Kylie Calafiore

• Manage day-to-day office operations in a high-volume, deadline-driven environment
• Provide high-level executive support to Executive General Manager and to senior leadership team, including diary and priority management
• Act as the first point of contact for phone, email, visitors, and external stakeholders
• Maintain accurate records, filing systems, and confidential documentation
• Coordinate meetings, training sessions, and internal and external staff events
• Manage office budgets, purchasing, and supplier relationships nationwide for all of our offices
• Support accounts team as well as staff onboarding, induction processes, and general administration
• Ensure office procedures align with organisational policies and compliance requirements with the HSEQ teams

Key Achievements:

• Coordinated a complete whole office move of 150 people to new building
• Maintained a professional, welcoming, and well-organised office under competing priorities

• Provided high-level administrative and operations support to the General Manager of Operations
• Coordinated daily business and office operations to ensure efficiency and compliance
• Maintained accurate records, documentation, and filing systems
• Managed calendars, meetings, correspondence, and scheduling for leadership staff
• Served as a key point of contact for staff, suppliers, and external stakeholders
• Supported onboarding and administration for new employees

Compliance & Coordination

• Supported compliance with organisational policies, procedures, and legislative requirements
• Maintained confidential staff and operational records
• Assisted with audits, reporting deadlines, and governance documentation
• Coordinated meetings, events, and training sessions
• Prepared professional correspondence, reports, and presentations

Facilities & Resource Management

• Coordinated procurement of supplies and services
• Liaised with service providers regarding maintenance and repairs
• Monitored inventory levels and resource usage

Finance & Payroll Support

• Assisted with payroll processing, timesheets, leave, and staff entitlements
• Supported budget monitoring, purchasing, and expense tracking
• Processed invoices, payments, and financial documentation
• Prepared reports to support budgeting, audits, and financial planning

• Coordinated project schedules and timelines for multiple initiatives.
• Managed documentation and maintained project records efficiently.
• Ensured that all relevant documentation was up-to-date throughout the life cycle of each project.
• Stakeholder Engagement
• Facilitated communications between various departments involved in a particular project activity.
• Checked project compliance and reviewed contractor scope, materials and pricing take-off for competitive bidding.

• Provided administrative and coordination support in a fast-paced environment
• Organized product displays to maximize visibility and appeal to customers.
• Educated customers about products and services offered by the company.
• Processed sales transactions accurately using point-of-sale systems.
• Engaged customers by providing product knowledge and assistance.
• Managed records, correspondence, scheduling, and reporting
• Liaised with internal teams and external stakeholders
• Prepared reports and presentations for leadership

• Managed invoicing, records, and customer enquiries
• Maintained electronic and physical filing systems
• Provided reception, phone, and general administrative support
• Assisted team members with documentation and reporting