Gabriela BARROS
Austral,NSW
Summary
Project Coordinator with proven expertise in managing complex infrastructure and facilities projects in government and corporate sectors. Proficient in project documentation, procurement workflows, and stakeholder engagement, ensuring seamless operational processes. Recognized for exceptional organizational skills and effective cross-team collaboration, contributing to successful project delivery from initiation to completion. Strong analytical problem solver with a track record of meeting tight deadlines and enhancing administrative systems.
Overview
11
11
years of professional experience
Work History
Project Coordinator
Transport for NSW
Parramatta, Sydney
09.2021 - Current
- Provide high-level support to staff, managers, and executives across multiple programs.
- Research, collate, and prepare information for project and program reporting.
- Develop polished PowerPoint presentations, fact sheets, and communication materials.
- Coordinate project events, workshops, and site visits, including logistics and catering.
- Prepare, issue, and manage a wide range of project correspondence.
- Oversee procurement tasks including raising purchase orders, managing variations, and processing extensions of time.
- Receive, track, troubleshoot, and process invoice payments.
- Create, maintain, and manage documentation in line with TfNSW records management standards.
- Act as Records Coordinator: setting up file structures and ensuring compliance.
- Support contract tendering processes and project administration requirements.
- Vehicle Coordinator for pool vehicle management and fleet administration.
- Set up, upkeeping and decommissioning of project site offices.
- Liaise with internal and external stakeholders to resolve issues and support desired project outcomes.
- Actively participate on interview panels and assist with onboarding processes.
- Train new and existing staff on systems, policies, and procedures.
- Purchasing card ownership and management
Administration Officer
Sydney Trains
Granville, Sydney
04.2020 - 09.2021
- Drafted, edited, and published a wide range of business documents.
- Provided administration support across a busy operational department.
- Managed complex Excel spreadsheets and data for weekly leadership meetings.
- Coordinated WHS compliance tasks and supported WHS committee activities.
- Managed diaries, calendars, and executive correspondence.
- Coordinated executive visits, business events, and logistics.
- Oversaw business records and maintained compliance requirements.
- Managed 70+ pool vehicles and related scheduling.
- Collated, analysed, and prepared finance and performance reports.
- Liaised with business partners and external stakeholders.
- Coordinated training schedules and maintained induction documentation.
- Acted as first point of contact for the department.
Facilities Senior Administrative Officer
University of Notre Dame
Broadway, Sydney
09.2017 - 04.2020
- Managed invoicing, budgets, requisitions, and procurement processes.
- Supervised maintenance and cleaning workflows and contractor performance.
- Prepared monthly reports and maintained the maintenance ticketing system.
- Supported WHS compliance activities, reporting, and committee administration.
- Delivered high-quality facilities support to staff and students.
- Coordinated calendars, meetings, and minute-taking for the facilities team.
- Organised events, site inspections, and project coordination activities.
- Conducted audits on budget codes and service maintenance compliance.
Facilities & HR Administrative Assistant
Open Colleges
Sydney CBD
09.2015 - 09.2017
- Coordinated cleaners, contractors, and building services.
- Managed procurement of office supplies, grocery orders, and cleaning products.
- Planned and coordinated travel arrangements and events.
- Managed mail, couriers, and dispatch operations.
- Processed corporate credit card transactions across departments.
- Drafted employee letters and contracts; conducted reference checks.
- Booked interviews (individual and group) and supported multiple internal teams.
Reception Manager (Temp)
Fox Sports
St Leonards
07.2015 - 09.2015
Dispatch Room Manager (Temp)
GPT Group
Sydney CBD
05.2015 - 07.2015
Education
Certificate IV - Work Health & Safety
Training Aid
Darlinghurst, NSW01.2019
Diploma - Marketing
Australian Academy of Commerce
Haymarket, NSW01.2015
Certificate IV - Small Business Management
Australian Academy of Commerce
Haymarket, NSW01.2014
Certificate III - Business Administration
Australian Academy of Commerce
Haymarket, NSW01.2013
Bachelor of Business Administration - Partially Completed
IBMEC
Rio de Janeiro01.2011
Skills
- Project management
- Contract administration
- Documentation management
- Procurement management
- Team collaboration
- Problem solving
- Stakeholder engagement
- Effective communication
- Customer focus
- Time management
- Budget management
- Flexible and adaptable
Pronouns
She/Her
Technical And Personal Skills
Bilingual – English & Brazilian Portuguese,
Advanced system knowledge skills: SAP, Oracle, Objective, CRAFT, CM21, Saviom & MS Office Suite.
Trained Fire Warden, First Aid Officer, Mental Health First Aid, Health & Safety Representative (HSR)
Timeline
Project Coordinator
Transport for NSW
09.2021 - Current
Administration Officer
Sydney Trains
04.2020 - 09.2021
Facilities Senior Administrative Officer
University of Notre Dame
09.2017 - 04.2020
Facilities & HR Administrative Assistant
Open Colleges
09.2015 - 09.2017
Reception Manager (Temp)
Fox Sports
07.2015 - 09.2015
Dispatch Room Manager (Temp)
GPT Group
05.2015 - 07.2015
Certificate IV - Work Health & Safety
Training Aid
Diploma - Marketing
Australian Academy of Commerce
Certificate IV - Small Business Management
Australian Academy of Commerce
Certificate III - Business Administration
Australian Academy of Commerce
Bachelor of Business Administration - Partially Completed
IBMEC