Imogen Kaye
South Yarra,VIC
Summary
Dynamic and detail-oriented Facilities Coordinator with a proven track record in operations management and event coordination. With a passion for creating seamless and efficient environments, I thrive on ensuring facilities run smoothly, from day-to-day operations to large-scale events. My expertise includes everything from managing vendors and coordinating maintenance schedules to overseeing logistics for corporate events, ensuring all details align perfectly. Known for my ability to juggle multiple tasks with a smile, I excel at problem-solving, anticipating needs, and collaborating with cross-functional teams to deliver top-tier results.
Enthusiastic, organized, and dedicated, I am committed to optimizing facilities and creating spaces where productivity and creativity can flourish.
Overview
4
4
years of professional experience
1
1
Certification
Work History
Facilities Coordinator
Reece Group
Cremorne, VIC
09.2023 - Current
- Managed QLD and NZ branch portfolios encompassing 180 sites
- Ensure branches meet regulatory standards
- Delegating tasks to regional vendors
- Managed workload efficiently through ticketing system
- Prioritise a constant stream of work orders;
- Handled PO payments efficiently.
- Handled calls from branches and suppliers to coordinate tasks
- Maintained accurate records in SharePoint
- Developed preventive maintenance plans for all mechanical equipment in the network.
- Assisted with relocations and remodeling projects.
- Established relationships with local contractors to facilitate quick response times when repairs were needed.
Operations Coordinator
BlueRock
Melbourne, VIC
02.2022 - 09.2023
- Managed a large-scale interior project worth $600,000.
- Set up and maintained intranet containing current documents.
- Scheduled and coordinated team meetings.
- Oversaw office operations and essential building facilities.
- Provided executive assistance as needed.
- Overseen complete execution of company-wide employee engagement projects.
- Coordinated the move of 100 personnel to a different office location.
- Oversaw onboarding and offboarding processes.
- Managed probationary periods.
- Managed preliminary recruitment conversations.
- Managed daily office operations.
- Organised agenda and slide decks for monthly company wide meetings, engaging required employees.
- Primary contact for clients, employees, and external stakeholders regarding office matters.
- Executed employee well-being initiatives.
- Assisted in planning a company-wide retreat, inclusive of booking travel and accommodation.
- Coordinated maintenance activities with outside vendors to ensure timely completion of projects.
- Managed all facility-related invoices and vendor contracts.
- Organized and managed complex calendar of appointments, meetings, and travel arrangements for executive team.
- Prepared reports, presentations, agendas, minutes, and other documents as needed by the executive staff.
- Developed event themes and concepts to ensure successful execution of events.
- Collaborated with clients to identify their goals and expectations from the event.
- Compiled feedback surveys from attendees after each event in order to improve future experiences.
- Designed event themes and coordinated decorations, audio and visual equipment, and promotional materials to enhance event atmosphere.
- Troubleshot system issues related to network connectivity, software installation and configuration, printing.
- Provided training and guidance to team members on best practices for utilizing social media tools.
Event Coordinator
Dody Oliver Catering
Melbourne, VIC
10.2021 - 01.2022
- Organized vendor contracts, negotiated fees, and ensured compliance with all regulations.
- Coordinated with internal teams to ensure timely delivery of products and services for events.
- Created detailed reports outlining event planning progress, timelines, budgets, and other relevant information.
- Collaborated with clients to identify their goals and expectations from the event.
- Managed logistics related to transportation, catering, entertainment, decorations for events.
- Provided on-site support during the day of the event including problem solving if necessary.
- Maintained an organized database of contacts using software applications like MS Excel and Access.
- Assisted guests throughout the duration of an event by providing directions or answering questions about available amenities.
- Led site walk-through and meetings prior with staff to discuss checklists and delegate assignments.
- Established and maintained relationships with key stakeholders, including vendors, sponsors, and community leaders.
- Conducted pre-event site visits, assessing venue suitability and identifying potential logistical challenges.
- Managed accounts payable and receivable functions including invoicing, payments and collections.
- Created engaging content for multiple social media platforms, such as Twitter, Instagram, Facebook, and LinkedIn.
- Managed the daily operations of all assigned social media accounts.
Administrative Assistant (Contract)
Telstra
Port Melbourne, VIC
12.2020 - 10.2021
- Organized and maintained filing systems for physical and electronic documents, ensuring accuracy and confidentiality of records.
- Greeted visitors in a professional manner, responding to inquiries and directing them to appropriate personnel.
- Managed incoming calls while providing information or transferring callers to appropriate personnel.
- Maintained office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies.
- Assisted with the planning of special events by arranging catering services, securing venues and ordering promotional materials.
- Coordinated mailings including sorting mail, preparing packages for shipping via courier service or postal service.
- Managed database systems containing customer contact information.
- Answered phone calls and emails to provide information, resulting in effective business correspondence.
Education
Bachelor of Business - International Business And Marketing
RMIT
Melbourne, VIC11-2020
Skills
- Building walk-throughs
- Asset Management
- Vendor coordination
- Relocations
- Building operations
- Database oversight
- HVAC Systems
- Security Systems
- Special events planning
- Event calendar management
- Social Media Management
- Operations Oversight
- Event sales
- Catering Coordination
- Vendor Sourcing
- Event Planning
- Workflow Management
- Conference preparation
- Office Management
Certification
- Working with Children Check
- First Aid Qualified
- Fire Warden
Timeline
Facilities Coordinator
Reece Group
09.2023 - Current
Operations Coordinator
BlueRock
02.2022 - 09.2023
Event Coordinator
Dody Oliver Catering
10.2021 - 01.2022
Administrative Assistant (Contract)
Telstra
12.2020 - 10.2021
Bachelor of Business - International Business And Marketing
RMIT
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