasks.
- Monitored past due accounts and pursued collections on outstanding invoices.
- Assistant to accounting department.
Owner/Operator
2032641 Ab Ltd.
Calgary, AB
05.2017 - 08.2019
- Maintained garden areas and landscaping greenery to enhance property appearance and plant health.
- Applied fertilizers and pesticides to lawns and grounds to control weeds, insect infestation and maintain soil fertility.
- Pruned trees and bushes to improve visibility and shapes.
- Cleared pathways of overgrowth, debris and snow to reduce hazards.
- Operated landscaping equipment to maintain grounds and remove trees.
- Worked with Get Jobber and Quickbooks to create and submit large numbers of client invoices.
- Maintained timesheets to prepare payroll data and invoicing.
Education
Certificate - Office Administration
Academy of Learning
Calgary, AB06.2004
High School Diploma -
Jack James High School
Calgary, AB06.1999
Skills
- Microsoft Office
- Customer service
- Multitasking
- Work ethic
- Organizational skills
- Critical thinking
- Communication
- Office equipment operations
- Meticulous and organized
- PC proficient
- Document control
- Correspondence management
- Data entry
- QuickBooks
Hobbies
Everything Equestrian. I love horses, riding horses and watching horses!
A true outdoors person. Passionate about camping, hiking and water sports.
An avid gardner who finds solace in making things grow and aesthetically pleasing.
Timeline
Client Service /Client Intake Coordinator
Paramed Home Health
08.2024 - 07.2025
Project Manager Assistant /Emergency Service Dispatcher
MDR Services
08.2023 - Current
Stable Hand - Part Time
Equine Haven
08.2022 - 11.2023
Project Administrator
On Side Restoration
06.2022 - 12.2022
CSR
Mr. Handyman of Calgary South
06.2021 - 06.2022
Administrative Assistant
CalCraft Aluminum & Steel Fab Inc.
07.2019 - 04.2021
Receptionist
No Bull Powder Coating
07.2019 - 04.2021
Owner/Operator
2032641 Ab Ltd.
05.2017 - 08.2019
Certificate - Office Administration
Academy of Learning
High School Diploma -
Jack James High School