CSM - DA 150511

Carol Scribner Montalbano 713-466-5337 home
8519 Riverside Walk Lane cmontalbano1@comcast.net
Houston, Texas 77064 http://www.linkedin.com/in/carolmontalbano
Carol Scribner Montalbano Page 1 of 7
Goals
 Help increasecompany revenue and streamlinesavings by eliminatingwasteful spending
 Assistbuildinga dynamic team of company players with mentoring, coaching,guidance, training,encouragingopen
communication and idea sharing
Accomplishments
Budgets, full-charge bookkeeping, ensuring optimal spending and savings
 Validated global monthly invoices incorporatingExcel advanced skills(Power Pivots,Power Queries , PivotTables,
Formulas,Macros,Links,Graphs,V-lookups,H-lookups,Charts,etc.)
• 1997 - corrected all construction draws fromprevious year within 3 weeks to access frozen funding; documented
processes for future construction draws based on budgets – one in Lotus; other, Excel
• 1985 – budget creation in excess of $3.5 million
• > $250K - recognized discrepancy,recovery of over for overpayment of contractlabor
• 1983 - full-chargebookkeeping accountingrecord accuracy prompted CPA to offer position
Measureable improvements:
 Efficiency improved with proactivecreation of standardized wordingand analysisof outage cases
 Re-established frozen funding by correctingall draws fromprevious year within three weeks
 improved efficiency by 30% with introduction and trainingcommercial real estatebrokers on CoStar research program
 organization skillstop rated from revamp of filingsystemupon suggestion improved efficiency with common numerical
filingsystem- directed implementation at one jurisdiction resultingin reduction of man hours from 40 to 12 for submittal
of weekly reports in a timely manner; incorporated by 7 others; combined duringcentralization
Employment History
Database Administrator Engineering
FMC Technologies (ProStaff) June 2014 – Dec 2014
• Creation,testing and implementation of new global engineering materials and weld technical databases (similar to
Access)
• Ensure global engineeringdatabases remain accurateand synchronized acrossservers with comprehensivemanagement
and migration of information
• Analysisof data and report creation for internal and external customers using Crystal Reports
• TCE Administrator - updates to Team Center ECNs
Data Analyst Ethics and Compliance, Training
BP Americas, Inc. (Insight Global) March 2013 – November 2013
 Measureable improvements:
o Executive man hours lowered from 60 hours to 2 hours on quarterly reportsfrom evaluating to only reviewing
results due to creation of streamlined source documents and process
o Lowered personal man hours each quarter from 120 down to 40
o Completed project one quarter early
 Process improvement – set-up and implemented new process usingpilotgroups for new on-linetraininginitiatives
 Database improvements submitted to improve sources for future new databasewith Corner Stone/My Learning
 Published executive summaries of data capture on quarterly basis to executive leadership members with two year rolling
baseof world-wide trainingrecords for all employees and contractors
 Excel advanced skills used (Power Pivots,Power Queries, Pivot tables,formulas,macros,V-lookups,H-lookups,links,
charts,graphs)for database clean up, validation of information and from analysis reports
 Database comparison to Web Learn/SkillSoftdatabase,NTID, GPID, Outlook profiles,etc.
 Document control; created and maintained procedures for quarterly report completion, publishingexecutivesummaries
of data capture, trainingrecord validation and procedures for use of WebLearn/SkillSoftCode of Conduct training
 Communicated on-linetrainingavailability and followup via emails including creation of screen print instructionsfor
certification

Executive Assistant Information Technology
MODEC International (United Global Solutions) April 2012 – September 2012
 Eye for detail discoveries, research and negotiated reductions in expenses
o savings of over $4,200,000/year - assisted with buy out of leases up to 2 years past end date
o ~ $250k/year savings - database created for software maintenance renewals to avoid future late fees
o ~ $15K refund for non-use of data, local and long distance lines
o ~ $1,500; $500/month savings - negotiated refunds for non-use of cell phones with on-going savings results
 Purchase order and requisition creation for all internationally leased/purchased hardware,software and peripherals
using Solomon (SAP) software
 Validated global monthly invoices includingleases based on returns/buy outs/purchases and yearly maintenance
invoices on high end copier/scanner/fax machines
 Inventory of Hardware: updated and maintained international computer hardwareinventory databasebased on
returns/buy outs/purchases
 Purchase, updated, maintained cell phones and coverage based on employee travel schedules
 Creation of standard processes and documentation
Data Analyst/Administrative Assistant Information Services
Hewlett Packard (MODIS IT) May 2010 – October 2011
 Collaborated with head engineer on reports and presentations for publishing of executive summaries of data capture
using Excel and Power Point designed for Director to present to Vice-President for global weekly report analysis of
server outage cases
 Coordinated and led weekly presentation review meetings for publishing executive summaries of data capture
ultimately used by upper management
 Efficiency improved with proactive creation of standardized wording and analysis of outage cases
 Creation and composition of trainingdocumentation for L1 customer servicerepresentatives
 Trained, updated and launched all teammembers in useof standardized wordingand analysis
 Document control;creation and version control on SharePoint and shared server space
 Supported a team of 10; contractposition for one year extended to project completion
Recruiting Coordinator/Administrative Assistant Human Resources
Air Liquide (Core Staff) December 2009 - March 2010
 Created, updated and maintained international job requisition tracking system (similar to SABA) with documented
instructions for validation
 Establish and maintain Excel pivot tables for HR weekly data metricreports of turnover, hiring and staffing data and
open posted requisitions
 Published executive summaries of data capture for weekly executive review meetings and employee newsletters
 Maintained requisition number logs utilizing People Soft
 Coordinated team meetings, HRBP meetings and meetings with visitingpersonnel fromParis;compiled notes and
tracked action items from liveand audio team meetings
 Coordinated and ensured proper authorizations and information availability for each requisition
 Databasecreation of applicants and availablepositions
 Application reviewand distribution to shared server spacefor management review
 Updated intranet and internet sites and maintenance of availablejob profiles
 Coordinated and ensured proper brandingof job profiles by recruiters
 Collaborated on job description languageupdates to industry standards
 Ensured availability of server spaceand external hard drive spacefor back up of data from current and previous years
for auditpurposes
 Document control;created and maintained archivefolders ensuringdata integrity
 Supported a team of 10; 7 permanent placement recruiters and 3 on-site contractrecruiters

Recruiting Assistant/ Administrative Specialist Human Resources
Halliburton / Baroid (MODIS IT) August 2008 – January 2009
 Created global upper management monthly reportsusing Excel advanced skills (Power Pivots,Power Queries, Pivot
tables,formulas,macros,V-lookups,H-lookups,links,charts,graphs) to incorporate into Power Point presentations for
upper management
 Created weekly data metric reportsof turnover, hiring and staffing data and open posted requisitions
 Published executive summaries of data capture
 Share Point and intranet sites set-up and maintained
 Researched candidates for availablepositions viainternet
 Collaborated on job description languageupdates to industry standards
Report Analyst Information Services
Shell Oil (Odyssey IT Staffing) March 2008 – August 2008
 Validated global monthly invoices incorporating Excel advanced skills (pivot tables, formulas, macros, links, graphs, V-
lookups, H-lookups, charts, etc.)
 Document control;created and maintained instructions for invoicevalidation
 Trained co-worker on Excel advanced skillsand validation of global monthly invoices whilecoveringall aspects of position
for permanent person on medical leave
Executive Assistant Sales and Marketing
Hunton Distribution / Trane AC and Heating August 2007 – December 2007
 Composed 2008 budget includingnew divisionswhilecollaboratingwith all division executives
 Maintained 2007 budget includingbillingto parent company (Trane )
 Excel database maintenance of monthly sales by division and salesperson pluscreation of reports
 Published executive summaries of data capture
 Single point-of-contact liaison between parent company to local dealers for sales and service leads
 Team calendar set-up and maintenance includingall sales and marketingteam member meetings with internal and
external customers and dealers
 Coordinated on-site and off-site meetings, dealer incentiveevents and trainingsessions
 Supported upper management plus a team of 25 +/- sales personnel
Administrative Assistant / Resource Administrator Geosciences, Exploration Production Technology
BP Americas, Inc. (requested through Oaks Staffing) July 2006 – March 2007
 Oracle based Traction/Web Intelligence/Business Objects (Business Intelligence) used to set-up and maintain team
member profiles and report generation
 International travel arrangements includingmulti-entry visas;development of itineraries and agendas
 Set-up and trained team members on WebEx teleconferencing
 Created and maintained Share Point site
 Document control;archived electronic and paper based documents and drawings using Open RSO and Excel
 Representative for HSSE includingEPTHSSE Champion and member of EPT HSSE Board
 Coordinated Team Away Day event plus all meetings for team
 Requested to come on board to supportnew manager and new team of 12 Geoscience members
Recruiting Assistant Human Resources
Wood Group Production Services (Oaks Staffing) April 2006 – June 2006
 Covered desk of international recruiter for two weeks whileshe conducted liveinterviews in India
 Created and maintained Excel databaseincluding HRweekly data metric reports of turnover, hiringand staffingdata and
open posted requisitions;published executive summaries of data capture
 Trained recruiters on Excel advanced skills including report creation
 Excel advanced skills used to established links, incorporated formulas, and maintained data accuracy
 Conducted recruitingresearch using World Wide Worker and Citrix cBiz one on internet

HR Coordinator Human Resources
Organizational Development and Diversity, Benefits and Compensation, Office Services Teams
BMC Computer Software (Oaks Staffing - temp to perm) July 2005 – March 2006
 Oracle based Traction/Web Intelligence/Business Objects (Business Intelligence) HR systems databasemaintenance
and creation of HR weekly data metric reports of turnover, hiringand staffingdata and open posted requisitions
 Published executive summaries of data capture using Excel pivot tables and report creation with distribution of
confidential information to upper management from employee surveys
 SharePoint: created, designed and conducted trainingof HR personnel; set up and maintained HR sites,created links and
granted permissions
 Access database: maintained trainingrecords for each employee
 Power Point: presentations creation for trainingand meetings with collaboration of team members
 International Women’s Diversity Group organization set-up including speakers, audio and live stream video meeting
feeds to international off-site locations Training facilitators assistant including set-up layouts of training rooms, obtain
available offsite space, equipment, catering and other needs
 Event planning and coordination for Senior Vice Presidents, Executive and Senior Leadership Teams including meeting
room scheduling, layout set-up, equipment checks performed, coordinated food and drinks
 WebEx teleconferencing: trainer and facilitator
 Document control: collected, set up, organized and maintained shared server sites
 Expense report review, completion and submission
 Conducted new hire orientation,officemoves and set-up
 Supported a team of ten international recruiters plusall other HR supportstaff
Administrative Assistant HSSE Global Health, Safety, Security and Environmental
BP Americas, Inc. (Oaks Staffing) May 2004 – June 2005
 Oracle based Traction/Web Intelligence/Business Objects (Business Intelligence) database report creation, published
executive summaries of data capture
 Advanced Word skills used to reformat International Emergency Procedure Manuals based on location incorporating
automated Table of Contents usinghyperlinks
 Front Page used for redesign and updates of two internal websites
 Share Point sitecreation, maintenanceand postings with permissions as needed based on location for easeof emergency
access
 Live and WebEx meetings - trained others on use and set-up
 Website updated with meetingminutes and attachments as West Lake HSSE Committee Secretary
Executive Assistant Sales and Marketing plus IT
Zentech Engineering and Software, Inc. July 2001 - May 2002
 Generated international monthly lease and yearly maintenance software billing, distributed to customers, and
maintained Excel database
 Negotiated, researched and established lower costs for domestic and international shipments, as well as, printer
repairs and supplies
 Databaseof engineering hardwareand software inventory maintained for 30 +/- international personnel
 Troubleshot hardwareand software equipment difficulties usingLantastic Network includingnew employee set-up
Software License Coordinator Information Management
ExxonMobil (requested - Superior Staffing) November 2000 - May 2001
 Access database and Excel advanced skills (Power Pivots, Power Queries, Pivottables,formulas,macros,V-lookups,H-
lookups,links,charts,graphs,etc.) used for published executive summaries of data capture of license count reports for
distribution to upper management
 Document Control: Created and maintained hardwareand software licenseinventory for all downtown and Greenspoint
location personnel includingEAcollections,SMS software pushes
 Procurement of additional software licenses for individuals beyond those on standard rolloutand yearly renewals

Administrative Assistant Division Sales and Marketing
Rexel Summers Electrical Distribution April 2000 - September 2000
 Spreadsheet creation for efficient management of transportation,lodging,meeting rooms, equipment, banquets and
recreational events
 Event planning;lodging,meeting rooms and equipment set-up for international corporatepersonnel
 Negotiated, researched and established optimal pricing and ensured accurate billing for events
 Published executive summaries of data capture reports from confidential information for distribution to all levels of
management
 Supported and set up quarterly meetings for 35+ division personnel
Executive Assistant Commercial Real Estate Developer
Partners Commercial Realty, Inc. November 1998 - November 1999
 ACT database updated / maintained and created Power Point presentation packages for new buildingmanagement
consultingservices division and published executive summaries of data capture
 Charged with creating successful national convention Power Point presentation after one month
 Created contracts, spreadsheets, flyers and other real estate documents for brokers
 Supported 25 +/- commercial real estate brokers includingCEO and Partners
Liaison and Construction Draw Administrator Commercial Real Estate Developer
McCord Development (Superior Staffing) August 1998 - October 1998
 Liaison working directly with architects and contractors regarding construction draws and administration thereoffor
several properties
 Excel databaseof monthly construction draws created and maintained
 Corrected all prior construction draws
Liaison / Construction Draw Administrator / Office Manager Commercial Real Estate Developer
Robinson Capital & Investments November 1997 - May 1998
 Liaison between owner/president, partners, investment bankers, accountants, and contractors regarding construction
draws and administration thereoffor several properties
 Re-established frozen funding by correcting all draws from previous year within three weeks
 Documented processes for future construction draws based on budgets – one in Lotus; other, Excel
 Restructured procedures for new draws to meet needs of investors,partners and accountants
 Negotiated with vendors for new accounts with best available pricing and delivery costs
Construction Draw Administrator / HR Administrative Assistant Commercial Real Estate Developer
Lawford Real Estate / Henderson Land Development November 1994 – November 1997
 Liaison between contractors, VP of Operations and Lawford parent company, Henderson Land Development, based in
Hong Kong
 Created bi-monthly construction draws and administration including maintained all payment records, contracts, RFPs,
accuracy, retainage and ensured insurance up-to-date
 Set-up on-site and off-site meetings for international corporatepersonnel
Secretary II Marketing
CMS Curtin Matheson Scientific, Inc. August 1992 - November 1994
 Collaborated with upper management on Power Point presentations for on-site sales and CSR training,sales incentive
packages,and new productlaunch packages for sales and branch managers nationwide
 Facilitated off-sitesales training conferencefor over 500 including negotiatingoptimal pricing and ensuring billing
accuracy
 Set-up on-site and off-site meetings for international corporatepersonnel
 Supported two Marketing Managers plus 100 +/- sales personnel

Senior Secretary Downstream Purchasing
Exxon Company, USA February 1989 - August 1992
 Multi-tasked handlingcontracts,RFIs,specifications,attachments,and correspondence
 Creation of end of lifedatabaseto efficiently meet deadlines with improved organization by streamliningprocesses
 Efficiency improved with creation of standardized boilerplates for contracts, RFIs, specifications, etc. for use by team
includingduringValdezcrisisclean-up
 Collaborated and assisted new attorney/contract negotiator with updated languagefor legal purposes
 Team player: worked with 17 contractnegotiators covering11 nationwiderefineries,chemical plants,and environmental
entities
Education
Houston Community College May 1991
Associate Degree Business Technology/Information Management
Software Training
Maintain knowledge of latest software versions and new tools Continuous
MS Office2010 used for past3 years
Technical Skills
DatabaseManagement Oraclebased Traction/Web Intelligence/Business Objects (BusinessIntelligence), HR
systems, Access,Excel advanced skills, ACT, rBase,dBase
Document Control Excel plus PeopleSoft for requisition logs;Open RSO
Communication Systems Outlook includingCalendar,Lotus Notes, Internet research
Procurement SAP Citrix/Solomon for PurchaseOrders, Smart Buy
Reports Published executive summaries from Oracleand Excel,Crystal Reports
Computer technology Advanced skillsin Excel and Word
Excel advanced skills Power Pivots,Power Queries,Pivot tables,formulas,macros,V-lookups,H-lookups,
links,charts,graphs
Word advanced skills Table of Contents automated with hyperlinks
Power Point Successful presentation created for national convention within one month
Internet / Intranet Front Page
Other Adobe Standard
Data Storage Share Point, shared server space
Telecommunications WebEx and Live Meetings
Organization Charts Visual Basic
Information Management EA collections,SMS software pushes, QES tickets
Recruiting World WideWorker, Citrix/cBizone on internet
Travel International with multi-entry visas,domestic
Meeting/Event Planning Off-siteevents for over 500,Team Buildingevents, etc.
Trainer MS Office,SharePoint, Lotus, Samna,WebEx and Live teleconferences
Administrative 60+/-wpm with 99% accuracy
Awards, National Lifetime Achievement
Outstanding Young Woman of America 1988
Recognized for outstandingability,accomplishments,and serviceto the community

Profile Highlights
 Administrativesupportto executives, owners, partners, etc. whilebuildingrelationshipsand creating partnerships
across all levelsof organization with internal and external customers
 Experience in Oil & Gas,Engineering, IT, HR, HSSE, Sales & Marketing, Training, Construction Draws,Budgets
 Outlook team calendar set-up and maintenance, meetings with internal and external customers, contact lists
 Meeting leader for weekly executive Power Point presentation creation from Excel reports Exceptional listeningskilled
liaison who listens well to understand uniquechallenges and expectations and formulates possiblesolutionsusing
creative thinking
 Conference for over 500 attending offsite meetings and sales trainingduring2 week period on rotatingbasis
 Travel: International includingmulti-entry visas
 Expense report review, completion and submission
 Published executive summaries of data capture from Oracleand Excel databases
 Accomplished,technically skilled professional with a versatile supportskill setdeveloped through experience
 Listens well to understand key challenges and expectations then formulates possiblesolutions usingcreativethinking
o Efficiently corrected all draws from previous year within 3 weeks to access frozen funding and meet needs of
investors,bankers,and contractors; standardized construction drawprocess based on separatebudgets of investors
and bankers; one in Lotus, other in Excel
 Time management used to standardize processes and documentation with proven measureable improvements
o directed implementation at one jurisdiction resultingin reduction of man hours from 40 to 12 for weekly reports;
incorporated by 7 others; combined duringcentralization
 Proven history of followthrough to completion of assignments and projects in a timely manner
 Outstandingpeople skills working independently as needed whilemulti-tasking,mentoring, coaching, team building,
sharingideas,givingguidanceand encouragingcommunication for team building,technical and softskill development
o Share Pointsite trainingcreated,designed and conducted for all HRpersonnel
o Trained co-workers on use of WebEx and Live meetings reducing time and travel expenses
o Set-up lunch-and-learn training of all personnel on Windows software(Word, Excel, Power Point) with followup notes
and one-on-one support
o Trained all supportstaff on Samna word processingand Lotus when converting from dedicated word processers
 Invoicing validation usingExcel Power Pivots,Power Queries,Pivot tables,formulas,macros,V-lookups,H-lookups
 OfficeManager who builds relationshipswith strongcommunication skillsacrossall levelsof organization and external
customers whilecreatingpartnerships
o NKW – Full charge bookkeeping - 1983 accounting record accuracy prompted CPA to offer position; new employee
set-up includingall necessary forms for government and tax purposes; insurancereview,negotiation for lower cost,
lower deductibles and better overall coverage; Holiday and vacation scheduleoptimization to 2 full week company shut
downs extending to includeIndependence Day and end of year holidays; classified ad creation and submission,live
applicantinitial interviews with potential employees
 Company Start Ups: directed administrativestart-up of real estate companies and new divisionsincludingtrainingof
personnel
o F&A – new company start-up with standard documents and trainingof office assistant
o YH – marketed company resulted in Commercial Real Estate Forum membership; set up ads to market company name;
set up quarterly newsletters for better company name recognition and eventual increased market share
o CW – improved efficiency by 30% with introduction and trainingcommercial real estatebrokers on CoStar real estate
research program
o Partners (NAI) – new medical complex management division set-up includingemployee and site sharing;validation and
updates to ACT and Access databases customer baseplus monthly WHIM newsletter distribution;after one month on
board,collaborated with CEO on successful annual nationwideconvention presentation includingall logistics
o HCAD – MIS budget collaborated on with five MIS managers in excess of $3.5 million in Lotus 1A; set-up and trained
all assistants duringtransition fromdedicated word processors to Samna word processingand Lotus 1A; directed
implementation at one jurisdiction resultingin reduction of man hours from 40 to 12 for weekly reports; incorporated
by 7 others; combined duringcentralization;collaborated with upper management on job description language
updates to state standards and organization charts

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