CHARLENE MULLIN
Kalgoorlie,WA
Summary
Experienced in administrative assistance, reporting, customer service, and marketing. Able to work alone or in a team. Great customer service and marketing skills. Reliable Personal Assistant with track record of initiative and accuracy. Highly organised and consistently anticipates needs of clients and team. Skilled multitasker, computer literate, with excellent correspondence management. Maintains professional appearance and demeanour and expertly completes assigned tasks with focus on quality. Dependable and quick-learning team player with effective communication and organization skills. Detail-oriented administrative professional with superb people-skills and public relations experience. Business-savvy with excellent decision-making skills. Proactive, with demonstrated experience providing high-level administrative support to companies. Demonstrates superior communication and problem-solving abilities.
Overview
22
22
years of professional experience
Work History
Executive Personal Assistant & Enrolments Officer
Goldfields Baptist College
09.2022 - Current
- Provide clerical assistance to other departments
- Attend meetings in order to record minutes
- Collate, mark down, and distribute meeting minutes
- Examine operational processes and workflow to determine whether they may be improved
- Open, sort, and distribute incoming mail, faxes, and emails
- Meet prospective students/ families of prospective new students, give overview of College, walk through and explain enrolment process to admission
- Guide them all way through process to admission and onboarding
- Greet visitors and evaluate if should be granted access to particular individuals
- Analyse incoming memos, reports, and submissions to assess importance and distribution
- Assist executives, coordinate and direct office functions such as records, budgeting, people, and cleaning
- Interpret administrative and operational rules and regulations to staff
- Organise catering and welcome packs for new students and families at Enrolment Interview Afternoons/ Evenings
- Assist Coordinate Prize Giving Days, organise prizes, trophies and shields for Presentations
- Order supplies, maintain records management database systems, and perform basic bookkeeping
- Prepare standard replies to routine inquiries
- Prepare research, statistics, and reports for executive, committee, and board meetings
- Organise and retrieve business papers
- Answer phone calls, transfer calls, or take messages
- Capture, create and store private information of incoming and existing students, keep them locked up and safe daily
- Maintain and create student files and keep them up to date
- Prepare audit data and be able to research information from school system for purpose of analyses, monitoring academic and statistical information to improve students/ college's results and attendance records etc
- Be readily available to deal with or answer any questions that parents/carers/ students may have that need immediate attention and resolution
- Occasionally Conduct Administration teams meetings.
- Maintained appropriate filing of personal and professional documentation.
- Provided general administrative support including scheduling meetings, making travel arrangements and managing documentation.
- Oversaw personal and professional calendars and coordinated appointments for future events.
- Assists with making travel and accommodation bookings for executives and staff.
Reception & Office Admin
Goldfields Baptist College
07.2022 - 08.2022
- Provide clerical assistance to other departments.
- Attend meetings in order to record minutes
- Collate, mark down, and distribute meeting minutes
- Examine operational processes and workflow to determine whether they may be improved
- Open, sort, and distribute incoming mail, faxes, and emails
- Meet prospective students/ families of prospective new students, give overview of College, walk through and explain our enrolment process to admission
- Guide them through enrolment process to admission and onboarding
- Greet visitors and evaluate if they should be granted access to particular individuals
- Analyse incoming memos, reports, and submissions to assess their importance and distribution
- Assist executives, coordinate and direct office functions such as records, budgeting, people, and cleaning
- Interpret administrative and operational rules and regulations to staff
- Organise catering and welcome packs for new students and families at Enrolment Interview Afternoons/ Evenings
- Assist Coordinate Prize Giving Days, organise prizes, trophies and shields for Presentations
- Order supplies, maintain records management database systems, and perform basic bookkeeping
- Prepare standard replies to routine inquiries
- Prepare research, statistics, and reports for executive, committee, and board meetings
- Organise and retrieve business papers
- Answer phone calls, transfer calls, or take messages
- Capture, create and store private information of incoming and existing students, keep them locked up and safe daily
- Maintain and create student files and keep them up to date
- Prepare audit data and be able to research information from college systems for purpose of analyses, monitoring academic and statistical information to improve students/ college's results and attendance records
- Be readily available to deal with or answer any questions that parents/carers/ students may have that need immediate attention and resolution
- Occasionally conduct administration teams meetings
- Confirmed appointments, communicated with clients, and updated client records
- Welcomed customers with friendly greeting, answered general questions, gathered nature of visit and directed to specific offices.
- Answered questions and addressed, resolved, or escalated issues to management personnel to satisfy customers.
- Operated multi-line telephone system to answer and direct high volume of calls.
- Handled assignments independently with good judgement and critical thinking skills.
- Assisted internal staff with clerical and administrative needs to maximize efficiency and team productivity.
- Collected and distributed messages to team members and managers to support open communication and high customer service.
- Routed incoming mail and messages to relevant personnel without delay.
- Collected payments, processed transactions and updated relevant records.
- Interacted with vendors, contractors and professional services personnel to receive orders, direct activities, and communicate instructions.
- Compiled information from files and research to satisfy information requests.
- Helped office staff prepare reports and presentations for internal or client-related use.
- Monitored and screened visitors to verify accessibility to inter-office personnel.
Receptionist/ Office Administrator
Goldfields Community Legal Centre
01.2022 - 06.2022
- Maintain inventory and place orders for goods and services
- Make plans and appointments, help organise, plan and prepare community events
- Receive orders for goods or materials and forward them to appropriate departments
- Set up appointments, manage calendars, and finish work schedules
- Schedule appointments and update calendars
- Make and receive necessary phone calls
- Operate office equipment such as computers, photocopiers, scanners, fax machines, and voice mail
- Maintain records of office work, commercial dealings, and other events by collecting data, copying it, sorting it, and filing it
- Organise agendas for meetings, participate in them, and take notes and transcribe minutes
- Gathered, organised, and dispersed mail, communications, and courier deliveries
- Provided information on establishment, including divisions, offices, staff, and services.
- Greeted incoming visitors and customers professionally and provided friendly, knowledgeable assistance.
- Confirmed appointments, communicated with clients, and updated client records.
- Kept reception area clean and neat to give visitors positive first impression.
- Answered phone promptly and directed incoming calls to correct offices.
- Responded to inquiries from callers seeking information.
- Resolved customer problems and complaints.
- Corresponded with clients through email, telephone, or postal mail.
- Managed multiple tasks and met time-sensitive deadlines.
- Maintained confidentiality of information regarding clients and company.
- Assisted with onboarding new clients and securing paperwork completion.
- Answered central telephone system and directed calls accordingly.
- Provided clerical support to company employees by copying, faxing, and filing documents.
- Restocked supplies and submitted purchase orders to maintain stock levels.
- Welcomed customers with friendly greeting, answered general questions, gathered nature of visit and directed to specific offices.
- Maintained visitor log for entering and leaving facility for security purposes.
- Organised, maintained and updated information in computer databases.
- Answered questions and addressed, resolved, or escalated issues to management personnel to satisfy customers.
- Operated multi-line telephone system to answer and direct high volume of calls.
- Assisted internal staff with clerical and administrative needs to maximise efficiency and team productivity.
- Scheduled office meetings and client appointments for staff teams.
- Routed incoming mail and messages to relevant personnel without delay.
- Collected and distributed messages to team members and managers to support open communication and high customer service.
- Interacted with vendors, contractors and professional services personnel to receive orders, direct activities, and communicate instructions.
- Sorted, received, and distributed mail correspondence between departments and personnel.
- Balanced employee availability, customer schedules, and maximum load levels when scheduling appointments.
- Compiled information from files and research to satisfy information requests.
Team Member
Woolworths Supermarkets
12.2019 - 12.2021
- Resolved customer service or billing concerns by refunding money or modifying invoices
- Followed quality control rules and evaluated product to ensure staff provided clients with freshest and best products
- Built relationships with customers via communication, active listening, and answer to inquiry skills
- Worked in various departments from Customer Service, Produce, Grocery Department, Deli, Night fill, Advert Displays, Store Presentation to Online shopper
- Made sure shelves were always well stocked and stock rotated to avoid waste and selling out of date products/ produce
- Always aware of latest specials and promotions to be ready with information to making shopping experience more efficient and easier for customers.
- Kept work areas clean, organized, and safe to promote efficiency and team safety.
- Contributed to team success by completing jobs quickly and accurately.
- Learned all required tasks quickly to maximise performance.
- Worked different stations to provide optimal coverage and meet production goals.
- Developed strong customer service and product knowledge skills to enhance individual and team performance.
- Maintained productive, efficient approach to all tasks.
- Operated register to process payments and collect cash payment for order totals.
- Addressed and resolved customer complaints in polite and professional manner.
- Trained new team members by relaying information on company procedures and safety requirements.
- Assisted with inventory counts and stocking of merchandise.
- Maintained overall safe work environment with employee training programs and enforcement of safety procedures.
- Assisted customers in selecting merchandise best suited to needs.
- Evaluated customer needs and feedback to drive product and service improvements.
- Frequently inspected production area to verify proper equipment operation.
Executive PA and Office Manager
Minc Designs
01.2015 - 05.2019
- Open, read, route, and distribute incoming mail or other documents
- Managed office supplies inventory involves reviewing stock and buying new supplies as needed
- Maintained flawless workplace organisation to promote efficiency, professionalism, and performance goals
- Manage databases, spreadsheets, word processors, and other office applications using computers; operate fax machines, copiers, and phone systems
- Book appointments for customers or supervisors
- Maintain electronic mail systems and organise information flow within or between organisations
- Find relevant files for any incoming mail that needs responses, and attach them
- Establish work schedules or processes and monitor daily output of clerical staff
- Provide consumer services including order placement and account information
- Learn to use new office technologies as they develop
- Assisted with marketing and attracting new clients
- Worked with account and payroll officer to ensure company's tax returns were made and that all staff were remunerated correctly and on time.
- Maintained computer and physical filing systems.
- Created, maintained and updated filing systems for paper and electronic documents.
- Updated reports, managed accounts, and generated reports for company database.
- Oversaw office inventory activities by ordering and requisitions and stocking and shipment receiving.
- Developed and maintained successful relationships with vendors, suppliers and contractors.
- Established workflow processes, monitored daily productivity, and implemented modifications to improve overall performance of personnel.
- Managed office operations while scheduling appointments for director and other staff.
- Controlled finances to lower costs and keep business operating within budget.
- Managed compliance to keep organisation operating within legal and regulatory guidelines.
- Evaluated employee records and productivity and submitted evaluation reports.
- Successfully managed budgets and allocated resources to maximize productivity and profitability.
- Established team priorities, maintained schedules and monitored performance.
- Defined clear targets and objectives and communicated to other team members.
- Identified and communicated customer needs to supply chain capacity and quality teams.
- Controlled resources and assets for department activities to comply with industry standards and government regulations.
- Handled scheduling for executive's calendar and prepared meeting agenda and materials.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Coordinated and booked airfare, hotel and ground transportation and prepared itinerary to facilitate successful trips.
- Scheduled appointments and handled calenders for senior leadership.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Answered high volume of phone calls and email inquiries.
- Screened calls and emails and responded accordingly to support executive correspondence.
- Transcribed meeting minutes to support sales, business development and senior management teams.
- Updated and maintained confidential databases and records.
- Worked with senior management to initiate new projects and assist in various processes.
- Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
- Filed paperwork and organised computer-based information.
- Took notes and dictation at meetings.
Office Administration Assistant
Bullred Farming Distribution
11.2012 - 05.2014
- Inspected all parcels/ stock for correctness and adhered to delivery guidelines
- Worked closely with Sales to understand about needs of customers and clients
- Greeted guests or calls, attended to their queries, or guided them to proper people based on their need
- Collaborate with employees to make sure timely delivery of information
- Worked closely with current coworkers to establish rapport and provide continuing guidance
- Identified and linked relevant files to incoming mail that required responses
- Assisted with monthly stock takes and entered data ensuring stock levels were always up to date
- Kept Petty cash, was responsible for issuing out and receiving change and receipts/ invoices, balancing and ensuring float amount was always correct
- Issued Invoices to clients that came and purchased merchandise/ products at distribution centre
- In charge of monitoring company's bank accounts, making payments to suppliers locally and internationally, responsible for allocating incoming payments to correct client/ customer, making payments to clearing agents and paying customs duty
- Assisted in paying weekly wages to casual staff.
- Completed clerical tasks such as filing, copying, and distributing mail.
- Interacted with customers by phone, email, or in-person to provide information.
- Managed daily data entry and kept clerical information accurate and up-to-date.
- Maintained and updated office records, both digital and physical.
- Collaborated with various departments to complete assigned tasks.
- Created purchase orders and tracked invoices to avoid missed or delayed shipments.
- Delivered clerical support by handling range of routine and special requirements.
- Managed filing system, entered data and completed other clerical tasks.
- Interacted with vendors, contractors and professional services personnel to receive orders, direct activities, and communicate instructions.
- Liaised between clients and vendors and maintained effective lines of communication.
Bank Employee
Nedbank (MBCA)
06.2008 - 10.2012
- Reporting and money handling were conducted in accordance with bank and legal guidelines
- By promoting bank products and services to customers, met or exceeded sales goals
- Helped customers to select right products, services, and options
- Products and services are tailored to specific banking needs
- Verified values and integrity of each transaction, including frequency of each transfer
- Pre-qualified new clients and met with them
- Opened, modified and closed customer accounts
- Money movements, deposits, and withdrawals were documented thoroughly and accurately, balancing cash draw daily
- Assured compliance by funding and documenting accurate transactions
- Operated ATMs and completed daily cash balancing
- Worked at local business events in official capacity for Nedbank, talking to attendees about possible customer leads
- Responsible for repatriating large sums of foreign currency to Central Cash Depot.
- Educated customers on features and benefits of banking products and services.
- Developed and maintained strong customer relationships, providing exceptional service and advice.
- Assisted customers with setting up or closing accounts, completing loan applications, and signing up for new services.
- Investigated customer inquiries and resolved discrepancies in helpful and timely manner.
- Balanced teller drawers and ATM cash.
- Managed escalated phone calls by applying conflict resolutions skills and extensive knowledge of bank policies, products, and services.
- Monitored account activity and identified suspicious transactions, taking appropriate action to prevent fraud.
- Provided advice on different bank products and financial options.
- Collaborated with other departments to confirm compliance with banking procedures and regulations.
- Maintained friendly and professional customer interactions.
- Assisted customers with banking needs and inquiries.
- Handled various accounting transactions.
- Processed wide variety of retail banking transactions for personal and commercial customers.
- Counted, verified and handled bank deposits and armoured car transactions.
Data Capture Clerk
DHL
04.2008 - 05.2008
- Responsible for entering all incoming/ outgoing parcels and letters into system accurately
- Releasing parcels for deliveries to drivers and documenting any returned or failed deliveries
- Tracking parcels/ letters coming in and going out, to ensure customer services give clients correct information about their parcels/ letters.
- Uploaded or transmitted data using secure protocols.
- Used computer software to store and retrieve data.
- Checked for accuracy by verifying data and records.
- Followed data entry protocols, rules and regulations.
- Corrected data entry errors to prevent duplication or data degradation.
- Managed and organised documents for data entry tasks.
- Preserved customer confidence and protected operations by keeping information confidential.
- Evaluated source documents to locate needed information.
Bank Employee
CBZ Ltd (Ex Beverley Building Society)
03.2002 - 11.2007
- promoting bank products and services to customers, met or exceeded sales goals
- Money movements, deposits, and withdrawals were documented thoroughly and accurately
- Verified values and integrity of each transaction, including frequency of each transfer
- Reviewing accounts for signs of fraud and providing details to law enforcement
- Protected bank's reputation by providing courteous service, knowledgeable support, and unsurpassed professionalism during escalations
- Opened, modified and closed customer accounts
- Held various roles during tenure at bank from teller, bulk teller, enquiries clerk, mortgages receptionist to acting regional branch secretary (covered maternity leave, for about 4 months)
- As Acting Regional Branch Secretary, was responsible for accessing data from system to create Board documents reflecting all of regions account opened and closed data, financial reports, branch managers reports and prepared Board Room for meeting and organised Board Lunches and snacks
- Responsible for taking Board Minutes and distributing them
- Assisted with Exclusive Clients queries or gave assistance with bank products and services
- Assisted with organisation of accommodation for Branch Managers and Board members.
- Educated customers on features and benefits of banking products and services.
- Developed and maintained strong customer relationships, providing exceptional service and advice.
- Opened, closed, and updated accounts for customers.
- Assisted customers with setting up or closing accounts, completing loan applications, and signing up for new services.
- Investigated customer inquiries and resolved discrepancies in helpful and timely manner.
- Balanced teller drawers and ATM cash.
- Managed escalated phone calls by applying conflict resolutions skills and extensive knowledge of bank policies, products, and services.
- Monitored account activity and identified suspicious transactions, taking appropriate action to prevent fraud.
- Collaborated with other departments to confirm compliance with banking procedures and regulations.
- Provided advice on different bank products and financial options.
- Maintained friendly and professional customer interactions.
- Assisted customers with banking needs and inquiries.
- Processed wide variety of retail banking transactions for personal and commercial customers.
- Counted, verified and handled bank deposits and armoured car transactions.
- Performed account maintenance by closing out accounts and changing customer addresses.
- Established rapport with new clients to increase satisfaction and loyalty.
- Referred customers to other banking departments for specialised services.
- Handled various accounting transactions.
- Generated monthly reports on customer activity and customer feedback.
- Worked as relief Regional Branch Secretary for over 3 months (covering staff members maternity leave), preparing Board paperwork, meetings, accommodation.
- Covered Mortgage Department reception for over a year, issuing Mortgage cheques, receiving mortgage payments, issuing out Title deeds and storing Title Deeds.
Education
Dual Diploma of Leadership and of Business -
National Training Australia
Mount Victoria, NSW11.2002
High School Diploma -
Montrose Girls High School
Montrose Suburb, Bulawayo, ZImbabwe02.2002
General Certificate Of Education Ordinary Level -
Montrose Girls High - Cambridge Assessment
Montrose, Bulawayo, Zimbabwe02.2000
Certificate -
Montrose Girls High
Montrose, Bulawayo, Zimbabwe01.2000
Computer Literacy - International Computer Licence
The Computer Society of Zimbabwe
Harare, Zimbabwe12.2002
Skills
- Problem solving skills
- Organisational skills
- Ability to multitask
- Interpersonal Skills
- Able To Prioritise
- Time Management
- Oral, Written and Digital Communication
- Organisational Skills
- Data Analysis
- Executive Support
- Supervision and leadership
- Flexible and Adaptable
- Teamwork and Collaboration
Languages
English
References
- Marisa Johnson, College Principal, Goldfields Baptist College, (08) 9022 7535
- Helen Kirkland, Senior Finance Officer, Goldfields Baptist College, (08) 9022 7535
- Lanie Mann, Accounts and Payroll Manager, Goldfields Community Legal Centre, accounts@gclc.com.au | (08) 9021 1888
- Peter Young, Board Member, Goldfields Community Legal Centre, (08) 9021 1888
- Eddie, Produce Manager, Woolworths Supermarkets, (08) 6318 9960
- Shane Borg, Branch Manager, Woolworths Supermarkets, (08) 6318 9960
Timeline
Executive Personal Assistant & Enrolments Officer
Goldfields Baptist College
09.2022 - Current
Reception & Office Admin
Goldfields Baptist College
07.2022 - 08.2022
Receptionist/ Office Administrator
Goldfields Community Legal Centre
01.2022 - 06.2022
Team Member
Woolworths Supermarkets
12.2019 - 12.2021
Executive PA and Office Manager
Minc Designs
01.2015 - 05.2019
Office Administration Assistant
Bullred Farming Distribution
11.2012 - 05.2014
Bank Employee
Nedbank (MBCA)
06.2008 - 10.2012
Data Capture Clerk
DHL
04.2008 - 05.2008
Bank Employee
CBZ Ltd (Ex Beverley Building Society)
03.2002 - 11.2007
Dual Diploma of Leadership and of Business -
National Training Australia
High School Diploma -
Montrose Girls High School
General Certificate Of Education Ordinary Level -
Montrose Girls High - Cambridge Assessment
Certificate -
Montrose Girls High
Computer Literacy - International Computer Licence
The Computer Society of Zimbabwe
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