MICHELLE TOBAR
Construction Administration & Management
San Jose
Summary
Dynamic and results-driven Project Administrator/PM Assistant with over twenty years of experience in the union commercial construction industry. Expertise in project document management, coordination, and planning, along with a strong ability to support daily operational and administrative functions. Exceptional communication and interpersonal skills foster effective relationships with external clients and internal teams, including executives and project managers. Recognized for a proactive approach to multitasking, adaptability in challenging situations, and proficiency in full-charge bookkeeping, logistics, and administration.
Overview
19
19
years of professional experience
1
1
Certification
Work History
Project Administrator
Valhalla Builders, Inc.
02.2021 - Current
- Provide support to the Project Manager and field crews
- Perform administrative duties from the bidding process to project close-out.
- Write project proposals
- Assist with building permit application process and associated documentation, coordinate both city and third-party special inspection agencies.
- Issue purchase orders and subcontracts to vendors and subcontractors and track costs.
- Accurately process contract documents (front end, submittals, construction phase, and close out) as defined in the General & Special Conditions of the specs for public and private works. Create/process PCO’s, RFI’s, SOV’s, and other integral project documents.
- Negotiate contracts with vendors, securing favorable terms to optimize project outcomes.
- Maintain accurate records of all project-related expenses to facilitate budget tracking and financial reporting.
- Manage documentation and compliance procedures, which streamlined project approvals and reduced delays in operations.
Project Management Assistant
Therma LLC
12.2017 - 03.2020
- Support of multiple Project Managers and administration of commercial construction projects from the bid process to close-out.
- Manage construction project financial transactions and other account information to update and maintain accounting records.
- Oversaw project documentation processes, ensuring compliance.
- Monitored project progress and performance metrics, providing regular updates to management and identifying areas for process improvement.
- Work closely with the AR department to manage project billings
Full-Charge Bookkeeping
Valhalla Builders, Inc.
04.2014 - 12.2017
- Managed all office administration and full cycle accounting: Accounts Payable, Accounts Receivable, self-weekly payroll, tax reporting, union reporting, workers comp reporting.
- Manage construction project financial transactions and other account information to update and maintain accounting records.
- Managed comprehensive financial records, ensuring accuracy and compliance with accounting standards, resulting in streamlined reporting processes.
- Collaborated with project managers to reconcile accounts and track project expenses, supporting strategic financial planning.
- Performed all HR functions.
- Responsible for annual business insurance renewal.
Project/Contracts Administrator
Valhalla Builders, Inc.
03.2007 - 04.2014
- Performed administrative duties for projects while working closely with project management, subcontractors, and clients.
- Worked with Project Manager and Construction Manager to ensure completion of projects including providing all levels of support to the Project Managers/Estimators.
- Accurately processed contract documents (front end, submittals, construction phase, and close out) as defined in the General & Special Conditions of spec books for public and private works. Create/process PCO’s, RFI’s, SOV’s, and other integral project documents.
- Scheduled, coordinate and attend pre-bid job walks and weekly project construction meetings.
- Processed accounts payable/incoming and outgoing mail including processing and issuing contract documents to subcontractors.
- Liaised with agencies such as Unions, Trade Councils, Employee’s Advocate, OCIP providers, Program Managers to ensure all Prevailing Wage/PLA laws are being enforced.
- Monitored Daily Work Reports & Certified Payrolls to ensure truth and accuracy in reporting Process / Administrate COI’s.
- Maintained federal reporting requirements for ARRA funded projects.
- Managed project timelines and contracts, ensuring compliance with specifications and delivering projects within established deadlines.
- Streamlined procurement processes by implementing new tracking systems, improving efficiency in vendor management and contract execution.
- Coordinated with cross-functional teams to resolve contract-related issues, enhancing communication and collaboration across departments.
- Developed comprehensive project documentation, facilitating transparency and ensuring all stakeholders were informed of project status and changes.
Education
High School Diploma -
High School
San Jose, CA 05.2001 -
Skills
Project documentation
Client relationship management
Budget tracking
Contract negotiation
Proposal writing
Financial transactions management
Compliance management
Procurement processes
Construction project administration
Certified payroll monitoring
Accounting compliance
Process improvement
Bid estimation
Analytical skills
Analytical thinking
Project management
Accomplishments
- Created a comprehensive EH&S program document custom tailored to Intel’s specifications resulting in the award of a multi-million-dollar Master Subcontract with Turner Construction for work at IntelSanta Clara.
- Recognized for collecting payment from stagnant accounts by use of people skills and diverse strategies.
- Generation of custom spreadsheet reports for both product sales reporting and monthly union reporting.
- Effectively crossed over from project management to full-charge bookkeeping in one month's time with no prior accounting experience.
ADDITIONAL EXPERIENCE
- Self Employed; Certified Massage Therapist, 2002-2007
- Contracts Administrator; Nortel Networks/Alteon Web Systems, 2000-2002
- Senior International Sales Administrator; Teledex Corporation, 1995-1999
- Operations Secretary; Madlem Mechanical, Inc./Valhalla Builders, Inc., 1988 –1992
Certification
California Notary Public; expires June 30, 2027
Timeline
Project Administrator
Valhalla Builders, Inc.
02.2021 - Current
Project Management Assistant
Therma LLC
12.2017 - 03.2020
Full-Charge Bookkeeping
Valhalla Builders, Inc.
04.2014 - 12.2017
Project/Contracts Administrator
Valhalla Builders, Inc.
03.2007 - 04.2014
High School Diploma -
High School
05.2001 -