Abi Broadbent

• In this varied, hybrid role for boutique agency, managed the administrative and operational functions of the company.
• In addition to primary responsibilities, took on the roles of Quality Manager, Privacy Officer, and Operations Manager.
• As Quality Manager, implemented and monitored quality assurance processes, ensuring adherence to industry standards, a key highlight being obtaining ISO:20252 accreditation for the company.
• As Privacy Officer, was responsible for overseeing data protection policies and ensuring compliance with privacy regulations.
• As Operations Manager, coordinated various operational activities, optimizing workflow efficiency and productivity across departments – a notable achievement being that I managed the selection process and subsequent implementation of a new project management software.
• My multifaceted role allowed me to develop a diverse skill set and contribute significantly to the organisation's success.
• A breakdown of other duties fulfilled are below: Acting as assistant to the CEO, managing diaries, meeting schedule and personal tasks.
• Key point of contact for the Leadership team and advisory board.
• Coordinating all travel arrangements, both domestic and international for the CEO and team.
• Managed social media and LinkedIn accounts, including drafting content and designing graphics.
• Proof-read and acted as creative lead on tenders and proposals.

Accounting:

• Manage Xero Bookkeeping.
• Prepare invoices for clients.
• Assistwith budgets and financial reporting.
• Manage debtors and Accounts Receivable in Xero.
• Bank reconciliation and queries in Xero.
• Developed cashflow and reporting matrix to assist 3rd party contracted accountant.
• Maintaining cash flow, forecasting, cost tracking and invoicing schedules.
• Following up staff re: timesheets, leave requests to assist with Payroll.

People and Culture:

• Assist HR Manager to maintain personnel files.
• Maintain Training Register and Training Hub.
• Produce and maintain copies of current company policies and procedures.
• Compliance with policies and regulations (code of conduct).
• Prepare and maintain onboarding information for new employees including development of Onboarding process and reporting.
• Coordination of team events/meetings and managed key organizational culture initiatives
• Key achievement – managed project on Employee Recognition/Satisfaction – implemented new recognition software

Operations and IT:

• Manage project/client and supplier documentation as required.
• Responsible for change management protocols.
• Provide technical / software support for consultants as requested.
• Coordinate and manage IT requirements and key contact for 3rd party IT service provider.
• Identify new technology-based processes and maintain change management register.
• Maintain a register of IT assets, licences and subscriptions.
• Overview and plan for IT, Data Security, Redundancy, Compliance..

• Provided high level administrative support to both General Manager of Strategy and New Business and General Manager of Development, Projects and Operations, as well as support for their respective departments
• Also provided general administration support to the People & Safety and the Legal, Risk and Compliance teams.
• Further back-up administrative support for Executive Assistant (EA) group.
• Main role was to act as an Executive Assistant to both GMs, enabling optimisation of their time including: Managing the GMs’ diaries, meeting schedule and inbox to minimise interruptions and to ensure effective time management
• Supporting the GMs to ensure they are aware of, and in time for, their scheduled meeting commitments
• Monitor incoming mail and e-mails, responding as appropriate or escalating to the GMs action when required
• Use discretion in the absence of the GMs to refer urgent matters to the appropriate person
• Coordinate all travel arrangements, both domestic and international for GMs and the supported departments
• Manage submission of relevant corporate and GMs’ business-related expenses
• Maintain files, records, registers and filing of reports, correspondence and related material using SharePoint as the central repository system
• Prepare materials such as board papers and presentations for both internal and external meetings and perform action items arising as required
• Regularly liaise with key stakeholders from our Shareholder
• Provide support to the GMs’ department functions with overflow work when required Provide assistance from time to time with project administration including project document control, project reporting, licence applications, project coordination (meetings, events), project purchasing and providing administrative support to site-based project staff (vehicles, PPE)
• Provide support with processing and goods receipting any Purchase Orders for the team
• Provide general administrative and financial processing support to all supported departments
• Typing letters and emails when required
• Build collegiate working relationship with the other Melbourne EAs and assist with recruitment and training as required
• Assistance with ad-hoc projects as required
• Ensure that the Company’s compliance obligations are actively maintained, managed and kept up- to-date.

• Temporary contract working as a Personal Assistant / Project Officer within the ICON (Integrated Catholic Online Network) project.
• Provide assistance to the Business Stakeholder Liaison Manager, the ICON Commercial Manager, the senior members of ICON & the project team.
• Diary & email management, coordination of meetings, functions, travel arrangements & other duties.
• Prepare executive briefings, presentations & correspondence.
• Maintain high-level confidentiality & privacy.
• Coordination & general support of the wider project teams.
• Produce briefings & project reports & provide advice to enable effective decision making.
• Worked closely with ICON management team to provide effective & efficient project support across the ICON project.
• Support the coordination of knowledge management documents & artefacts by adopting centralised records.
• Assist with the development & management of the projects’ procurement by analysing & editing commercial documents to meet contract requirements.
• Tracking commercial documents through internal endorsements & liaising with external vendors/stakeholders to finalise contracts.
• Coordinate regular program level reporting cycles.
• Coordinate team meetings, & production of agendas, minutes, meeting papers, memos & correspondence in keeping with CEM policy & protocols.
• Develop & maintain workflow processes & policy documents.
• Support the production & distribution of ICON formal communications & presentations, & respond to a broad range of enquiries in a timely & efficient manner
• Provide an effective channel for coordination between the program team, external suppliers, program stakeholders & CEM staff, especially at periods of peak program activity.
• Prepare memos, agendas, minutes, meeting papers, presentations, & correspondence as well as review in line with office protocols.
• Maintain & develop, where appropriate, information systems as relevant to the area of responsibility.
• Respond to a broad range of enquiries that require interpretation of procedures & policies & a sound knowledge of the organisation.
• Prepare high level, confidential data relating to both HR & budgeting information.
• Streamline current processes to assist with the implementation of ICON.
• Provide critical administrative support to leaders & the wider team.
• Support the ICON leaders with the preparation of papers, reports, policy documents, presentations & proposals for consideration as required.
• Performing HR assistant duties including, signature retrieval for contract extensions, market reviews for salaries, innovating & creating an on-boarding process for the ICON team, attending confidential HR meetings on a weekly basis & reporting findings to HR Leader & relevant managers, collation of employment reference checks.
• Reading & analysing incoming memos, submissions, approval requests & distributing them as needed.
• Review commercial proposals & documents & edit where necessary.
• Any other duties as deemed necessary by the Executive Director.

• This was a temporary contract working as Executive Assistant to the Director of Business Services
• The position was a senior assistant role, sitting in the finance team
• I was highly accountable for ensuring the Director's schedule was in order by dealing with many appointments, meetings & deadlines
• The role was dynamic & fast-paced meaning time-management was a necessity
• Requirements of the role were: Facilitate all meetings of council & relevant committees by scheduling & drafting correspondence including agenda preparation & meeting minutes
• Proof reading documents & reviewing tasks & information requested by the Director, ensuring timely & accurate communication
• Acting as first point of contact for incoming calls & internal queries for the Director
• Prepare correspondence & documentation for OH&S meetings as well as acting as Safety Coordinator
• Coordinate insurance claims by liaising with staff, stakeholders & insurance companies
• Manage domestic travel bookings for staff with regard to conferences or learning days
• Process receipts with regard to internal charges, petty cash, cab charges, photocopy usage etc
• Ensure efficient running of the day-to-day activities for the Director of Business including, but not limited to, travel & conference coordination, diary & appointment management, credit card coding & reconciliation on a monthly basis
• Build & maintain strong & effective relationships with internal & external staff to ensure the efficient delivery of administrative services in a diplomatic manner
• Establish & maintain effective filing & database systems for records management of email, records, papers, telephone & distribution lists; develop effective tracking systems for recording, processing & follow up on ongoing requests; maintenance of share drive/folders for compliance to records management & privacy policies.

• I reported directly into the Construction Director/Business Unit Leader within the self-delivery projects team, working closely alongside Associate Directors & Senior Project Managers as the Project Coordinator
• My key roles included coordinating activities, resources, equipment & information for both clients & internal managers
• First point of contact for external and internal stakeholders - liaised with them to monitor & track progress for tender returns, issue appropriate documentation & addendums dependent on project requirements & to report any issues
• Worked closely with the central procurement team and suppliers to ensure that they meet company requirements & could gain approved supplier status
• Assisted in the creation and & management of comprehensive project documentation, plans & reports, & record all financial transactions for each project – this included raising purchase orders, billing clients, processing invoices & tracking spend
• By doing so I also worked closely with finance directors & the company credit controller to maintain positive cash flow & chase debt where required
• Extracted and analysed data in Excel to assist the Heads of Projects with project and budget tracking
• Completed month end analysis including forecasting vs actual, overhead cost tracking/recovery against projects, reporting to the director & executives on our monthly performance
• Responsible for updating tender return documents, assisting PMs in the drafting & issuing of RFIs, tenders, budgets & cash flows, as well as working with the director in monthly forecasts
• Researched & planned events for clients, subcontractors & internal employees, both formal & informal
• I was also Executive Assistant to the Construction Director, so my duties involved: Booking travel arrangements/itineraries arranging meetings for all levels of seniority, producing reports & presentations for internal meetings, managing office systems, monitoring & responding to line manager’s emails & delegating workload to members of the team
• Managing an extremely busy calendar
• Reporting, collating & submission of expenses
• Inbox management & communication management
• In his absence, reporting back to him the team’s activities & responding to emails on his behalf
• Coordinating weekly & monthly management calls with senior stakeholders
• Communicating with senior stakeholders & being an excellent representative of the director
• Preparing agenda's & taking minutes & follow up from actions from calls/meetings
• Successfully completed critical aspects of deliverables, including drafting tender returns, management reports, Powerpoint presentations, business processes & other tasks that facilitated him with the ability to effectively lead the business unit
• Assist in ad-hoc Event Management tasks alongside the Events/Operations Manager
• Assist in ad-hoc Client Services/Office Management tasks when required
• Carrying out personal errands such as lunch/coffee runs, restaurant bookings, shopping, taxis & chauffeur bookings, car cleaning service & repair, filing & personal appointments
• I was in a position of trust & was responsible for maintaining high level confidential information.

• Promoted to Acting Lead Contract Support on the Co-Op contract subsequent to my dedication to the contract support role & the consistent surpassing of targets
• Managed a team of 6 helpdesk/contract support & was their first point of contact & escalation, responsible for delegating tasks & managing their workload
• I also maintained absence, sickness & holiday reporting
• Responsible for interviewing new candidates & successfully hired 3 members of the team
• I also led yearly appraisals & sat in on disciplinaries where required
• The role was predominantly finance based & I worked in unison with the Finance/Contract Support Manager, Account Director & client managers to ensure month end targets were met for both the contract & entire business unit – including: credit control, customer invoicing, forecasting & POC tracking
• Running downloads in both Microsoft Dynamics AX (weekly WiPs, open PO reports, contract usage) & in the client system were reports that I collated & analysed daily
• My key duties were to control cash flow across the contract, chase aged debt & recover where possible, reduce risks in terms of loss & ensure accurate & timely billing of invoices
• I am a proficient user of Microsoft Dynamics AX & was responsible for training new team members in this system
• Monthly & alongside senior managers, I would meet with high-profile client managers to discuss performance of the contract, including SLAs, financial elements such as invoicing, aged open orders, debt control & KPIs
• I was responsible for the following financial elements of the contract, including: submissions in dynamics & the client’s system AI, managing how contractors/suppliers invoice us & working closely with the contract managers to ensure that we are using the most efficient & successful processes for the job
• My desire to extend my knowledge & progress in the company allowed me to complete the following training: Appraisals & Personal Development Reviews, Discipline & Grievance, Exceptional Service through Commercial Awareness, Recruitment & Selection & the ILM 2 Management course
• All of the above were completed between September 2014 & April 2015.

• I began at Norland working as a contract support/helpdesk for the Co-Op Distribution Centres contract
• Daily duties included the control, upkeep & regular maintenance of both the operational & financial areas within the contract, whether this be by providing job reports from Concept, or processing payments in the invoice pool on Dynamics
• Liaising with the employees on-site & in the office was an essential part of this role, & my interpersonal skills allowed for me to provide an excellent level of service at all times
• I was responsible for & managed 24 engineers across the country, monitoring their performance on a daily basis to ensure that SLAs & KPIs were met or exceeded
• I was accountable for scheduling in jobs dependent on priority & the client's requirements & so regularly had to time in & re-plan both my own workload & those of the engineers
• Using initiative, I ran additional reports & produce spreadsheets to allow for financial & helpdesk processes to be completed at ease & prior to deadlines
• I enjoyed the freedom to work innovatively to improve processes
• Other duties included logging & assigning jobs on Concept, producing quotes for the client to approve & compiling the weekly application ready for billing
• I also liaised with the contract managers to ensure optimum day to day performance of assets, & regularly took meeting minutes
• Due to excellent performance, my line manager & the contract manager requested I move across to the Co-Op Retail contract
• This was to allow me to work with a larger team & on a more challenging scale, in order to help me become part of the succession plan.

• My role within this company was mainly business administration, dealing with customer/supplier enquiries via the phone or email
• Work with licensed conveyancers & property lawyers to fulfil their needs, by completing searches/orders
• Receptionist duties such as meeting & greeting clients, directing visitors to the appropriate contacts, distributing post, & answering/forwarding phone calls when necessary
• Daily use of programs such as Excel, PowerPoint, Word, Spider Computing software & outlook; sending & receiving around 150 emails a day
• Performed administrative functions for the Operations Director, to ensure the efficient execution of day-to-day business, for example using Sage software to update invoices & accounts
• Provided & maintained the highest level of service & dedication to clients & customers, this area of business was particularly time sensitive, so working efficiently & to deadlines was imperative.