Jessica Were

Processing high volume staff onboarding and mobilisation to multiple sites throughout WA in accordance with client mobilisation processes (Alcoa, Roy Hill, FMG, KEP) Both Construction & Shutdown Sector

Conduct working rights checking and booking pre-employment medicals.

Liaising with clientele & labour hire/subcontractors

Use client mobilisation systems (ERMS and Workflow)

Review, book and coordinate employee qualifications and training to ensure all pre mobilisation requirements are met.

Adhere to tight timeframes and moving deadlines to ensure recruitment mobilisations are carried out to meet project requirements.

Maintenance of personal information and compliance in Recruitment

Cold Calling/Booking Interviews

Database (Success Factors)

Provide high level of candidate care and service to ensure a smooth, timely and professional onboarding.

Ensure employee and internal stakeholders are update on mobilisation dates and requirements.

Drafting of new contracts

Booking accommodation requests

Manage & coordinate the day to day office activities for the onsite vehicle maintenance sectors across Tom Price, Karratha & Port Hedland mine sites

Weekly Payroll timesheet entry

Daily review of purchase order requisitions and booking in work orders into VAMs crm system

VAMs auditing to ensure all data is up to date

Monthly vehicle kilometre summary reporting

Completing vehicle disposal & transfers

Booking employee flights to and from site

Software programs used - SAP, Google Docs, Citrix, VAMs, Gmail

Sales material presentation and assembly

Completion of Tender Packages/Invitations Attending to all new customer enquiries via email and website enquiries along with dealing with various Builders, Architects and Developers Maintain the sales pipelines, CRM, file systems and client database

Process internal staff requests and client requests with express focus through to completion.

Assist with setup and continuous improvement of internal work processes and systematic workflow.

Supporting the Managing Director, drafting up new formal proposals and assisting with marketing Arrangement and booking of travel and preparation as required.

Remove all administration tasks from consultants so they can be solution and result focused. Ensure every inbound sales phone call is answered and handled appropriately, including overflow on the consultant’s mobiles when they are unavailable

Managing all incoming customer queries

Generating monthly customer invoices 500+

Raising purchase orders

Energy & procurement tracking

Liaising with clients out onsite projects & developments – Strata Managers, Developers & builders

In house systems management of data integrity checks

Booking courier deliveries

Debt management & reconciliation of accounts

Adhoc for the Projects Manager

Membership Retention and achieving set targets / KPIs

Working with & managing the Sales & Personal Training Team

Contribution to Club Leadership Team and to a positive culture

Debt collection; and membership based administration

House Keeping

Club Marketing & Advertising

Assisted internal staff with clerical and administrative needs to maximize efficiency and team productivity.

Directed incoming calls to internal personnel and departments, routing to best-qualified entity to respond to callers' needs.

Sorted, received and distributed mail correspondence between departments and personnel.

Checking emails

Updating procedures & policies

General reception duties as required

Courier Pick ups & drop offs

Greeted incoming visitors and customers professionally and provided friendly, knowledgeable assistance.

Answered telephone calls to field inquiries from clients, vendors and various other callers seeking information.

Using in house Systems-Intranet, DMS, BMS & First Priority

Data Entry of hours/figures into excel spreadsheets

Entry of new event reports/incidents

Monthly updates of HSE noticeboards

Compiling information into Power Point presentations

Gap analysis for Standards & Procedures

Assisting with any other duties as requested

Data entry of all new employees

Vetting all resumes

Employee contracts & agreements

Booking Flights

Booking Training/First Aid courses

Use of Sage ACT system

General PA duties for the managing director

Data entry of safety observations & Take 3's

Collating Training Files

AdHoc

Booking in Training Sessions & Plans

Coordinating with the HSE Coordinator

General PA duties for the regional manager

On site visiting & monitoring

Taking photos of incident/hazards