Aviva Rodrigues

• Managed day-to-day development issues.
• Developed improved recruiting methods to reduce turnover and build highly effective teams.
• Translated business priorities into implementable actions.
• Improved operation procedure between IT provider and end-users.
• Oversaw HR training, coaching, mentoring and staff retention.
• Streamlined workflow.
• Oversaw process improvement initiatives.

People & Culture

Creating a healthy, effective and kind business culture is an incredibly important aspect in my job and something I hold a strong passion for.

• Provided effective coordination of staff, including on boarding, recruitment, training, learning and development, and end of employment life cycle.
• Interpret, apply and ensure compliance with award entitlements, the Fair Work Act and related legislation.
• Ensured compliance with company standards and ISO19001 standards.
• Interpreted, developed, communicated and implemented company policies, procedures and frameworks that were integral to business growth.
• Facilitated the analysis data and developed reports to track progress and address areas of improvement.
• Minimized staff turnover through appropriate selection, orientation and development.
• Facilitated the design of training programs for new employees that focused on product & system knowledge.
• Performed confidential investigations into employee complaints regarding harassment or discrimination in the workplace.
• Provided HR guidance and support to management on employee-related issues, including performance management, disciplinary action, terminations, and policy interpretation.
• Conduct interviews for the manufacturing & office teams and reference checks.
• Provided support for all staff during confidential conversations.
• Work with management team to create job descriptions.
• Assisted in the development of a youth employment program targeted at first nations apprenticeships & traineeships.
• Assisted in the development of a mental health initiative inclusive of mental health first aid training.
• Monitored executive and site schedules to coordinate meetings and corporate events to aid in creating a healthy work culture, inclusive of sundowners, office morning teas, celebrated holidays, and end of year events.

Tender Coordination

Tendering for four separate companies in the Jason Group has been a huge learning curve, but in this role I have increased our win ratio and had the first tender wins for EXBO and AD Engineering. While being the coordinator for this portfolio I have ensured our team has stayed on time and target to deadlines, and ensured the submissions were compliant and competitive.

• Fostered strong rapport with clients, vendors and stakeholders through consistent follow-up and communication.
• Maintained accurate records of all tenders submitted and their outcomes.
• Provided administrative support for preparing bids including data entry, formatting documents, proof-reading.
• Analyzed competitor's pricing structures to identify areas where costs could be reduced or services improved to make Jason more successful in the tender process.
• Directed the preparation of bids in accordance with customer requirements, ensuring that all documentation was complete, accurate and up-to-date.
• Researched and analysed tender documents to ensure accuracy and compliance with requirements.
• Organised and coordinated meetings between stakeholders to discuss tender processes, specifications and timelines.
• Ensured tenders were submitted in an efficient manner.
• Chased feedback and logged information to increase successful tendering.
• Commenced the Gate A process for the managers to determine if we proceed with a tender.
• Created procedures and documentation to improve the tenders alignment and efficiency.

Marketing

I have been working alongside a branding company that has completed and rolled out a logo rebrand and refresh of all companies in the Jason Group.

• Generated content for website, blog posts, press releases, internal newsletters and social media accounts.
• Produced reports on customer segmentation, targeting and positioning.
• Organise trade shows, conferences and other events to promote products or services.
• Organise internal company events.
• Update company documents (procedures, policies, frameworks etc.) for the company rebrand.

Support Executive Management

Along with my daily duties I have been offering close support to the General Manager as well as other members of the executive management team.

• Support the Executive Team on organisational change management, providing advice and support to the wider organisation.

• Interacted with customers by phone, email, or in-person to provide information.
• Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
• Maintained electronic and paper filing systems for easy retrieval of information.
• Coordinated communications, financial processing, registration, recordkeeping, and other administrative functions.
• Tracked office supplies and restocked low items to keep team members on-task and productive.
• Applied advanced administrative and analytical skills in overseeing day-to-day operational activities.
• Reconciled account files and produced monthly reports.
• Edited documents to improve accuracy of language, flow, and readability.
• Facilitated office productivity, coordinating personnel schedules, and procedural improvements.
• Oversaw maintenance of office facilities and equipment by collaborating with and inspecting work of repair contractors.
• Maintained positive customer relations by addressing problems head-on and implementing successful corrective actions.
• Maintained professional demeanour by staying calm when addressing unhappy or angry customers.
• Cultivated positive rapport with fellow employees to boost company morale and promote employee retention.

Administration

• Analyzed existing systems and processes to identify areas of improvement.
• Conducted market research to develop a better understanding of customer needs and preferences.
• Rolled out DIFOT reporting and rolled out initiatives to create improvements.
• Directed client & supplier services.
• Enter clients' quotes, sales orders, and purchase orders into the system.
• Provided updates on client queries
• Enter and send purchase orders to suppliers as required
• Cultivated strong client & supplier relationships through proactive communication and problem-solving.
• Managed office amenities & supplies.
• Create and maintain organisation Standard Operating Procedures

Systems

• Provided training sessions on new software applications and tools to sales, management, and factory staff.
• Created an entire training guide system from product information through to end use of CRM system.
• Created procedures from ShopVox and financial systems.
• Maintained and provided support for the organisation's system ShopVox
• Created 600+ templates in ShopVox that have a bill of materials built in the backend to ensure correct costs are captured.
• Updated material and product templates

Finance

• Facilitated implementation of organisation's new financial system- QuickBooks (QBO).
• Reconciliation of accounts between previous financial system (Quote & Print) and QBO.
• Ensure synchronization of data (invoices, payments & purchase orders) between Shopvox & QBO
• Troubleshoot synchronization errors between Shopvox & QBO.
• Create financial reports (weekly, monthly, and annual) for General Manager.

Marketing

• Generated content for a website, blog posts, press releases, internal newsletters, and social media accounts.
• Produced reports on customer segmentation, targeting, and positioning.
• Organise events to promote products or services.
• Facilitate organization sponsorship and participation in the Central Park Plunge
• Update company documents (procedures, policies, frameworks, etc.) for the company re-brand.

People & Culture

• Provided effective coordination of staff, including onboarding, recruitment, training, learning and development, and end of the employment life cycle.
• Facilitated the design of training programs for new employees that focused on system knowledge.
• Work with the engagement team to create job descriptions.
• Organise internal company events for R U OK? Day, NAIDOC week.
• Planned and executed social events to aid in creating a healthy work culture, inclusive of sundowners, office morning teas, celebrated holidays, and end of year events.

I was the first point of contact at Jason Signmakers, client engagement & systems were my strongest attributes. Working as a business support officer exposed me to many facets of the company from sales, accounts, marketing, production, dispatch and systems.

• Client Services
• Maintained and updated organisation's online catalogue of products.
• Performed data entry tasks accurately and in a timely manner.
• Developed strong customer relationships and loyalty through effective communication.
• Demonstrated excellent communication skills, both verbal and written, in order to effectively interact with customers and internal stakeholders.
• Creating content for social media accounts.
• Debtor chase up
• Processing & recording payments
• Reconciling balancing accounts
• Reconciling company credit cards
• Reconciling invoices with corresponding purchase orders
• Entering purchase orders
• Inquiring with suppliers
• Entering stocktake data
• Updating & maintaining ShopVox
• Trouble shooting & providing help desk support for ShopVox
• Adding new & updating templates – material and product
• Updating pricing for E-catalogue, material and product templates
• Training staff on system use and updates.
• Organising company events
• Onboarding new employees
• Maintaining accurate employee records
• Coordinate annual performance reviews

I gained a lot of experience whilst working at David Jones. I became team leader of the Espresso Bar a couple of months after starting this role. This led me to being the head barista on shift, assisting the sales and assistant sales managers, and covering shifts in other departments within the store when required.

• Memorized ingredients and recipes for wide variety specialty drinks.
• Trained, scheduled, and supervised barista workers to maintain and uphold store policies and optimize staffing patterns.
• Generated friendly atmosphere by encouraging employees to greet and speak to customers.
• Created superlative coffeehouse experience through customer service, beverage preparation, and presentation, in-store marketing and thorough cleanliness and sanitation of space.
• Maintained accurate inventory counts to meet customer demands and sustain operations.
• Monitored customer feedback to improve barista performance and customer service.
• Served customers quickly and efficiently and created strategies to prevent delays.
• Handled and resolved customer issues and complaints with professionalism and tact to drive customer satisfaction and repeat business.
• Presented process improvement ideas to leadership team to cultivate professional, friendly and efficient work environment.
• Facilitated scheduling, ordering and other back-of-house tasks to drive operations and maximize sales and profitability.
• Trained new hires in food handling and safety protocols to boost knowledge and performance.
• Addressed customer complaints with professional demeanour and used communication and problem-solving skills to resolve issues.
• Controlled food costs and managed inventory.
• Stock-take of all departments within the store.
• Trained First Aider & Fire Warden

• Pleasantly interacted with customers during hectic periods to promote fun, positive environment.
• Maintained and operated espresso machines, blenders, commercial coffee brewers, coffee pots, and other equipment.
• Memorized recipes for specialty coffee beverages and seasonal offerings.
• Trained new employees, sharing knowledge and expertise of coffees, teas, and merchandise.
• Trained new team members with positive reinforcement and respectful, encouraging coaching.
• Completed successful daily cash audits to correctly balance drawers at end of shifts.
• Used POS system to accurately enter orders and process payments.
• Elevated customer loyalty by using strong communication abilities to resolve customer problems.