Lori Hayes

Administrative professional with 10+ years experience in HR and project administration.

• Exceptional communication and customer service skills, employing tact and sensitivity with confidential information
• Strong collaboration, supervision, time management and research abilities
• Ability to work well independently and as a team member
• Proficient in MS Outlook, Word, Excel, PowerPoint, Visio, Teams, Blue Beam, Adobe Writer, Oracle, SharePoint, Google Docs, SAP software, Skype, WebEx and surface hub conferencing

Administrative Assistant, Stantec, Mar 2020 - Sep 2021

Responsible for multidisciplinary office administrative coordination supporting human resources, project and construction management. Responsibilities include:

• In collaboration with human resources, process full onboarding cycle including computer deployment, systems/software recommendations, new hire orientations, probationary reviews and employee separation activities during project shutdown and covid protocols..
• Format proposal requests and team resumes. Generate reports from a variety of global company resources/databases including construction contractor hourly reports, staff lists and tracking logs. Process contractor invoices and expenses; Fleet Vehicle log tracking, reporting and invoicing; management of employee rewards program and corporate credit card

Project Assistant, Stantec, Mar 2019 - Feb 2020

Support multiple project and engineering department managers for various oil and gas projects. Responsibilities include:

• Coordination with the engineering discipline team on behalf of the PM to ensure adherence to project schedule deliverables; manage project meeting calendars; coordinate travel arrangements; create, format and issue all project technical documents, project reports and process expenses
• Coordination of discipline team report data, preparation and issuance of weekly client meeting minutes; organize internal and external meetings; arrange catering

Property Services Coordinator, BGIS, Apr 2016 - Feb 2019

Responsible for coordinating the effective delivery of a variety of services related to the ongoing operation of building and timely resolution of all client requests pertaining to property services.

• Daily new-hire processing through SAP software, security applications and criminal record check requests for employees, contractors and vendors; lock mechanism and key distribution, maintain staff and contractor HR database, process employee timesheets for payroll and maintain staff vacation schedule
• Process service requests received by telephone and email and maintain a database of such requests to meet reporting and analysis requirements; monitor service contracts and review vendor/contractor performance; prepare reports to manage quotes; monthly preventative and annual maintenance activities, work order history and trends; communicate with vendors to obtain quotes for work; manage invoices and work order completion
• Process purchase orders for work complete; prepare monthly summaries of expenses and with supporting details and resolve errors and inconsistencies from the general ledger
• Assist the Property Manager with budget/expense variance analysis; prepare monthly forecasts of expenditures; preparing the annual operating and capital budgets

Project Assistant, Jacobs Canada Inc., May 2011-Jan 2016

PA assigned to Enbridge projects. Responsibilities include:

• Document management, quality control, maintaining project files, coordination of engineering discipline team report data, preparing and issuing (client) weekly minutes and monthly status reports, maintaining project directories, responsible for setting up client and team meetings, preparing meeting minutes, preparing expense forms, formatting/editing FEED/DBM documents, Scopes of Work, Commissioning Guides, proposal documents, and processing insurance and contract documents
• Working with multiple Project Managers on multiple projects including managing the PMs calendars, making travel arrangements, coordination with the engineering discipline team on behalf of the PM to ensure adherence to contract deliverables

Administrative Assistant Sr., HR, PTI Group Inc., May 2010-May 2011

Assistant to VP, Human Resources, provide human resources technical and administrative support in all areas of HR with a focus on employment contract, compensation, policy development, special projects, budgeting, communication, team organization, reporting, event planning and coordination for 400 salaried and 350 full-time, part time and casual hourly unionized and non-unionized staff

• Manage annual compensation review program by ensuring compensation increases and position adjustments conform to established industry compensation guidelines. Maintain the integrity and accuracy of compensation spreadsheets and administer employee annual increases adhering to industry union and non-union employment contracts and legislation
• Prepare monthly reports such as budget, employee turnover, legal proceedings, stock options, compile company departmental budgets and prepare annual consolidated reports
• Coordinate company service awards program, purchase employee gifts, liaise with management for recognition implementation. Plan, coordinate and arrange dinners, retreats, management meetings, flu shot clinics. Interpret and advise HR team on company employee driving insurance policy and driver eligibility

Human Resources Coordinator, Hardisty Care Centre,  2006-2008

Responsible for filling staffing requirements for 180 bed long term care facility for 160 full, part time and casual staff 

• Recruit for job vacancies by advertising positions available through various sources
• Maintain competition tracking system
• Create and maintain filing system and schedule for advertising rotation and sources
• Evaluate and screen applicants on basis of qualifications required for current openings
• Contact applicants, interview and select applicants and conduct reference checks 
• Liaise with department managers regarding Human Resource services such as staffing requirements, HR policies and procedures, AB Employment Standards, Human Rights legislation and collective agreements
• Provide HR presentation at new employee orientation
• Generate employee offer letters, contracts and personnel file documents and maintained staff database
• Maintain personnel files, pay increment and performance review schedule
• Represent facility at external stakeholder meetings and conferences and conduct facility tours
• Trained backup for accounts payable/receivable, payroll and benefits administration

Office Administration Certificate

Office Automation Training Centre, 1991