Ellena Ray
North Fremantle,Australia
Summary
Dedicated administrative professional with a proven track record of supporting large teams in fast-paced, compliance-driven industries for over a decade. Highly organized and process-focused, bringing a wealth of experience in onboarding, document control, payroll, and scheduling. Expertise as an accounts administrator, confident in managing purchase orders, supporting accounts payable/receivable functions, and streamlining administrative processes through meticulous attention to detail and comprehensive systems knowledge.
Overview
13
13
years of professional experience
Work History
CREWING MANAGER
RFM Offshore
Perth, Australia
01.2019 - 04.2024
- Specialised in the recruitment and crew management for 200+ active personnel working across various offshore drilling and marine projects throughout Australia - working with international clients including Noble Drilling, Transocean, Maersk, and Diamond Offshore.
- Ensured timely payroll processing and accurate recordkeeping for all crew members.
- Collaborated with operations teams to forecast staffing needs and proactively address potential shortages or surpluses.
- Assisted in succession planning efforts by developing high-potential individuals for leadership roles within the organization.
- Roster creation and management; liaising with clients and adapting to their ever-changing needs for personnel
- Managing OPMS internal recruitment and rostering system
- New employee onboarding, training, inductions
- Flight and accommodation bookings management for national and international crew working and training around the globe
- Scheduling of required training for crew undertaking courses across Australia and Internationally
- Composition and distribution of communication emails to crew members
CREWING AND TRAINING COORDINATOR
RFM Offshore
Perth, Australia
01.2014 - 01.2019
- Training matrix creation and management; liaising with clients and adapting to their ever changing training needs
- Flight and accommodation bookings for international crew working and training around the world
- Development and application of induction programs
- Composition and distribution of communication emails to crew members and internal employees
- Management of new employee on-boarding
- Maintenance of internal and online data base
- Collaborated with department managers to design customized training plans aligned with organizational goals.
- Partnered with external vendors to source specialized training content or services when required by organizational needs or strategic priorities.
- Conducted thorough needs assessments to identify skill gaps and develop appropriate training solutions.
- Conducted regular training needs analyses across departments, ensuring that all training initiatives were aligned with business objectives.
RECRUITMENT ADVISOR
GOLD FIELDS AUSTRALASIA LTD
Perth, Australia
01.2011 - 01.2013
- Partnered with department managers on workforce planning initiatives
- Sourcing and hiring candidates for various trades, operations, and blue collar positions
- Building relationships with hiring managers on site to ensure high quality of hire and appropriate team fit
- Conducting face to face and phone interviews alongside managers and heads of department
- All pre-employment checks involved with recruitment; references, medicals, police clearances, arranging site visits, relocation and employee on-boarding
- Visa application and management for international candidates
- Building positive working relationships with other members of my recruitment team; sharing knowledge, floating candidates and workforce planning
RECRUITMENT ADMINISTRATOR
GOLD FIELDS AUSTRALASIA LTD
Perth, Australia
07.2011 - 11.2011
- Shortlisting resumes
- Conducting phone screens
- Booking and coordination of interviews and meetings
- Conducting reference checks
- Contract creation and management
- Arranging and organising site based interviews and site visits
- Spreadsheet creation, organisation and management
- Ensuring all data was accurately and completely entered into our recruitment system
- Document control and management
- General administration duties (phones, calendar management, client and customer service)
Education
BACHELOR’S DEGREE - HUMAN DIMENSIONS OF NATURAL RESOURCES
COLORADO STATE UNIVERSITY
01.2008
ADOBE ILLUSTRATOR INTRODUCTION COURSE -
CENTRAL TAFE PERTH
01.2016
ONLINE MARKETING SHORT COURSE - CERTIFICATE OF ATTENDANCE
SMALL BUSINESS DEVELOPMENT CORP OF WESTERN AUSTRALIA
01.2015
Skills
- Administration and Record Keeping
- Timesheet and Payroll Management
- Excel Spreadsheet Creation and Management
- Data Entry
- Strong MS Suite Skills
- Strong Adobe Suite Skills
- Internal Systems: OPMS Scheduling and Rostering System
- Travel Booking Systems: Tramada, Amadeus
- Document Control, Filing, and Archiving
- Schedule and Roster Management
- Calendar and Meeting Scheduling
- Client, Contractor & Supplier Liaison
- CRM Maintenance and Data Accuracy
- High-Level Organisation and Problem Solving
- Confident Communication and Team Collaboration
- Correspondence, Typing, Editing
- General Office Management
Personal Information
Australian Citizen
C-Class WA Drivers Licence
Administrative Skills
- Strong MS Suite Skills
- Adobe Suite
- Schedule and Roster Management
- OPMS Scheduling and Rostering System
- Tramada and Amadeus Travel Booking Systems
- Timesheet and Payroll Management
- Excel Spreadsheet Creation and Management
- Document Control, Archiving and Filing
- Typing and Editing
- Correspondence and Calendar Management
- General Office Management
Timeline
CREWING MANAGER
RFM Offshore
01.2019 - 04.2024
CREWING AND TRAINING COORDINATOR
RFM Offshore
01.2014 - 01.2019
RECRUITMENT ADMINISTRATOR
GOLD FIELDS AUSTRALASIA LTD
07.2011 - 11.2011
RECRUITMENT ADVISOR
GOLD FIELDS AUSTRALASIA LTD
01.2011 - 01.2013
ONLINE MARKETING SHORT COURSE - CERTIFICATE OF ATTENDANCE
SMALL BUSINESS DEVELOPMENT CORP OF WESTERN AUSTRALIA
BACHELOR’S DEGREE - HUMAN DIMENSIONS OF NATURAL RESOURCES
COLORADO STATE UNIVERSITY
ADOBE ILLUSTRATOR INTRODUCTION COURSE -
CENTRAL TAFE PERTH