Judith Macgregor
Peakhurst,NSW
Summary
Administrator with over 20 years of work experience. Support the smooth operation of the project office and assure correct document control practices. Being part of a huge infrastructure project and the ability to thrive within multi-disciplinary teams i.e. working with Project Managers, Engineers, Commercial, Finance & Accounting Teams. I bring the following skills to this position organisational skills, maintaining high attention to detail & accuracy, ability to meet deadlines, problem solving, teamwork, initiative, reliability and work well under pressure.
Overview
42
42
years of professional experience
1
1
Certification
Work History
Office Manager / Site Administrator
Bouygues Construction & Rob Carr - Ironbark JV
Thornleigh, NSW
01.2025 - Current
- Coordinated office activities to enhance operational efficiency and workflow.
- Managed scheduling and appointments to optimize resource allocation.
- Developed and maintained filing systems for improved document retrieval.
- Implemented office policies that streamlined daily operations and communication.
- Supported staff onboarding, ensuring compliance with company protocols.
- Assisted in budget management, tracking expenses to ensure financial accuracy.
- Evaluated vendor contracts to secure favorable terms for the organization.
- Handled sensitive information with discretion, maintaining confidentiality of company documents and personnel records.
- Maintained accurate financial records by reconciling accounts payable/receivable transactions regularly to ensure balanced budgets.
- Oversaw office inventory activities by ordering and requisitions and stocking and shipment receiving.
- Conducted regular inventory assessments of office supplies, ordering necessary items proactively to prevent stock shortages.
- Coordinated office events and meetings, ensuring timely execution and optimal scheduling for all participants.
- Streamlined office operations by implementing efficient filing systems and organizational strategies.
- Oversaw facility maintenance requests, coordinating with building management to address repairs or improvements efficiently.
Spoils Administrator
John Holland
10.2020 - 10.2024
- Tracking spoil removal by Haulage sub-contractors to daily tip sites.
- Maintain Master Fleet Register & update active/inactive truck rego, truck configuration, weigh bridge inspections, capacity & accreditation.
- Creating daily reports and verify / match to haulers daily dockets and quantities.
- Creating Monthly Reporting for Haulage Contractor payments & monthly accruals.
- Manage disputes and process dispute payments.
- Manage & update new rates and variations for new tip sites.
- As part of the close out of contracts – have completed the close out of all schedules of payment contracts under TCF (Tunnel Fit out for Rozelle Interchange).
- Also close out of all remaining commitments in purchase order for TCF (Tunnel Fit out for Rozelle Interchange).
- Site Administrator for Tunnel Fit out for Rozelle Interchange Project
- Manage all administration tasks for the TCF (Tunnel Fit-out) Project Managers & team members for Drainage/Services/Pavement & Tunnel Structures and Handovers.
- Prepare end of month reports, accruals & journals.
Site Administrator
WATPAC
08.2018 - 10.2020
- Provide general project administration and secretarial support to project management team.
- General accounts support raising purchase orders, process all supplier invoices, allocate coding, reconcile monthly, close out purchase orders, assist with monthly sub-contractor claims.
- Raise variations through Aconex.
- Collate data for monthly reporting i.e., Aboriginal participation reports & monthly accruals.
- Procurement for all site amenities and office supplies and PPE for all site staff.
- Organise all catering and general preparation for monthly site meetings.
- Organize Events for special functions to celebrate major milestones for client & special guests.
- Manage all incoming/outgoing mail, couriers, samples logging, distribution & filing.
- Archiving of all correspondence, documents, claims.
- Assist with site access cards, safety policies & practices.
- Manage Receptionist.
Site Administrator
Mr Scaffold
11.2015 - 07.2018
- Provide administration support to the Project Managers.
- Coordination of project works with both internal and external parties, allocation of labour (organize external labour if required).
- Coordinating Site Inductions.
- Coordination of Daily Site Meetings.
- Booking jobs/scheduling onto calendars.
- Email management of all email accounts, allocating quotes, clients requests and active jobs to actioned/allocated appropriately.
- Process to all quotes and invoicing on MYOB.
Administration Officer
Master Builders Association NSW
05.2012 - 11.2015
- Assist Industrial Relations Director and Industrial Officers and Safety Manager in daily tasks.
- Calendar & diary management.
- Organise functions, training venues, create training material & presentation for seminars.
- Prepare reports for Industrial & Safety (OHS) departments.
- Customer service and manage membership enquiries, selling of MBA Safety System/Management products, contacts over the phone & reception walk-ins.
- Produce & prepare site audits/contracts & building code assessments for various sites and distribution of workload to Industrial officers and maintain database.
- Prepare & lodge all compliance documents & enterprise agreements, unfair dismissals with appropriate Government Department & procedures.
- Follow up phone calls to both sub-contractors and various sites within NSW.
- Maintain database with latest version of documents, State Awards Rates.
- Weekly / Monthly reconciliation of accounts & purchase orders.
- Relief Reception.
Personal Assistant
Energy Australia, Telstra, RailCorp
01.2010 - 01.2012
- Organise office meetings and conferences, lunch seminars.
- Coordinate travel domestic & international & accommodation of executives and delegates, also arrange car transfers & provide itineraries and travel reports /expense claims.
- Maintain weekly diary and calendar while assisting in planning of upcoming events.
- Prepare agendas for meetings, take minutes and distribute in timely manner, follow up action items.
- Preparation of reports, spreadsheets and power point presentations, coordinate and compile monthly reports.
- Mail merge for large customer database.
- Management of Board Room bookings, video conference schedules and teleconference rooms.
- Various temporary assignments
Personal Assistant to 2 Directors
IAB SERVICES
07.2007 - 11.2009
- Coordinate and manage appointments, travel, schedules.
- Undertake relevant administrative duties drafting of correspondence and reports, risk registers, spreadsheet and graphical presentation work and prepare proposals, tenders & client presentations. Create brochures and newsletters using Photoshop.
- Assist Executive Officer organising venues for briefings and conference.
- Creating contracts for new & existing contractors.
- Prepare business cards/artwork for all employees & contractors.
- Coordinating attendance records & monthly timesheets, billings & expenses.
- Management of stationery, printers & fax machines and office maintenance.
Training Coordinator / Secretary
THALES
08.1996 - 07.2007
- Coordinate venues and materials for training - consulting with Management, Instructors and Navy personal to meet time frames and schedules.
- Maintain training schedule, and database of all course manuals and course critiques.
- Coordinate weekly reviews of documents.
- Attend meetings & provide advice on status of deliverable documents and training schedule. Also attend committee meetings as minute secretary.
- Set up venues (Training Rooms). Coordinate student’s security passes and travel arrangements.
- Document Management & Data Administrator
- Maintain Document Records Library / Database.
- Attended ship audits & warehouse audits & update database.
- Supervise delivery of documents/drawings to client as per schedule / contract.
- Train new employees using company intranet.
- Obtain Security Clearance ‘Top Secret’ to manage, process all classified documents within a secured working environment.
- Document Controller (joint venture Bouygues – Airport Rail Link)
- Maintain Records Database for all sites.
- Produce, Record all documents for tenders.
- Distribute plans & specification reports to various locations.
Secretary to Financial Controller / Secretary to General Manager Securities
ANZ Funds Management
01.1986 - 11.1991
Secretary Accounts Department
MLC Insurance
12.1984 - 12.1985
Typist/Data Entry for Accounts Department
JB Were & Sons
04.1983 - 11.1984
Skills
- Performing a wide range of administrative duties on-site
- Processing procurement requirements
- Raising purchase orders & variations
- Processing monthly payments
- Creating cost-to-date data for end of month reports & accruals
- Liaising with external sub-contractors, tip sites and raising spoil variations
- Providing support to executive level staff
- Scheduling meetings, and managing important tasks
- Meeting all requirements for organising functions, seminars, briefings
- Highly skilled in the use of Microsoft Office Suite using excel, data entry, PowerPoint presentations
- Excellent communication skills verbal and written
- Producing accurate letters, reports, spread sheets, presentations, meeting materials, agendas, and minutes
- Highly developed people skills; discreet and sensitive in dealing with people
- Developing effective processes that allow for improvement of efficiency
Certification
- 1982 HSC Kogarah High School
- 1983 Secretarial Course
- 2002 Configuration Management Certificate Level 1 & 2
- 2009 Advance Word, Indesign & Photoshop courses
- 2016 WHS Representative
- 2000 Internal Training provided by John Holland
- 2021 National Greenhouse Energy Reports
- 2021 SQE Risk Management – Essentials
- 2022 One Note Introduction
- 2024 Transforming Data in Power BI
Timeline
Office Manager / Site Administrator
Bouygues Construction & Rob Carr - Ironbark JV
01.2025 - Current
Spoils Administrator
John Holland
10.2020 - 10.2024
Site Administrator
WATPAC
08.2018 - 10.2020
Site Administrator
Mr Scaffold
11.2015 - 07.2018
Administration Officer
Master Builders Association NSW
05.2012 - 11.2015
Personal Assistant
Energy Australia, Telstra, RailCorp
01.2010 - 01.2012
Personal Assistant to 2 Directors
IAB SERVICES
07.2007 - 11.2009
Training Coordinator / Secretary
THALES
08.1996 - 07.2007
Secretary to Financial Controller / Secretary to General Manager Securities
ANZ Funds Management
01.1986 - 11.1991
Secretary Accounts Department
MLC Insurance
12.1984 - 12.1985
Typist/Data Entry for Accounts Department
JB Were & Sons
04.1983 - 11.1984