Jessica Fitzpatrick
Witpoortjie Roodepoort,WA
Summary
Take-charge professional delivering executive support and team leadership to business operations. Dependable and detail-oriented to manage multiple tasks and priorities. Broad experience includes office management, accounting, accounts receivable, invoicing, dispatching, database management, vendor negotiations and contract management. Recognized for exemplary customer service and team collaboration.
Overview
9
9
years of professional experience
Work History
Contracts Co-Ordinator
HHK Earthing and Lightning Protection Systems
11.2020 - Current
- Invoicing
- Managed records efficiently
- Costing
- Planning
- Ensured accurate tracking of fuel usage
- Facilitated client interactions and engagement
- Teams
- Generated detailed documentation for resistance tests
- Ensured new staff received proper training and orientation
- Debtors (assisting to collect money)
- Maintained records of fleet movements
- Compiled comprehensive tracking updates
- Managed electronic quote and invoice workflows
- Coordinated timely material orders
- Tool recons
- Stock control
- Monitored ongoing vehicle maintenance schedules
- Performed safety checks on vehicles
- Maintained inventory and condition of tools
- Assessed existing contractual agreements for accuracy and completeness.
- Resolved discrepancies between customer requirements and actual performance of contracts.
- Drafted new contracts based on established templates or negotiated terms.
- Negotiated amendments or modifications to existing contracts when necessary.
- Managed relationships with vendors throughout the life cycle of each contract.
- Managed contract closeout process, resolving all issues prior to release of final payment.
- Submitted project closeout documents in accordance with contract terms.
- Oversaw subcontract administration and managed contract closeouts.
- Delegated work to staff, setting priorities and goals.
Receptionist
Universal Roofing
02.2020 - 05.2022
- Filling
- Managed incoming leads efficiently
- Taking messages down for the PA's
- Assisted with onboarding of new employees by providing orientation information and support.
- Collated, bound and stored computer-generated reports.
- Answered incoming calls, took messages, and transferred calls to appropriate departments or personnel.
- Performed data entry tasks into various computer systems accurately and promptly.
- Provided administrative support to staff members including typing letters, filing documents, and scanning and copying documents when necessary.
- Responded to inquiries from internal staff members regarding office operations issues such as mail delivery or office equipment maintenance.
- Updated daily log book with information about visitors entering the premises.
- Maintained an organized filing system of confidential client information in accordance with company policy.
- Scheduled and confirmed appointments.
- Served visitors by greeting, welcoming and directing to appropriate personnel.
- Updated and recorded customer or client information to maintain accounts.
- Processed payments and updated accounts to reflect balance changes.
- Scheduled appointments for clients, customers, and other visitors.
Office Administrator
Alpha Panel Beaters
08.2018 - 10.2019
- Invoicing
- Filling
- Ensured accurate and timely reconciliation of accounts
- Executed the closure process for job cards
- Oversaw routine administrative tasks
- Created detailed monthly performance reports on multiple applications
- Costings
- Managing payment documentation
- Completed thorough review of tow account entries
- Ensured timely updates across necessary platforms
- Facilitated communication with suppliers
- Maintained balanced ledgers
- Coordinated and managed daily administrative operations of the office.
- Organized and maintained filing systems, including electronic databases and records.
- Answered incoming calls in a professional manner, directed callers to appropriate personnel or department, or took messages as needed.
- Greeted visitors warmly, handled inquiries and provided general information about the company.
- Composed correspondence such as letters, emails, memos, reports and other documents.
- Maintained supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
- Assisted with budget preparation by providing data entry support into financial tracking system.
- Processed invoices on a timely basis according to established procedures.
- Scheduled appointments for senior management team members using Outlook calendar system.
- Performed clerical duties such as photocopying, faxing and scanning documents.
- Processed financial documents, contracts, expense reports and invoices.
- Replenished office supplies, placing new orders for restocking to maintain inventory.
- Created memos, letters and other documents, fostering internal and external communication.
- Filtered emails based on importance and escalated issues to leadership.
- Used specialized accounting software to debit, credit and total accounts on computer spreadsheets and databases.
- Checked figures and postings for correct entry and proper codes.
Personal Assistant / Administrator
Station Accommodation
12.2018 - 08.2018
- Coordinating daily activities of the retail space
- Overseeing operations at liquor store
- Managed financial transactions for purchased goods
- Performed bookkeeping duties
- Filling
- Oversaw office operations efficiently
- Managed inventory levels efficiently
- Monitored and recorded stock levels
- Coordinated activities between company and suppliers
- Consulting clients
- Kept all areas hygienic and presentable daily
- Sanctioned promotional offers for goods
- Handled collection of revenue efficiently
- Managed day-to-day accounting tasks
Personal Assistant
Comprehensive Loss Adjusters
01.2016 - 12.2017
- Enhanced customer satisfaction through effective correspondance
- Served as liaison between clients and insurance providers
- Invoicing
- Filling
- Reports
- Established streamlined claim initiation procedures
- Finalized agreements
- Answered incoming calls and emails promptly while managing the executive's schedule accordingly.
- Coordinated meetings between internal departments and external partners.
- Proofread documents for accuracy prior to submission to the executive team.
- Created expense reports using accounting software applications such as QuickBooks or Sage 50 Accounting Software.
- Guided newly hired personnel through insurance system protocols
- Ensure accuracy of insurance system information
- Scanned documents into electronic format for storage in a secure database system.
- Processed invoices related to business expenses incurred by the executive team.
- Performed various clerical tasks and organized office areas to promote productivity.
- Booked flights, hotel accommodations and ground transportation for smooth business travel.
- Utilized technology efficiently, including MS Office and CRM systems, to enhance productivity and organization.
- Handled confidential documents and communications with discretion, safeguarding sensitive information.
Education
Grade 12 - Matric - Afrikaans,English,Mathematical Literacy,Life Orientation,Accounting,Electrical Technology,Computer Applications Technology (CAT)
HTS Nic Diederichs THS
01.2015
Skills
- Filling
- Invoicing
- Skilled in Microsoft Office Applications
- Agreement of Loss
- Client Relationship Management
- Proficient in End User Computing Solutions
- Contractor Management
- Initiating of new claims
- Effective Record Keeping
- Working knowledge of insurance systems
- Project Support
- Telephone Etiquette
- Company policy oversight
- Presentations
- Workflow Management
- Relationships and rapport
- Procurement support
- Verbal and written communication
Accomplishments
- Prefect - Matric 2015
- Diploma in Athletics - discus, long jump and shot put
Timeline
Contracts Co-Ordinator
HHK Earthing and Lightning Protection Systems
11.2020 - Current
Receptionist
Universal Roofing
02.2020 - 05.2022
Personal Assistant / Administrator
Station Accommodation
12.2018 - 08.2018
Office Administrator
Alpha Panel Beaters
08.2018 - 10.2019
Personal Assistant
Comprehensive Loss Adjusters
01.2016 - 12.2017
Grade 12 - Matric - Afrikaans,English,Mathematical Literacy,Life Orientation,Accounting,Electrical Technology,Computer Applications Technology (CAT)
HTS Nic Diederichs THS
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