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
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
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
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
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
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