Kelly Pinto
Canberra,ACT
Summary
Experienced and adaptable administrator with a strong track record in customer service, operational support, and team coordination. Skilled in managing scheduling, invoicing, and database systems with efficiency and attention to detail. Known for building strong relationships with clients and colleagues, navigating competing priorities with calm focus, and communicating clearly across diverse teams. Quick to step into new roles, with a proactive mindset and a commitment to continual growth. Demonstrated success in fast-paced environments, with additional experience in event planning, office administration, and strategic problem-solving.
Overview
21
21
years of professional experience
1
1
Certification
Work History
OFFICE MANAGER
RAM CONSTRUCTIONS
11.2024 - 05.2025
- Managed daily operations, optimized workflows & enhanced productivity across the departments.
- Oversaw procurement, inventory management, and vendor coordination to ensure continuous supply chain reliability.
- Develop & maintain office policies, procedures, and compliance standards to support operational efficiency.
- Scheduled and coordinated internal and external meetings, maintaining strong communication between stakeholders.
- Provided comprehensive administrative support, streamlining project workflows and executive operations.
- Developed an effective document management system, enhancing accessibility and organization.
- Managed budgeting, expense tracking, and contract administration to support financial transparency.
- Processed invoices, reconciliations, and financial documentation to maintain fiscal oversight.
- Reviewed and approved supply requisitions, ensuring cost-effective procurement strategies.
- Assigned and monitored clerical functions to optimize team efficiency and workload distribution.
CONTRACT ADMINISTRATOR
AFFINITY CONSTRUCTIONS
12.2023 - 11.2024
- Managed documentation, procurement, and scheduling to keep commercial and defence projects running smoothly while ensuring compliance.
- Oversaw contract lifecycle management, from drafting and negotiation to execution and performance tracking.
- Facilitated collaboration between contractors, suppliers, and project teams to ensure seamless operations.
- Created procurement documents, evaluated bids, and negotiated contracts to support project success.
- Addressed operational issues swiftly to keep project timelines on track and minimize disruptions.
- Coordinated site preparation, service connections, and workflows to maintain efficiency and resolve challenges proactively.
- Processed claims, tracked contract variations, and ensured cost transparency in project budgets.
- Monitored budgets, forecasted expenditures, and implemented strategies to mitigate financial risk.
- Ensured adherence to legal, regulatory, and contractual compliance throughout project execution.
HYBRID ROLES
NATIONAL PROJECTS
01.2022 - 11.2023
- Managed project documentation, budgeting, and scheduling, maintaining clear communication with stakeholders.
- Led trade coordination, site inspections, toolbox talks, and WHSEQ assessments to uphold safety standards.
- Utilized Procore and Sign on Site platforms to track project progress, compliance, and workforce performance.
- Assisted in contractor negotiations, ensuring best value procurement for construction services.
- Oversaw contract negotiations, subcontractor coordination, and tender analysis for multiple projects.
- Assisted in tender preparation, ensuring accurate pricing, scope alignment, and documentation.
- Managed financial tracking by issuing progress claims, variations, and ensuring budget adherence.
- Supported site setup and logistics, ensuring compliance with regulatory and safety requirements.
- Led tender submissions and bid proposals, securing new contract opportunities and expanding company reach.
CLUB CONCIERGE
THE MAWSON RAIDERS CLUB
04.2021 - 03.2022
- Greeting guests warmly upon arrival, engaging in conversations to foster connections, and ensuring a positive experience that encourages repeat visits.
- Handling customer inquiries about memberships, services, and events, addressing concerns promptly, and providing solutions or directing them to the appropriate staff.
- Managing incoming and outgoing calls professionally, relaying messages, coordinating appointments, and responding to queries efficiently.
- Processing bookings for the café, confirming availability, answering menu-related questions, and ensuring patrons receive excellent service.
- Coordinating private event inquiries, providing details on pricing and availability, assisting with venue setup, and ensuring client expectations are met.
- Supporting managers with operational duties such as shift coordination, troubleshooting guest concerns, and maintaining smooth business functions.
- Contacting external vendors for maintenance, scheduling repairs, ensuring timely service, and liaising between management and contractors.
- Handling correspondence with members, suppliers, and stakeholders, distributing promotional materials, and ensuring timely communication.
- Creating engaging content for social platforms, highlighting events and promotions, responding to comments, and driving community engagement.
- Receiving and inspecting deliveries, verifying orders, storing items appropriately, and coordinating with vendors for any discrepancies.
- Processing transactions efficiently, handling cash and card payments, balancing registers, and ensuring financial accuracy.
- Registering new members, updating records, processing renewals, and explaining benefits to encourage continued participation.
- Organizing raffle draws, selling tickets, ensuring compliance with gaming regulations, and engaging patrons with promotional activities.
CUSTOMER SERVICE ASSISTANT
DAN MURPHY'S
03.2020 - 02.2021
- Monitoring inventory levels, restocking shelves efficiently, ensuring products are displayed neatly, and organizing backroom supplies to maintain smooth operations.
- Providing friendly, professional assistance to customers, addressing inquiries, resolving complaints, and enhancing the shopping experience through personalized service.
- Staying informed about product features, benefits, and promotions, enabling confident recommendations and helping customers make informed purchasing decisions.
- Maintaining cleanliness and organization in the store, arranging displays, setting up promotional areas, and ensuring a welcoming environment for customers.
- Operating the Point of Sale (POS) system to process transactions quickly and accurately, applying discounts or loyalty rewards, and assisting customers with checkout-related concerns.
- Maintaining cleanliness and organization in the store, arranging displays, setting up promotional areas, and ensuring a welcoming environment for customers.
- Reviewing online orders, preparing items for pickup, ensuring accuracy and timeliness, and providing seamless service when customers collect their purchases.
INDEPENDENT MERCHANDISER
FERRERO
02.2020 - 07.2020
HOUSEKEEPING ATTENDANT
ABODE HOTEL
02.2020 - 07.2020
CANTEEN ASSISTANT
HARRISON SCHOOL
05.2018 - 12.2019
FOOD BEVERAGE ASSISTANT
ZOUKI
11.2016 - 07.2018
CAFÉ SUPERVISOR
RAIDERS CLUB - CAFÉ LIME
03.2013 - 11.2017
OFFICE MANAGER/OWNER
T & K EXCAVATIONS
03.2004 - 11.2016
- Maintained detailed service records for plant and vehicles, ensuring proper maintenance schedules, compliance with operational requirements, and optimal equipment performance. Streamlined documentation and workflow processes to support seamless office and field operations.
- Prepared job estimates whilst analyzing job specifications and collaborated with suppliers to provide accurate client quotes.
- Generated invoices, monitored payments, issued reminders for outstanding balances, and maintained financial transparency.
- Built strong relationships, addressed concerns professionally, responded to inquiries, and upheld high service standards.
- Coordinated material deliveries, managed timely transportation to job sites, and replenished stock with suppliers, whilst assisted worksite operations by performing hands-on tasks and ensuring smooth collaboration with tradespeople.
- Scheduled work orders, managed project timelines, delegated tasks to employees or subcontractors, and ensured deadlines were met efficiently.
Skills
- Office Administration & operational efficiency
- Client & Stakeholder relationship management
- WHSEQ & risk management
- Financial tracking & budget management
- Team leadership & Staff training
- Estimating & tender preparation
Certification
- First Aid
- Fire Warden
- White Card
- Asbestos Awareness
- Silica Awareness
- Baseline Security Clearance
Timeline
OFFICE MANAGER
RAM CONSTRUCTIONS
11.2024 - 05.2025
CONTRACT ADMINISTRATOR
AFFINITY CONSTRUCTIONS
12.2023 - 11.2024
HYBRID ROLES
NATIONAL PROJECTS
01.2022 - 11.2023
CLUB CONCIERGE
THE MAWSON RAIDERS CLUB
04.2021 - 03.2022
CUSTOMER SERVICE ASSISTANT
DAN MURPHY'S
03.2020 - 02.2021
INDEPENDENT MERCHANDISER
FERRERO
02.2020 - 07.2020
HOUSEKEEPING ATTENDANT
ABODE HOTEL
02.2020 - 07.2020
CANTEEN ASSISTANT
HARRISON SCHOOL
05.2018 - 12.2019
FOOD BEVERAGE ASSISTANT
ZOUKI
11.2016 - 07.2018
CAFÉ SUPERVISOR
RAIDERS CLUB - CAFÉ LIME
03.2013 - 11.2017
OFFICE MANAGER/OWNER
T & K EXCAVATIONS
03.2004 - 11.2016