Marie Donohoe

This position is responsible for managing daily deadlines and task conflictions for the Daily Activity Sheet for HMAS Parramatta and HMAS Ballarat. This involves effective communication with internal personnel, external contractors, and stakeholders. This role also involves collating data, assisting with presentation and organizing meetings whilst maintaining stringent timelines, and meeting deadlines. It requires effective communication with various levels of the business, including Project, Ship and Zone Managers, as well as external contractors and Department of Defence personnel, ensuring smooth operations and stakeholder satisfaction. This role is also responsible for raising ITP’s, Purchase Orders and various other tasks

Key Responsibilities:

· Collaborated closely with stakeholders from various departments, including Ship Managers, Zone Managers, Trade Supervisors, Permit Controllers, and Contractors, to ensure accurate and timely submission of Daily Activity Sheets (DAS) for HMAS Parramatta and HMAS Ballarat.

· Managed and maintained effective communication channels among Ship Managers, Zone Managers, and Contractors, facilitating seamless information flow and task coordination for DAS compilation and distribution.

· Played a key role in organizing and scheduling meetings related to DAS updates, progress reports, and project reviews, ensuring all stakeholders were well-informed and aligned with project timelines and objectives.

· Coordinated with external contractors and service providers for essential maintenance services required for project execution and naval vessel support.

· Leveraged a range of software tools and platforms, including Microsoft Office Suite, Windchill, Oracle, AVEVA, JIRA, and SharePoint, for efficient project management, data compilation, documentation, and communication with stakeholders across different levels and functions.

· Captured and disseminated detailed meeting minutes for a variety of stakeholder engagements, including vital sessions with Isolations, Project, and Shaft Alignment teams.

· Created Inspection and Test Plans (ITPs) for Supervisors to execute work orders on the vessels.

· Raised Iprocs (Purchase Orders) for various vessels across the Defence Force, including HMAS Parramatta, HMAS Ballarat, HMAS Arunta, HMAS Anzac, HMAS Warramunga, HMAS Toowoomba, and HMAS Perth.

Collaborated and processed Inductions and Passes for the Common User Facility (CUF), Defence Common Access Card (DCAC), TAPP, and other stakeholders

This position involves managing phone inquiries, scheduling Department of Transport inspections, and handling accounts. Given the high-volume nature of the business, multitasking and efficient time management are essential.

Key Responsibilities:

· Handle customer inquiries and bookings via phone with professionalism and efficiency.

· Schedule and coordinate Department of Transport inspections.

· Scan, upload, and ensure proper handling of Department of Transport forms.

· Confirm the accurate completion of VL1 and ODT forms by clients.

· Manage customer invoicing and receipts using MYOB software, including processing cash and EFTPOS transactions.

· Perform regular account reconciliation tasks to ensure financial accuracy.

· Enter and maintain data with a high level of precision.

· Deliver prompt, courteous, and efficient service in a high-traffic environment.

This position is responsible for testing patients prior to surgery, and patient visitors. It’s crucial that this is conducted in a timely manner to ensure surgical schedules are not compromised.

Key Responsibilities:

· Conduct RAT (Rapid Antigen Test) and PCR testing with precision and care.

· Perform patient identification checks and address any related queries to ensure accuracy.

· Assist the coordinator in reviewing and verifying patient documentation for correctness.

· Manage the timing of RATs to ensure adherence to testing schedules.

· Uphold patient confidentiality and privacy at all times, in accordance with hospital policies.

· Accurately record patient and RAT data both manually and electronically.

· Follow all health and safety protocols in line with COVID-19 guidelines.

· Safely dispose of confidential documents following hospital procedures.

· Escort patients to the Ward and other hospital areas as needed.

· Provide assistance to nurses, coordinators, and PSAs during quieter periods.

This role was for a single person in the office to work alongside the owner, and involved running the office alone, for a few weeks, whilst the owner was unwell.

Key Responsibilities:

· Established and monitored workflow processes, enhancing daily productivity and implementing changes to improve overall team performance.

· Created and updated physical and digital records to ensure accurate, current, and compliant documentation.

· Provided exceptional administrative support to office staff, fostering efficiency and excellence in daily operations.

· Efficiently transferred and directed phone calls, clients, and mail to the appropriate staff members.

· Maintained a clean and organized office environment, ensuring it is presentable for guests and enhances the professional appeal.

· Accurately entered timesheets for seamless payroll processing.

· Reconciled daily takings to ensure financial accuracy and integrity.

· Recorded expenses and maintained accounting records using MYOB software.

· Collated data related to administrative and bakery costs, contributing to budget preparation and cost management.