Daiana Vicentela
Gregory Hills
Summary
An accomplished Administrative professional with over 10 years of experience. I am passionate for creating organised, productive, and a positive work environment.
Throughout my career, I have successfully managed administrative functions across diverse industries, including Hospitality, Residential Construction, Industrial Manufacturing and Security.
My proactive approach to problem-solving and my ability to thrive in a fast-paced environment have enabled me to effectively lead a team in meeting last-minute deadlines and requests while simultaneously managing multiple tasks. This adaptability has contributed to exceptional results, increased productivity, and continuous growth.
I hold pursued professional development through various certifications in management and leadership. I am committed to leveraging my skills and experience to drive organisational and team success.
Overview
11
11
years of professional experience
1
1
Certification
Work History
Admin & Office Manager
Ultimate Security Australia Pty Ltd
Concord, NSW
10.2020 - 02.2025
- Provided exceptional customer service when addressing client inquiries or concerns via phone calls or email correspondence.
- Main point of contact in relation to Admin, Operations, Marketing, Building Facilities, Director's request and requirements.
- Oversaw office inventory activities by ordering and requisitions, stocking and shipment receiving.
- Enhanced team productivity by delegating tasks effectively and overseeing daily workflow.
- Coordinated office events and meetings, ensuring timely execution and optimal scheduling for all participants.
- Streamlined office operations by implementing efficient filing systems and organisational strategies.
- Assisted HR with onboarding new employees.
- Served as a liaison between upper management and staff members.
- Managed vendor relationships, negotiating contracts for cost savings.
- Facilitated smooth communication between departments, addressing concerns promptly.
- Managed facility maintenance requests, coordinating with the owner's to address repairs or improvements efficiently.
- Developed comprehensive department manuals outlining procedures and guidelines, contributing to a well-organised workplace culture.
- Reduced costs with meticulous budget monitoring and expense tracking for essential supplies and equipment.
- Contributed to workplace safety by ensuring compliance with established emergency protocols and conducting regular equipment inspections.
- Manage all office and building fire safety and compliance.
- Provided comprehensive administrative support to senior management.
- Coordinated with IT department to upgrade office technology, enhancing overall efficiency and data security.
- Reduced environmental impact by initiating recycling program and promoting paperless processes.
- Personal Assistant to CEO and COO.
- Managed the company motor vehicle of fleet of approx. 50 vehicles nationwide.
- Coordinated events nationwide.
- Held monthly admin department meetings.
- Organise and prepare monthly senior management meetings, provide minutes post meeting.
- Handled sensitive information with discretion, maintaining confidentiality of company documents and personnel records.
- Developed visually engaging marketing materials to support product launches and promotions.
- Collaborated with external agencies on advertising campaigns, ensuring alignment with overall marketing objectives.
- Composed daily posts for social media and helped build corporate presence on LinkedIn, Facebook, and Instagram.
- Planned and executed internal and external marketing events.
- Created engaging brochures and flyers to use for promotional materials and distribution.
- Developed and executed marketing plans for expo and other events to increase brand awareness.
- Negotiated with vendors and service providers, securing cost-effective solutions for marketing materials and services.
- Communicated with Director's, and their agent's regarding upcoming repairs and projects.
- Coordinated smooth transitions during office relocations by planning logistics and overseeing the move process from start to finish.
- Maintained facility grounds, equipment, and safety compliance.
- Provided training to employees on essential compliance topics, increasing overall awareness and understanding.
- Served as liaison between management and staff on matters related to ethics, integrity, and compliance concerns or inquiries.
- Conducted thorough audits to identify areas for improvement in regulatory adherence.
- Compiled internal information for compliance audits.
- Reviewed documents, files, transcripts, and other records to assess compliance and potential risk.
- Manage over twenty business and personal, insurance policies for the business and Director's.
- Manage the company uniform inventory nationwide.
- Highly involved in the business Reconciliation Action Plan and a member of the RAP Working Group.
- Conduct quarterly employee performance reviews for the admin team.
Office Administrator
Jones and Rickard Group Pty Ltd
Smithfield, NSW
01.2018 - 10.2020
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Coordinated office maintenance and repairs, ensuring safe and pleasant working environment.
- Greeted guests in with friendliness and professionalism.
- Enhanced operational workflows by maintaining well-organised documentation systems and updating records accurately as needed.
- Managed project timelines for successful completion, ensuring milestones were met and deadlines were adhered to.
- Coordinated communications, financial processing, registration, recordkeeping, and other administrative functions.
- Tracked office supplies and restocked low items.
- Increased customer satisfaction through professional handling of inquiries and prompt resolution of issues.
- Demonstrated exceptional multitasking abilities while juggling diverse responsibilities, including reception duties and ad-hoc administrative tasks.
- Expedited invoice processing by accurately reviewing creditor submissions
- Assist the Finance Manager with reconciling accounts payable discrepancies, and conducting timely payments.
- Prepare and bill over 100 client invoices, monthly.
- Assisted in preparation and processing manual timesheets for payroll to facilitate prompt staff payments.
- Conduct employee onboarding through training new hires on office procedures, software applications, and company policies.
- Assisted in event planning efforts for company gatherings to enhance employee engagement and networking opportunities.
- Managed CEO executive travel arrangements, optimising itineraries for cost-effectiveness and time management.
- Streamlined appointment scheduling for CEO, optimising daily agenda for maximum productivity.
- Schedule monthly management meeting and prepare agenda and deliver minutes post meeting.
Executive Administrator
Megacorp Group Pty Ltd
Wetherill Park, NSW
03.2015 - 01.2018
- Answered high volume of phone calls and email inquiries.
- Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
- Updated and maintained confidential databases and records.
- Optimised customer satisfaction by resolving inquiries promptly.
- Ensuring accurate record-keeping in client databases.
- Increased efficiency within the organisation through regular review and improvement of administrative policies and procedures.
- Planned both internal and external events and staff trainings.
- Maintained a professional work environment by overseeing office space planning, equipment procurement, and facility management.
- Prepared and distributed memos describing company's administrative policies and procedures to all staff members.
- Reduced expenses for the organisation by negotiating vendor contracts and monitoring departmental budgets.
- Boosted employee morale with the coordination of team-building events, recognition programs and staff celebrations.
- Collaborated with the hiring manager to streamline onboarding processes for new hires.
- Facilitated successful meetings by preparing agendas, distributing materials, tracking action items, and recording minutes.
- Assisted executives in achieving business objectives with thorough project management support from initiation to completion.
- Streamlined office operations by implementing efficient administrative processes and procedures.
- Managed day-to-day office and administration tasks.
- Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
- Updated and maintained confidential databases and records.
- Assist the General Manager with preparation of contractor and creditor payment run.
- Onboard contractors, entering relevant information in company database, prepare welcome pack and information.
Staff & Events Administrator
Hamilton's Hospitality Pty Ltd
North Strathfield, NSW
08.2014 - 10.2014
- Assisted with onboarding new staff members and contractor's providing orientation and support.
- Managed various mailboxes and assisted with enquiries.
- Answering all incoming calls and assist with enquiries.
- Travel with the team for event's, prepare staff roster and event brief the team.
- Trained new contractor's on company policies and procedures, contributing to a cohesive team atmosphere.
- Greeted clients and guests and assisted with variety of questions, providing exceptional customer service.
- Liaised with management and other departments to maintain smooth operations.
- Streamlined office operations by organising filing systems, managing schedules, and maintaining accurate records.
Functions Assistant
The Morrison
Sydney, NSW
10.2013 - 01.2014
- Greeted guests in with friendliness and professionalism.
- Answered incoming phone calls to process requests, transfer calls, or relay messages to appropriate personnel.
- Worked closely with management to provide effective assistance for specific aspects of business operations.
- Assisted manager in all aspects of business operations.
- Demonstrated adaptability by quickly mastering software applications for various tasks.
- Organising and maintaining databases and filing systems.
- Contributed to a positive work environment with strong interpersonal skills and proactive teamwork attitude.
Education
Diploma - Management
Martin College
Sydney, NSW01-2014
Diploma - Venues & Events
Martin College
Sydney01-2014
Diploma - Business
Bedford College
Sydney, NSW01-2010
High School Diploma -
Higher School Certifi
Regents Park, NSW01-2009
Skills
- Customer service
- Office management
- Organisational skills
- Data entry
- Clear oral/written communication
- Administrative support
- Scheduling
- Staff management
- Operations management
- Business administration
- Facility management
- Travel coordination
Certification
Security Industry Licence
Issued by NSW Security Licensing & Enforcement Directorate, in 2025.
People Management Essentials Course
Issued by Centre for Continuing Education Sydney in 2023.
Languages
English
Native or Bilingual
Spanish
Native or Bilingual
Timeline
Admin & Office Manager
Ultimate Security Australia Pty Ltd
10.2020 - 02.2025
Office Administrator
Jones and Rickard Group Pty Ltd
01.2018 - 10.2020
Executive Administrator
Megacorp Group Pty Ltd
03.2015 - 01.2018
Staff & Events Administrator
Hamilton's Hospitality Pty Ltd
08.2014 - 10.2014
Functions Assistant
The Morrison
10.2013 - 01.2014
Diploma - Management
Martin College
Diploma - Venues & Events
Martin College
Diploma - Business
Bedford College
High School Diploma -
Higher School Certifi
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