Summary
Overview
Work History
Education
Skills
Languages
Certification
Timeline
Generic

Michelle Coffin

Airdrie,Alberta

Summary

Dedicated and results-driven Administrative Professional with 20 years of experience in managing office operations, implementing efficient procedures, and providing exceptional administrative support. Proficient in office software, multitasking, and maintaining accuracy. Thrives within dynamic, deadline-driven settings, showcasing adaptability and proactive problem solving. Unwavering commitment to elevating client satisfaction and fortifying the organizational brand.

Overview

21
21
years of professional experience
1
1
Certification

Work History

Recruitment Administrator

Canadian Natural Resources
08.2020 - 02.2022
  • Manage (write/format/edit/post) job descriptions for internal/external and niche site postings. Promote new career opportunities through network and various strategic channels.
  • Ensure that recruitment marketing timelines are met by receiving, and/or following up on communications, assets, and content from the Talent Acquisition and Corporate Communication teams and distributing through the appropriate channels.
  • Work collaboratively with the recruitment and campus recruitment teams on the extension of offers and the management of offer, negotiation, closing, and all administrative components involved in full-cycle recruiting.
  • Build strong partnerships with multiple recruiters, the hiring managers they support, and their candidates to drive an efficient process for providing a positive candidate experience, as well as handle any challenges that may occur.
  • Respond to all general HR enquiries; Ensure team members are equipped with tools, accounts, and accesses; Organize HR files and documentation on company intranet and/or HR systems.

Administrative Assistant

Devon Canada Corporation
11.2014 - 07.2020
  • Review and code Invoices in SAP; resolve invoice discrepancies and payment with accounting and maintain productive working relationships with suppliers and internal departments.
  • Perform travel bookings and expense reports in SAP for 45 people and prepare PowerPoint presentations for meetings, budgets, executive updates etc.
  • Design/maintain several SharePoint sites; organize meetings, capture meeting notes & action items and set up/troubleshoot equipment.
  • Prepare and submit weekly drilling and monthly technology reports; serve as floor fire warden, wellness ambassador and EHS floor coordinator.

Administrative Assistant/Receptionist

Watt Consulting Group
01.2014 - 11.2014
  • Accounting responsibilities through vendor and customer set ups, invoicing, AP, AR, Deposits, Credit Card/Debit/Cash Reconciliations.
  • Create marketing and presentation materials; data entry / general office duties; facilitate new staff orientations and training.
  • Proposal/RFP/RFQ support; administrative tasks, such as expense entry, travel arrangements, etc.

Office Manager/Receptionist

Northwest Crane Ltd.
05.2013 - 01.2014
  • Setup a brand-new branch in Calgary (set up accounts, establish filing systems, etc.); oversaw PO creation and completion, job set ups through to job completion and vendor and customer set ups, invoicing, and payments.
  • Performed reception duties by managing multi-line system/paging etc.; setup meetings and\agendas/minutes; booked inspections for cranes and trucks, maintained service shop calendar.
  • Oversaw data entry / general office duties; input and approved timesheets for payroll and prepared expense entry for branch manager, sales team, and all other staff.
  • Booked flights, hotels etc. for all staff and took care of credit card, debit, cash reconciliations and bank deposits.

Business Infrastructure Manager

Focus Corporation (now WSP)
10.2011 - 03.2013
  • Managed the BI and proposal team/office by overseeing and providing content for three of the companies SharePoint sites; managed confidential day-to-day support for Executive Vice President and other support to the regional Vice Presidents (12) (Amex reconciliation/travel/expenses/time approvals, managing calendars/Org charts/flow charts/presentations etc.).
  • Provided coordination on projects and special initiatives for the division by writing and distributing communications and other documentation to the division.
  • Helped improve administrative processes and strengthen administrative functions across the division on all proposals; developed a proposal matrix and template based on the mandatory criteria, point-rated criteria, and evaluation percentages; engage/schedule/facilitate appropriate resources to build ad-hoc teams to
    develop proposal content, ensure RFP compliance, draft standard proposal sections, facilitate reviews, and perform quality control on final document.
  • Oversaw printing and delivery of proposal documentation within required deadlines; assisted with the creation and application of proposal development tools, evaluation criteria, standardized content, and templates.
    Developed mechanisms for monitoring opportunities through bid sites and other potential avenues; monitored and maintained proposal database, files, and systems through appropriate information management systems.
  • Kept accurate records on proposals in progress, completed, wins, losses, etc.; oversaw all planning of the annual client appreciation event in Calgary (1600 people).
  • Assisted with recruitment ads to be posted in all pipelines, geomatics papers etc.; trained staff (new hires as well as acquisitions) on all geomatics tools and systems.

Administrative Manager/Fleet Manager/Safety Coordinator

Focus Corporation (now WSP)
07.2007 - 10.2011
  • Managed administration and job set up (search & rescue) staff by preparing documentation for registrations at Land Titles and performing job set up, search & rescue for all jobs, and preparing field packages.
  • Kept equipment data base current, ordering of supplies and repairs of broken survey equipment and helped project managers with invoicing for the Regina and Medicine Hat offices.
  • Played the role of safety coordinator through hazard reporting, training, safety meetings etc.; managed fleet in Med Hat and Regina offices (repairs, service, reporting to ARI).
  • Performed office management by being the HR contact for the Regina and Medicine Hat offices and building job tracking spreadsheets and job costing reports.

Administrative Assistant

Devon Canada Corporation
01.2006 - 07.2007
  • Design Wellbore schematics and filling in field data sheets
  • Reviewing and coding Invoices from vendors
  • Expense reports for my team
  • Web publishing/Design for Devon intranet sites Devon Technology Application Steering Committee - organizing meetings, taking minutes, designing web pages, follow up on new technology forms, etc.
  • Prepare and submit production reports, Monthly reconciliation reports, etc.
  • Serve as Floor Fire Warden and First Aid contact
  • All Travel arrangements
  • Organize all events happening on my floor (75 people)
  • Starts/Exits of staff on my floor as well as any requests

COR Administrative Assistant

Petroleum Industry Training Services
07.2003 - 12.2005
  • Process all COR (Certificate of Recognition) safety audits
  • Process ATU audits for Alberta Infrastructure and CAODC
  • Handle all enquires about the COR program, and assist our certified auditors (500 +)
  • Handle all applications submitted to the government for Company COR, as well assist WCB with PIR incentives to the companies
  • Maintain COR data base
  • Handle all committee meetings, including taking of minutes, agendas, etc.

Safety Administrative Assistant

ENFORM
05.2002 - 07.2003
  • Assisted with booking Instructors for all internal and contract courses
  • Cleaned and maintained all H2S equipment and supplies
  • Quality assurance investigations for franchise instructors
  • Maintained an updated Instructor data base
  • Handled all enquires around the PST Program, filling orders and setting up contracts with Third Party Trainers
  • Assisted with technical problems with the PST program, built and maintain PST data base
  • Data Entry / general office duties/ Reception cover off for switch board

Reservations Agent/Customer Care Agent

WestJet Airlines
04.2001 - 09.2002
  • Provided high level of customer service to each person by engaging customer and using active listening and effective interpersonal skills.
  • Provided customers with information about availability and pricing.
  • Resolved various issues and discrepancies for customers.
  • Handled billing information over phone.
  • Reached over 2 million dollars in sales

Education

High School Diploma -

Bowness High School
Calgary, AB
06.1990

Skills

Excellent Communication (written & verbal) Editing & proofreading

Proficient in MS Office (Excel, PowerPoint, Word, SharePoint, Visio, Outlook)
Organized

Scheduling and travel management
Attention to detail

Data entry
Flexibility, reliability, and confidentiality

Database management
Problem-solving

Spreadsheet development
Multitasking & Time management

Accounting (AP & AR)
Anticipates needs

HR and recruitment support
Active listening

Marketing support

Languages

English
Native or Bilingual

Certification

  • 7 Habits for Highly Effective People
  • Inveniam Impact 7-step Interview
  • Business Intelligence Analytical Reporting
  • Canva and Graphic Artist Bootcamp
  • Savvy System
  • Hospital Unit Clerk and Standard First Aid
  • Management Seminars for supervisory personnel
  • Harvard mentorship programs
  • Business Writing course
  • Certified Health and Safety Auditor Course
  • Safety Program Development
  • Petroleum Safety Training and WHIMIS

Timeline

Recruitment Administrator

Canadian Natural Resources
08.2020 - 02.2022

Administrative Assistant

Devon Canada Corporation
11.2014 - 07.2020

Administrative Assistant/Receptionist

Watt Consulting Group
01.2014 - 11.2014

Office Manager/Receptionist

Northwest Crane Ltd.
05.2013 - 01.2014

Business Infrastructure Manager

Focus Corporation (now WSP)
10.2011 - 03.2013

Administrative Manager/Fleet Manager/Safety Coordinator

Focus Corporation (now WSP)
07.2007 - 10.2011

Administrative Assistant

Devon Canada Corporation
01.2006 - 07.2007

COR Administrative Assistant

Petroleum Industry Training Services
07.2003 - 12.2005

Safety Administrative Assistant

ENFORM
05.2002 - 07.2003

Reservations Agent/Customer Care Agent

WestJet Airlines
04.2001 - 09.2002

High School Diploma -

Bowness High School

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Michelle Coffin