Experience

Orway Mineral Consultants

• Australia
• Mining
• 1 - 100 Employee

• Administration Assistant

  • May 2019 - Present

  • Accounts Receivable – Monthly Invoicing • Debtor Control • Accounts Payable – filing and document control • Monthly Report Preparation • Communications – Reception, Email, Mail In/Out, Couriers • Filing Reports, Contracts, General Correspondence, Project Correspondence • Project Budget vs Actual Weekly Reports • Project Man-hours weekly reporting • Manage Company Electronic and Paper Archives in conjunction with Technical Staff • Travel and Accommodation Arrangements • Corporate Credit Card and Petty Cash Management • Office Stationery and Equipment Supplies and Maintenance • Miscellaneous Duties as they arise



Core Contracting Services PTY LTD

• Construction / Site and Accounts Administrator

  • Feb 2018 - Feb 2019

  Working on both Puma Energy and SAMI Bitumen Projects • Issuing of all Purchase Orders to Suppliers, following up on deliveries and reconciling Supplier invoice and statements entry into Reckon • Processing creditor payments • Register / Spreadsheet updating and maintenance • Stock receiving / delivery / pick up and reporting • Report generation for Management • Assisting with monthly Job costing reports, Invoicing to Clients as well as Progress Claims • Overseeing all employment from placing SEEK advertising to processing staff interviews and preparing all Letters of Offer / Employment for successful applicants • Preparing and submitting all time sheets and leave approvals • General Office duties



Aurecon

• Australia
• Design Services
• 700 & Above Employee

• Accounts Payable Administrator

  • Aug 2016 - Sep 2017

  • Identifying/Processing vendor invoices for Owners/Project costs and circulate using the VIR (BST AP System) with appropriate documentation for approval prior to processing.• Ensuring all documentation is accurate and complete in BST prior to forwarding to Corporate for payment.• Addressing queries from vendors, team members, clients and Corporate AP.• Reconciling vendor statements• Managing the Imprest cheque account• Maintaining and reconciling Petty Cash• Timesheet maintenance including releasing timesheets, time transfer and completion of Out-Of-Office timesheets in BST• Chasing staff for weekly timesheets• Saving monthly Invoices into Project Wise and Content Server

• Senior Administration Assistant

  • Sep 2011 - Aug 2016

  • PA to the Resource and Manufacturing Unit Manager and several senior Executives (management of calendar, time, travel, activities & calls)• Providing comprehensive administrative support to Resource and Manufacturing staff, including project managers, project engineers and project leads• Liaising with Project Secretaries and other project members as necessary to coordinate work.• Preparing, formatting and reviewing documents (Submissions, reports, contracts, letters, flowcharts, presentations, etc)• Organizing of Resource and Manufacturing travel; including PPE clothing• Scheduling meetings and teleconferences• Agenda preparation, minute taking and distribution of minutes• Client liaison via telephone and by email to coordinate meetings• Maintaining client databases• Issuing all Resource and Manufacturing invoices to clients• Managing ad hoc activities and projects as required• Organizing customer, marketing, VIP site visits and major company functions• Developing and maintaining corporate brochures and promotional items• Maintaining records as required under Operations System

• Facilities and Administration Manager

  • Aug 2014 - Dec 2014

  • Manage all facilities functions of the Aurecon offices in a proactive manner to ensure the properties are well maintained and operating effectively and efficiently• Manage key facilities activities including reception, security, general office space, storage, mail room services, ordering activities, office clean-up activities, waste and cleaning.• Manage fleet vehicles through inspections, communications to vehicle holders, incident and accident management, orders and vehicle allocation.• Manage the facilities team of two (2) receptionists and one (1) administrative assistant following Aurecon policies, manage their continuing professional development, recruitment and provision of relief staff as required.• Coordinate, manage and liaise with building management CBRE and all maintenance contractors on site and ensure they are complying to all appropriate regulations• Manage fit–out projects associated with Aurecon’s recent relocation to new premises



OSD

• Australia
• Oil and Gas
• 1 - 100 Employee

• Senior Project Secretary

  • Sep 2010 - Sep 2011

  • Preparation and compilation of presentations, reports, proposals and documents including word processing and formatting • Records, file management and document control • Assisting with submission of timesheets and expense claims • Database maintenance including reports • Coordination of all team, contractor and client on and offsite travel and accommodation arrangements, including vehicle hire • Assisting with relocation of staff from interstate or overseas • Coordinating meetings, all functions, training and team events • Management of Managers diary, travel and outlook activities • Administration of QA systems • PA to WA - General Manager (management of calendar, time, travel, activities & calls) • Project(s) control • WA Project work - o Booking all project travel o Formatting of project documentation o Co-ordinate with document control to ensure correct admin implementation on projects o Identification and development of standard templates for project use o Developing and maintaining personnel training register o Weekly WA business financial update report o Liaison between admin and project personnel o HR / recruitment for WA projects :  Recruitment liaison for WA - under direction of HR manager in Brisbane  Personnel planning input, ready access to leave forms etc



WestNet Energy Services Pty Ltd

• Oil and Gas
• 1 - 100 Employee

• Construction & Commissioning Project Secretary (Stage 5 DBNGP Expansion Project)

  • Mar 2009 - Sep 2010

  • Coordination of all team, contractor and client on and offsite travel and accommodation arrangements, including satellite phones, tracker, taxi vouchers and vehicle hire. • Create, implement and manage all standard forms and electronic files for the project. • Electronic and manual filing of controlled documents. • Provide all operational, secretarial and administrative support for all project systems and document management. • Preparation and compilation of presentations, reports and documents including word processing and formatting. • Coordination of meetings including taking and distributing technical minutes, notes and papers for project meetings as required. • Arranging conferencing and setting up meeting rooms including catering as required. • Ensure that accuracy of information recorded, entered, filed, reported is maintained at all times. • Reproduction and distribution of documentation including printing and photocopying, general compilation of manuals and reference documents. • Coordination with contractor and client for the transport of small goods to site. • Coordination and updates to punchlist documentation during project close out • Liaisons with document controllers as part of final document handover • Ensuring that certain team members work (Technical Queries, Variations and Drawings) are followed up, completed and issued, while they are onsite. • Scheduling appointments, completing expense reports and team time sheets. • Ensure the image of the project is protected at all times through providing quality documentation and dealing with all stakeholders in a professional manner. • Support, improve and manage Commissioning and Construction Document Management System. • Maintain confidentiality at all times



Worley

• Australia
• Professional Services
• 700 & Above Employee

• Project Administrator (API West Pilbara Project)

  • Nov 2008 - Feb 2009

  • Assisting the project team with document preparation and formatting using company templates, including reports, presentations and correspondence• Travel and accommodation arrangements• Assisting in the coordination of project events, including large project functions• Facilitating project and building inductions and project induction booklet• Preparing package stationery for new project team members• Liaison with ICT to facilitate timely response to project-related IT issues• Assisting other team members of the project services• Providing administrative support and project personnel• Responsible for incoming and outgoing mail• Assisting in setting up meeting room bookings, catering orders and special project requirements• Ensuring office consumables are made available to Project personnel and coordinate regular stationery orders• Managing basic to intermediate project database spreadsheets and ensuring they are kept up to date• Providing the team with project-related information and carry out research when required• Carrying out general adhoc administration duties, as required

• Corporate Strategic Recruitment Administrator

  • Jul 2008 - Nov 2008

  • Ensuring quick turnaround times on the available jobs • Industry mapping • Name gathering and website research • Developing, implementing and documenting a suite of proactive candidate sourcing channels• Working closely with Lead Hiring Managers to ensure experienced hire recruitment needs are met • Assisting the team to build a profile in the passive candidate market• Candidate referrals and networking • Responding to general internal and external enquiries relating to vacancies• Organising and coordinating interviews between agents, candidates and recruiting managers• Conducting reference checks • Managing the recruitment database and producing reports • Posting new requirements on internal and external job boards • Managing the flow of communication between new/potential recruits and the relevant contact within the organisation



Plan B Wealth Management

• Legal Assistant / Personal Assistant

  • 2006 - 2008

  • Preparing meeting rooms, greeting and building rapport with all clients • Handling client enquiries in a timely and consistent manner • Answering and transferring calls to all teams • Operating Cisco switchboards • Managing office supply inventory and marketing materials for Plan B • Scheduling, arranging and diarising all interviews and appointments • Drafting all documentation, follow-up’s and entering all data into spreadsheets • Management of client database “Efficiency” • Liaising between team members, clients and other staff members at Plan B • Completing general typing, plans and flowcharts or assignments according to internal client’s specifications/ required format • Typing and binding Wills, Enduring Powers of Attorney and other testamentary instruments from instructions provided by team members • Filing, photocopying and scanning of all work documents • Preparation of invoices daily and reconcile accounts monthly • Maintaining client files with confidentiality and in a timely and orderly manner • Responding to internal staff, external clients, and general public enquiries • Undertake other general administrative tasks