Maria Mahoney
Port Sorell,Australia
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. Resourceful professional in administrative management known for high productivity and efficient task completion. Possess specialised skills in workflow coordination, staff supervision, and process improvement. Excel in communication, leadership, and problem-solving to enhance team performance and achieve organizational goals.
Overview
27
27
years of professional experience
1
1
Certification
Work History
OFFICE ADMINISTRATOR / PROJECT CO-ORDINATOR
AJR CONSTRUCT PTY LTD
Spreyton, TAS
09.2021 - Current
- Conducted weekly tender searches to identify new opportunities.
- Managing accounts receivable, accounts payable, tracking summaries, progress payments, and credit card reconciliation using Xero.
- Compile end-of-month and metrics.
- Facilitate all onboarding of subcontractors and new staff, including induction processes. Uniform, training, and update registers.
- Updated staff information in Xero to maintain accurate records.
- Coordinating all training, license sessions, and secured funding, while arranging TAFE dates with various providers.
- Insurance compliance.
- Explained the company's personnel policies, benefits, and procedures to employees or job applicants.
- Scheduled appointments for senior management team members using the Outlook calendar system.
- Upload contracts, plans, and distribute via Procore
- Trained new employees on administrative processes, company policies, time sheet & Project apps
- Processed financial documents, contracts, expense reports and invoices.
- Filtered emails based on importance and escalated issues to leadership.
- Supported Human Resources activities by maintaining personnel files in accordance with legal requirements.
- Explained company personnel policies, benefits and procedures to employees or job applicants.
- Assisted with budget preparation by providing data entry support into financial tracking system.
- Managed travel arrangements for employees including flight bookings, hotel reservations and car rental services.
- Managed service agreements and purchase orders to drive budget performance and meet schedule requirements.
- Issued work schedules, duty assignments and deadlines for office or administrative staff.
- Reviewed employees' work to check adherence to quality standards and proper procedures.
Executive Assistant
CATERPILLAR UNDERGROUND MINING- HRV BURNIE
Burnie, TAS
01.2017 - 01.2020
- Administration support to four managers at the HRV facility in Burnie.
- Responsible for arranging all international travel, accommodation, and reconciliation of credit card expenses in various currencies, cost center codes, and GST and taxes for up to eight financial profiles.
- Visa applications require compiling supporting documents to meet various countries' travel visa stipulations, including supporting information such as financial, legal, and personal details.
- Created and maintained an international travel register, travel request, and visitors to the facility log. Advising of inductions required, and access cards to be created.
- Creating Letters of Invitations for staff worldwide to visit facility and obtain Visas.
- Support their travel by arranging all flights, accommodations, ground transport, a welcome email to Burnie, and a visitor gift pack in the hotel room.
- Advise staff travelling of any current travel warnings, immunisation recommended and safety issues traveling to remote regions worldwide in line with company policy & procedures
- Payments to various vendors and reconciliation of purchasing card
- PowerPoint creation involves researching detailed information and financial figures.
- GM manager support and Engineering Manager administration support, including diary sharing to schedule meetings with teams worldwide, considering each time zone and staff's availability.
- Front reception relief at break times, receipt of inbound goods, control phones, and ensure visitor electronic sign-in protocols are adhered to.
- Online training modules at Cat@Work on company products, OH&S issues, administration information, job support, and mental health seminars.
- Facilitated communication between departments to enhance collaboration efforts.
- Conducted research to support strategic initiatives and projects.
- Maintained confidential records and files related to executive operations.
- Prepared reports, presentations, agendas, minutes, and other documents as needed by the executive staff.
- Safety walks around the facility, obtaining feedback on issues.
- Actively participate in weekly team meetings, recommending changes and improvements.
- Working with staff from over 30 countries, involved in many team-building, charity, and community projects.
Executive Assistant to GM
TasPorts
Devonport, Tasmania
05.2018 - 08.2018
- Contracted temporary position
- Managed executive calendars and scheduled appointments for senior leadership.
- Prepared meeting agendas and documented minutes for executive meetings.
- Maintained confidential files and handled sensitive information securely.
- Communicated with internal teams to facilitate project updates and information flow.
- Maintained confidential records and files related to executive operations.
- Maintained company confidence and protected business operations by keeping sensitive information confidential.
- Performed data entry tasks into various software programs including MS Excel spreadsheets.
- Prepared reports, presentations, agendas, minutes, and other documents as needed by the executive staff.
- Organized and managed complex calendar of appointments, meetings, and travel arrangements for executive team.
- Tackled and addressed top-level, high-priority issues with professional administrative discretion.
- Ensured that all relevant paperwork was completed accurately prior to submission for approval.
Purchasing Officer
Taswater
01.2015 - 01.2017
- Raising and processing various large-scale purchase orders using Maximo software
- Assisting with the selection of suitable suppliers, vendors and contractors
- Assisting with the maintenance of the Register of Contracts
- Monitoring and reporting on supplier performance; ensuring purchasing functions
- Aligning with company policies and culture
- Demonstrated collaborative approach with internal Taswater & stakeholder to ensure needs of the business are met
- Monitor and report on supplier performance and cost.
PAYROLL OFFICER
Costas Berry Exchange
12.2015 - 05.2016
- Contracted position during peak season
- High level data entry of time sheets processing weekly pays for approx. 1500 staff, converting international payments
- Assessing Visa conditions & documents
- Help onboarding overseas workers
- Use of Proceda Software & Excel spreadsheets
- Entering daily statistics and pooling figures into excel database to create managers figures for next day’s rate
- Generate daily figures to correlate and create weekly time sheets for employees
- Prepare reports of earnings, taxes and leave and non-tax wages
- Maintain employee confidence to protect payroll operations by keeping all information confidentiality secured
- Resolve payroll discrepancies and report to management all pay queries
- Help with induction of new staff including visa checks, tax, superannuation
Lab Assistant/Administration Assistant
Ag-Vita Analytical
09.2014 - 12.2014
- Large scale precise data entry using LIMS data base generating daily lab run sheets
- Preforming analytical lab tests in order to produce accurate data to support analytical testing on various plant, soil and water samples
- Testing, reporting and collaborating results into various data bases, and spread sheets
- Experience in chemical techniques, instrument use and reagent preparation adhering to strict scientific protocol, OH&S policies and procedures
Receptionist/Administration Officer
Huon Aquaculture
01.2012 - 01.2014
- Front desk reception administration position responsible for the undertaking of all visitor protocols, incoming calls and weekly pays of 60 employees
- Attending to all personnel enquiries, advising on staff rosters, OH&S requirements, leave entitlements, taxation regulations and process workers compensation claims
- Daily electronic diary entries, ordering staff uniforms and salmon products for staff and retail fridges
- Experience in induction procedures and document preparations for new staff and advising of OH&S Procedures, factory procedures and policies
- Ordering stock for retail fridges, stationary, canteen supplies and processing staff orders, receipt of incoming goods and preparation of swabs for lab testing and arrange collection
ADMINISTRATION OFFICER
SERVE-AG PTY LTD.
Devonport, TAS
01.2011 - 01.2012
- Daily banking, EFTPOS reconciliation, and credit control using Greentree accounting software to process monthly EFT statements.
- Provide strong secretarial support to agronomists and senior staff.
- Coding and data entry in regard to accounts receivable and payable.
- Reconciliation of monthly credit card invoice statements, raising purchase orders.
- A large amount of daily data entry is required to log all soil, vegetation, and water samples for lab testing and to generate lab invoices.
- Facilitated communication between departments to enhance operational efficiency.
- Managed scheduling and coordination of office activities and meetings.
- Updated departmental policies and procedures on an ongoing basis based on changes in regulations or best practices.
LAW CLERK / RECEPTIONIST
TEMPLE -SMITH & PARTNERS
Devonport, TAS
01.1999 - 05.2004
- Responsible to the senior lawyer for the fast and accurate transcribing of all clients' highly confidential correspondence and related case-sensitive documentation, such as police interviews.
- Medical reports, court forms, affidavits, and the related submissions.
- Precisely managed and maintained the firm’s client database, handled various inquiries to Tasmania Police, medical practitioners, and other legal firms.
- Proficient in processing all electronic diary entries, itemized client accounts, time recording, and monthly payments; attended to all mail and email, and learned to prioritize workload exceptionally to deliver precise, confidential secretarial support.
- Skilled in the creation of various court order forms and VOC compensation cases.
- Daily submissions of legal aid applications.
- Conducted legal research to support case preparation and client documentation.
- Drafted legal documents including motions, briefs, and contracts for attorney review.
- Assisted attorneys in trial preparation by organising case files and evidence.
- Maintained communication with clients regarding case updates and legal procedures.
- Collaborated with attorneys to develop effective litigation strategies for cases.
- Filed court documents electronically, ensuring compliance with legal standards.
- Performed data entry of confidential client information into a computer database system.
- Conducted research on relevant statutes, case law, regulations, and legal articles.
- Drafted legal pleadings, motions and dismissals for closed cases.
- Organised exhibits for trial or hearing preparation.
- Collaborated with paralegals to ensure accuracy of all filings made with the courts.
- Attended hearings in order to observe proceedings and document results.
- Reviewed transcripts from depositions taken during pre-trial proceedings.
- Assisted with the preparation of court briefs, opinions, and appellate records.
- Provided administrative support to attorneys including scheduling appointments and managing correspondence.
- Maintained client files by organizing paperwork into appropriate categories.
- Drafted memoranda of law and other legal documents for attorneys' review.
Education
Cert IV Business Administration - Business Administration And Management
Assett College
HobartCert IV: Workplace Training & Assessment -
Tafe Tasmania
Devonport, TAS01-2000
White Card -
Tasmanian Construction Card
Tasmania06-2023
Cert IV: Retail Certificate -
Tafe Tasmania
Devonport01-2002
First Aid & CRP -
Allens Training Pty Ltd
Tasmania07-2004
OH&S Training And Lab Safety Courses -
Agvita Analytical
Devonport01-2014
Licence No: 81256968
MAST Boat & Jetski Licence
Tasmania01-2022
Skills
- Office administration expertise
- Multitasking and time management
- Self-motivation and discipline
- Data entry and management
- Induction and safety protocols
- Reception and communication skills
- Microsoft Office proficiency
- Accounting software knowledge
- Laboratory assistance
- Report generation and collaboration
- Vendor management
- Visa processing and coordination
- Financial reconciliation
- Data entry
- Training facilitation
- Payroll and accounts payable and receivable
- Scheduling
- Business administration
- Budgeting assistance
- Spreadsheet development
- Calendar management
- Budget support
- Travel coordination
- Recruitment and hiring
- Problem-solving aptitude
- Professional demeanor
- Enforce policies
Certification
• Tas Car, MAST Boat & Jetski licence
• Construction White Card Tasmania
• Tasmanian WVP Card
• National Police Check, 02/2024
Languages
English
Native/ Bilingual
References
References available upon request.
Timeline
OFFICE ADMINISTRATOR / PROJECT CO-ORDINATOR
AJR CONSTRUCT PTY LTD
09.2021 - Current
Executive Assistant to GM
TasPorts
05.2018 - 08.2018
Executive Assistant
CATERPILLAR UNDERGROUND MINING- HRV BURNIE
01.2017 - 01.2020
PAYROLL OFFICER
Costas Berry Exchange
12.2015 - 05.2016
Purchasing Officer
Taswater
01.2015 - 01.2017
Lab Assistant/Administration Assistant
Ag-Vita Analytical
09.2014 - 12.2014
Receptionist/Administration Officer
Huon Aquaculture
01.2012 - 01.2014
ADMINISTRATION OFFICER
SERVE-AG PTY LTD.
01.2011 - 01.2012
LAW CLERK / RECEPTIONIST
TEMPLE -SMITH & PARTNERS
01.1999 - 05.2004
Cert IV Business Administration - Business Administration And Management
Assett College
Cert IV: Workplace Training & Assessment -
Tafe Tasmania
White Card -
Tasmanian Construction Card
Cert IV: Retail Certificate -
Tafe Tasmania
First Aid & CRP -
Allens Training Pty Ltd
OH&S Training And Lab Safety Courses -
Agvita Analytical
Licence No: 81256968
MAST Boat & Jetski Licence