Manager Administrative Assistant
Resume:
Y u l i i a K o v a l e n k o
addl42@r.postjobfree.com
Highlights of Qualifications
• 7 years’ of experience in transportation, logistics, supply chain;
• Master's Degree with Honor in International Operations (Ukraine) and Post-Graduate Diploma in Supply Chain Management (Canada);
• Organized and self-driven; attentive to details; efficiently, accurately handle shipping/customs/insurance process;
• Strong interpersonal, communication, teamwork, analytic and multitasking skills;
• High degree of professionalism, tact, diplomacy, and confidentiality;
• Able to speak 3 languages fluently: English, Ukrainian, Russian;
• Strong computer skills, including Microsoft Office, Outlook Express, Quick Books, Photoshop, Internet;
• Committed and willing to continuously learn and grow.
Work Experience
Administrative Assistant, (Part-time)
LLC “Perfect Solutions”, Canada, Cleaning products
February 2019 – April 2020
Duties:
Day-to-day duties (direct phone calls, printing, scanning, copying, customers/suppliers enquires)
Scheduled and coordinated meetings, appointments, and travel arrangements for General Manager;
Prepared various types of report for General Manager (sale volumes, customers/suppliers/products databases)
Liaised business relationships with existing suppliers and customers;
Worked in with Quick Books (invoices, payments, bills, reports, warehouse, reconciliation, etc.)
Worked with customers (accepting orders, delivering, accepting payments);
Worked with suppliers (making purchase orders, receiving, checking, backorders, payments);
Purchased and maintained office supplies, always being careful to adhere to budgeting practices;
Achievements:
Created a new controlling system for paying bills to suppliers within the required time, which reduced the time for 15% (comparing with the previous system) spent at the end of each month for finding bills which are needed to be paid.
Created a few new excel working tables for easier and faster work, like, tracking transportation costs, dangerous goods autofill form, etc., which reduced processing time for 20 % than usual.
Organized proper working process for the documents processing and storage.
Assistant of General Logistics Manager, (Full-time)
LLC “VARITEC”, Ukraine, Metal-Working Machinery
September 2017 – July 2018
Duties:
Answered telephones, direct calls, and take messages from customers and suppliers;
Liaised with other departments within the organization to ensure projects/delivery/customs clearance is completed on time (brokers, sales and accounting departments, service center);
Assisted in preparing foreign economic contracts, invoices, packing lists, certificates of quality and origin, insurance applications;
Frequent and advanced use of Microsoft Office programs including Word, PowerPoint, and Excel;
Established goals and deadlines for the logistics department;
Analyzed internal processes, recommended and implemented procedural and policy changes to improve operations such as giving classes on supply and inventory procedures and recording all processes into one manual for future employees easier and faster adjustment into the company’s work;
Prepared reports for General Logistics Manager and forecasted delivery volumes with further proper and equal distribution among customs facilities and warehouses;
Maintained inventory in the highest valued and largest stockroom at companys’ showroom and warehouse;
Assisted in negotiating rates with Truck/Air Freight/ UPS carriers for all phases of transportation and purchasing;
Translated contracts and product specifications and controlled work of hired translators;
Communicated daily with all carriers to expedite and track shipments for all domestic and import.
Achievements:
Structured work in the department, which helped to divide proportionally work between 3 employees;
Prepared instructions, to each process in this department to help new employees to adapt faster for new job and responsibilities;
Created good communication between 3 departments, by setting up new “e-mail request system” for salesmen, brokers and service engineers;
Developed 2 new simple but very useful Excel tables, instead of 6 excel tables which department used previously, by the correct combination of information in the tables, so data wasn’t mentioned 2-3 times in few tables simultaneously;
Structuralized the originals of the documents (e.g. contracts, shipping documents) by its year of publishing, for easier search.
Assistant of General Logistics Manager, (Full-time)
LLC “ATB-market”, Ukraine, retail business,
April 2013 – August 2017
Duties:
Maintained thorough documentation (sea containers, auto, and railroad) of shipments, inspections, and violations;
Provided various forms of data reporting to General Logistics Manager (delivery, customs clearance, resources planning, scheduling, updates about cargo in transit);
Frequent and advanced use of Microsoft Office programs including Word, PowerPoint, and Excel;
Wrote, revised, and translated correspondence between the company and its international suppliers;
Supervised all matters of cargo insurance;
Helped with the training of new employees;
Prepared paperwork for shipments, customs clearance, and insurance matters;
Liaise with other departments within the organization to ensure projects/delivery/customs clearance are completed on time (brokers, sales and accounting departments, warehouse, international operations managers, forwarding and insurance companies, service center);
Translated contracts and product specifications and controlled work of hired translators;
Oversaw shipment scheduling and dispatching, tracked goods in transit to ensure on-time delivery;
Assisted in coordination and control of cargo delivery for customs processing.
Achievements:
with the assistance of the law department, developed a new version of the contract with the insurance company;
set up new a scheme of work, a form of data reporting, a form of insurance application, which helped to lessen time spending on work with cargoes insurance for 30%;
developed 4 new MS Excel tables, which helped to reorganize work and improve its efficiency for 15% by saving working hours for other goals;
established better communication between 4 departments, converted it into email correspondence, which allowed to reduce spent time in controversial situations for 10% by searching in emails, not trying to remember the situation;
optimized work connected to internet auctions: different kind of mistakes, made by managers and forwarding agents were excluded due to controlling the whole process more attentively. The efficiency of it became twice better after 6 months under my control.
Assisant of International Operations Manager, (Full-time)
LLC “Demis Kanc”, Ukraine, importing and selling stationary products
July 2012 – January 2013
Duties:
Assisted in performing a full cycle of cargo delivery, starting from the purchase order and finishing with delivery to the warehouse;
Maintained daily communication with company broker on all import entries and withdrawals;
Maintained thorough documentation of shipments (sea and auto), inspections, and violations, and submitted timely reports to the International Operations Manager;
Placed and managed purchase orders and monitored logistics of those afterward;
Booked customer’s orders with forwarding agents, sea transport lines;
Frequent and advanced use of Microsoft Office programs including Word, PowerPoint, and Excel;
Liaise with other departments within the organization to ensure projects/delivery/customs clearance is completed on time (brokers, sales and accounting departments, warehouse, international operation managers, forwarding and insurance companies, service center);
Translated contracts and other documentation for the cargo;
Provided outstanding customer service, be an enthusiastic and passionate professional;
Administrative Assistant, (Full-time)
LLC “Demis Group”, Ukraine, multi-utility company
April 2012 – June 2012
Duties:
Made all possible assistance to the director of the HR department;
Was responsible for pre-and post-planning of training and seminars for employees;
Oversaw execution and real-time monitoring of food and beverage, room set up and speaker requests;
Organized business trips for senior management;
Organized trainings for employees, support and coordination;
Congratulated employees with professional holidays and birthdays;
Worked with questionnaires of employed candidates and personal records of employees.
Education
Thompson Rivers University, Canada
Post Bachelor Diploma.
Major - Supply Chain Management
September 2018 – April 2020
Co-op Program
Dangerous Goods Certificate
National Metallurgical Academy, Ukraine
Master's Degree with distinction
Major - International Operation Management
July 2019 – November 2019
November 2019
September 2007- June 2012
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