Carolyn McGuffie
Altona Meadows,Victoria
Summary
I am a professional and knowledgeable candidate who is well versed in administration support and customer service, offering more than twenty years’ experience in various industries. I have a strong operational skill set with the flexibility to succeed in any working environment. I am organised and dependable candidate who is capable of successfully managing multiple priorities with a positive attitude. Willingness to take on added responsibilities to meet team goals.
Overview
24
24
years of professional experience
Work History
ACCOUNTS ADMINISTRATOR
Designer Doorware Pty Ltd
11.2022 - 05.2023
- Download daily bank statements and upload into ERP software (Priority)
- Reconciliation of company bank accounts and receipting payments received daily
- Managing high volumes of emails in the account’s inbox
- Answering accounts receivable and payable queries and follow up and resolve outstanding issues
- Chasing overdue debtors and emailing statements three times per month
- Accurate and timely data entry of creditor invoices and matching purchase orders against GRV’s
- Maintain accurate and up-to-date financial records using ERP software (Priority)
- Eftpos machine settlements and refunds
- Reconciling and receipting all payments made via PayWay, PayPal and Stripe payment service providers
- Consulting nationally with all sales reps on receivable issues, short payments, and quote status updates
- Monitoring orders placed over limit, check pay, or credit stop status
- Advise customers to pay down account if over credit limit
- Approving orders for dispatch based on customer payment history
- Taking payments for dD Security by receipting key cutting orders and lock smithing service call outs via telephone
- Petty cash reconciliation and ownership
- Entering daily journals as required for direct debits and Stripe fees
- Collaborate with other team members to ensure smooth financial operation
- Managed and responded to correspondence and inquiries from customers and vendors
ADMINISTRATION ASSISTANT
Daly’s Constructions Pty Ltd
08.2021 - 11.2022
- Attend to visitors at reception and incoming telephone calls and direct as appropriate
- Data entry – Enter high volume of invoices into MYOB weekly and allocate to correct job numbers
- Scan invoices and save into job files
- Processing and review payroll data including timesheets, reimbursements and leave applications
- Ensure timesheet data is entered in a timely and accurate manner and alert accountant to pay discrepancies
- Banking on a weekly basis for company accountant
- Reconcile company credit cards monthly and generate journals in MYOB
- Enter weekly journals into MYOB of monies transferred between company accounts
- Generate job and labour hour reports from MYOB when required
- Renew vehicle/truck registrations online when expiring
- Generate bank reconciliation report monthly
- Upload new employees into Cbus and Coinvest for Daly’s Traffic Pty Ltd weekly
- Reconcile tax fuel credits for the company accountant quarterly
- Write up weekly cheques for Daly’s Traffic Pty Ltd and pay creditors
- Order office stationery and consumables
- Book travel or car rental for senior management
- Help workshop manager with data entry/generating invoices and ad hoc paperwork when required
- Collecting mail and distributing daily
- Maintain kitchen supplies and clean at end of day
Office Administration
St Mary's Primary School
01.2018 - 07.2021
- Attend to staff, students, parents, and visitors in a friendly and welcoming manner
- General front desk duties – phone, window enquiries, working with children checks, sign visitors in and out of the school making sure visitors are signing in using QR codes and following correct procedures
- Attend to all students in First Aid during class time and when necessary, notify and inform parents of their child's condition and arrange for children to be collected by a family member if unwell
- Update medication, immunisation, asthma, and anaphylaxis action plans each term
- Attend training courses to keep up to date with the specific health requirements of new students
- Inform parents when medication is running low/out of date
- Administer medication to students when required
- Receipting/banking of school fees and cash on a weekly basis
- Accounts Payable for whole school, raising purchase orders, entering invoices and coding to g/ledger accounts
- Collating invoices into weekly/fortnightly payment runs
- Update and record purchases on the Fixed Asset Register
- Monitor spending and update Curriculum and year level budgets and communicate expenditure monthly
- Sensitively handle confidential matters in relation to the school community
- Provide support to the principal including diary management, scheduling appointments and filtering/managing call volumes
- Updating Nforma (school roll) and amend late students, text, and call non-student attendees daily
- Weekly digital newsletter preparation including organising advertising, church bulletin, principal awards and general school information and uploading to school website
- Co-ordinate enrolment process and data entry into SAS of all new students each year (between 55-60 students)
- Preparation of school packs for new students and parents including organising printing of school brochures and flyers
- Prepare Parents and Friends information for events and activities at the school as required
- Maintain and upkeep school buildings, equipment, grounds, and IT network and organise repairs
- Purchasing of all school amenities including first aid, staffroom supplies and cleaning supplies
- Update Student Management System on an ongoing basis via SAS, Operoo and Nforma
- Making sure student and parent information is always up to date and accurate
- Collection and distribution of all school and parish mail
Payroll/Accounts/Administration
Mon-Tue
02.2016 - 06.2018
Sales Assistant
Estruct Group Pty Ltd
02.2011 - 12.2011
- Payroll for office of ten people using MYOB
- Preparing and paying superannuation contributions
- Recording and paying creditor invoices in MYOB and allocating to job numbers
- Reconciling purchase orders and approve for payment
- Ad hoc Accounts Receivable, raising Tax Invoices to clients
- Reconciling company bank accounts, credit cards and petty cash weekly/monthly
- Ordering of office stationery and all staff amenities
- Booking couriers and shipment of stock to worksites
- Tidying of office kitchen and all common arears
- Collection and distribution of company mail
- Meeting and greeting clients and answering telephone calls when required
- Banking on an ad hoc basis, Key Responsibilities-
- Offered friendly greetings and assistance to incoming customers
- Managed cash register operations using POS system, including processing sales and returns
- Arranged merchandise for display to highlight new styles and stock replenishment
Accounts Payable Officer
Willis Australia Ltd
03.2004 - 10.2007
- Recording and paying creditor invoices
- Banking sundry income and assisting with the banking system by Producing bank reports daily
- Compilation of information for tax/FBT returns
- Managing petty cash and record petty cash expenditure and reimbursements
- Issuing cheques and remittance advices to suppliers
- Distributing Amex statements to staff and monitoring unreconciled balances
- Reconcile Amex expenses on receipt of reconciliation from staff for over 150 people
- Purchasing and reconciling cash advances and COH foreign currency
- Arranging the transfer of foreign currency and Australian currency to overseas banks
- Reconcile cash books to bank statements on a daily and monthly basis
- Contributes to management of insurance claims information by maintaining cash books and bank accounts
Accounts Receivable/Payroll/Office Administration
Blue Connections Pty Ltd
10.1999 - 02.2004
- Sent copies of invoices and statements to customers to facilitate payments of outstanding invoices
- Processed weekly invoicing, including posting and reconciling payments and addressing all aged receivables
- Resolved problems to facilitate receipt of overdue monies and promote good customer relationships
- Reconciling company bank accounts and producing reports
- Issuing refunds, cheques and remittance advices to creditors when required
- Gathered timesheets to prepare weekly payroll data for processing by the Finance Manager
- Prepared and maintained payroll information by entering data, calculating, and collecting information
- Managing the education laptop roll out by processing credit card payments weekly
- Communicating with insurance companies on laptop repairs and maintenance for the education roll out
- Organised and maintained filing and document management systems by coordinating and archiving files
- Ordered all office supplies and consumables
- Daily banking and mail distribution
- Organised yearly company xmas party, Melbourne Cup marquee and Xmas hampers for customers
Education
The First Aid Group - Melbourne Certificate in Basic First Aid, Emergency Life Support and CPR, 05/2018-2021 -
Certificate in Excel - Focus on Functions L1 Intermediate -
Pollak Learning Alliance
Melbourne, VIC10.2005
Moorabbin Certificate of Achievement - Advanced Word, Excel, PowerPoint -
Franklin Collins Tafe
Moorabbin, VIC09.1999
Certificate in Reception and Secretarial Practices -
Suzanne Johnstone Australia
Melbourne, VIC02.1999
Diploma in Hospitality Studies
William Angliss Institute of TAFE
Melbourne, VIC11.1994
Skills
- Excellent customer service
- Ability to listen and communicate effectively
- Organised and punctual
- Prioritise tasks well
- Uses initiative
- Friendly and approachable
- Can work in a group or autonomously
- Excellent phone manner
- Experience working with a diverse range of people and backgrounds of all ages
- Has a can-do attitude
- Shows empathy and understanding to meet customer's needs
- First Aid Training
- Computer Skills
- MS Office
- Outlook, Word, Excel, PowerPoint
- Google Drive
- Gmail, Docs, Slides, Sheets, Calendar
- Finance Applications
- MYOB
- QuickBooks
- Priority ERP
Timeline
ACCOUNTS ADMINISTRATOR
Designer Doorware Pty Ltd
11.2022 - 05.2023
ADMINISTRATION ASSISTANT
Daly’s Constructions Pty Ltd
08.2021 - 11.2022
Office Administration
St Mary's Primary School
01.2018 - 07.2021
Payroll/Accounts/Administration
Mon-Tue
02.2016 - 06.2018
Sales Assistant
Estruct Group Pty Ltd
02.2011 - 12.2011
Accounts Payable Officer
Willis Australia Ltd
03.2004 - 10.2007
Accounts Receivable/Payroll/Office Administration
Blue Connections Pty Ltd
10.1999 - 02.2004
The First Aid Group - Melbourne Certificate in Basic First Aid, Emergency Life Support and CPR, 05/2018-2021 -
Certificate in Excel - Focus on Functions L1 Intermediate -
Pollak Learning Alliance
Moorabbin Certificate of Achievement - Advanced Word, Excel, PowerPoint -
Franklin Collins Tafe
Certificate in Reception and Secretarial Practices -
Suzanne Johnstone Australia
Diploma in Hospitality Studies
William Angliss Institute of TAFE
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