Sara Kay
Eatons Hill,QLD
Summary
Dedicated administration coordinator with excellent experience in Powerlink policy, process and project management. Maintains professional appearance and demeanour while expertly completing assigned tasks with a focus on quality. Dependable and quick-learning team player with effective communication and organisation skills.
Overview
16
16
years of professional experience
1
1
Certificate
Work History
Personal Assistant - Contract
Powerlink - Major Projects
08.2023 - 11.2023
- Managed 3 General Manager's calendars, daily scheduling 10 - 15 meetings and appointments while coordinating travel arrangements to optimise time.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Provided general administrative support, including timesheet management, travel reconciliations and purchase requisitions.
- Displayed absolute discretion in handling confidential information.
- Organised and coordinated team building and weekly and monthly meetings.
- Used advanced software skills to prepare documents, reports, and presentations.
- Assisted with Board paper preparation
- Supported General Managers and leadership team with hospitality needs during meetings and company events.
- Facilitated training and onboarding for incoming office staff.
- Worked with senior management to initiate new projects and assist in various processes.
- Volunteered to help with special projects of varying degrees of complexity.
- Wrote and coordinated reports, executive summaries and correspondence.
- Communicated and resolved disputes with contractors and vendors regarding outstanding invoices, payments and adjustments.
- Coordinated accounts payable functions utilising CLMS and SAP and improved workflow.
- Coordinating SNAP requests for contractors and managers
Office & Executive Support Manager
Australian Sugar Milling Council (ASMC)
04.2023 - 08.2023
- Accomplished multiple tasks within established timeframes.
- Communicated clearly with employees, suppliers and stakeholders to keep everyone on same page and working toward established business goals.
- Improved safety procedures to create safe working conditions for workers.
- Cultivated positive rapport with fellow employees to boost company morale and promote employee retention.
- Maintained professional, organized, and safe environment for employees and stakeholders.
- Improved social media presence to attract target audience and promote business.
- Handled confidential and sensitive information with discretion and tact.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimise time.
- Organised and coordinated conferences and monthly meetings.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Screened calls and emails and responded accordingly to support executive correspondence.
- Updated spreadsheets and databases to track, analyze, and report on performance and sales data.
- Used advanced software skills to prepare documents, reports, and presentations.
- Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
- Worked with senior management to initiate new projects and assist in various processes.
- Handled incoming and outgoing mail, email and faxes.
- Promoted team productivity by keeping supplies organized and well-stocked.
- Volunteered to help with special projects of varying degrees of complexity.
Business Process & Improvement
Kay By Design Consultancy
09.2017 - 12.2022
- Worked with business owners to better understand business processes and initiate improvements, helping the company achieve goals.
- Promoted an energetic atmosphere to drive improvements in customer care and experiences.
- Developed robust relationships with income-producing business clients.
- Assisted in recruiting, hiring and training of team members.
- Cultivated and strengthened lasting client relationships using firm issue resolution and dynamic communication skills.
- Educated employees on specific QA standards and confirmed maintenance of standards.
- Implemented process improvements to increase productivity in quality assurance operations.
- Promoted adherence to quality standards by educating personnel on quality control.
- Fixed identified issues to increase productivity and boost workflows.
- Addressed non-conformance issues, pausing production to correct errors.
- Created and collaborated in the implementation and maintenance of the customer complaint log.
- Reported problems and concerns to management.
- Developed and implemented procedures to meet quality standards.
- Maintained organized and efficient document flows by using excellent planning and multitasking skills.
- Assisted with inbound and outbound document processes, document sorting, logging and work order creation.
- Assisted in continuous improvement activities while developing and maintaining resulting documents.
- Managed training courses, setup and maintenance for document control systems.
- Uploaded company procedures and policies to EDMS, routing for approval and training.
Quality Coordinator
Powerlink - Operations & Service Delivery
03.2010 - 08.2017
- Collaborated with management to provide training on improved processes and assisted with creating and maintaining quality training.
- Developed monthly, end-of-quarter and other statistical reports for leadership team and quality improvement projects.
- Provided regular updates to team leadership on quality metrics by communicating consistency problems or production deficiencies.
- Tracked quality goals and objectives.
- Tracked quality issues with external customers, suppliers, and internal plant operations.
- Scheduled, created agenda and minuted quality review meetings to review the effectiveness of performance, risk, improving throughput and achieving customer satisfaction.
- Collaborated with auditors, auditees and action owners to apply root cause analysis guidance and establish effective corrective action plans.
- Tracked quality issues with external customers, suppliers, and internal plant operations.
- Scanned, filed and transmitted various documents and adhered to digital filing procedures.
- Evaluated current document processes, suggested methods for change and implemented successful improvements.
- Carefully review all documents and reports for completeness and accuracy.
- Monitored due dates and deadlines and worked to submit all documents on time or early.
- Enforced using standardised forms and templates to achieve uniformity of communications across departments and functions.
- Provided support for over 1500 technical document controls.
- Established and managed document distribution matrix and document control register.
- Maintained organized and efficient document flows by using excellent planning and multitasking skills.
- Managed regulatory requirements and audit support needs by completing and submitting accurate paperwork.
- Uploaded company procedures and policies to EDMS, routing for approval and training.
Executive Assistant
Powerlink - Network Field Services (OSD)
03.2008 - 03.2010
- Manage Division Executive's diary, and meeting preparation
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimise time.
- Organised and coordinated conferences and monthly meetings.
- Screened calls and emails and responded accordingly to support executive correspondence.
- Used advanced software skills to prepare documents, reports, and presentations.
- Liaise between the executive team and stakeholders
- Ensure the smooth running of the executive office.
- Handled confidential and sensitive information with discretion and tact.
- Processed travel expenses and reimbursements for the executive team.
- Updated spreadsheets and databases to track, analyze, and report on data.
- Handled logistics and travel arrangements for 180 NFS staff
- Handled logistics, catering, meeting agendas and event planning for executive, leadership team and division.
- Scanned, filed and transmitted various documents and adhered to digital filing procedures.
- Carefully review all documents and reports for completeness and accuracy.
- Monitored due dates and deadlines and worked to submit all documents on time or early.
- Maintained document archive and file server of approved documents and drawings to provide easy traceability and retrieval.
- Coordinated document exchange between departments, contractors, suppliers and customers.
- Proofread filenames, titles and submittal details to streamline submittal and avoid rejection.
- Allocated unique document numbers to internal and incoming external documents and tracked them in a database.
Administration Assistant
Powerlink - Network Field Services (OSD)
11.2007 - 03.2008
- Managed a team of 90 field staff's timesheet data entry
- Processed travel expenses and reimbursements for the 90 Secondary Systems team.
- Facilitated training and onboarding for incoming office staff.
- Maintained training records for field staff.
- Filed paperwork and organised computer-based information.
- Managed incoming and outgoing mail, mail, email and faxes.
- Promoted team productivity by keeping supplies organised and well-stocked.
- Updated and maintained databases and records.
- Maintained complete documentation and records of all purchasing activities.
- Verified receipt of service or goods through authorisations.
- Process purchase requisitions in line with Powerlink company procedures.
Education
Advanced Diploma - Business Management
TAFE Queensland Southbank
Brisbane, QLD06.2009
Skills
- Meticulous Attention to Detail
- Stakeholder Management
- Critical Thinking
- Office Management
- Calendar Management
- Meeting & Event Planning
- Advanced MS Office Suite
- Administrative Support
- Documentation and Reporting
- Invoice Processing
- Database Entry & Management
- Travel Coordination & Administration
Certification
Quality Lead Auditor Certification
Work Availability
monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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Quote
Even if you are on the right track, you’ll get run over if you just sit there.
Will Rodgers
Timeline
Personal Assistant - Contract
Powerlink - Major Projects
08.2023 - 11.2023
Office & Executive Support Manager
Australian Sugar Milling Council (ASMC)
04.2023 - 08.2023
Business Process & Improvement
Kay By Design Consultancy
09.2017 - 12.2022
Quality Coordinator
Powerlink - Operations & Service Delivery
03.2010 - 08.2017
Executive Assistant
Powerlink - Network Field Services (OSD)
03.2008 - 03.2010
Administration Assistant
Powerlink - Network Field Services (OSD)
11.2007 - 03.2008
Advanced Diploma - Business Management
TAFE Queensland Southbank
WHERE I ADD VALUE
Creating the best outcome for multiple stakeholders while not compromising quality and effectiveness lights me up. Assisting others to shine and maintaining solid and effective relationships has always provided me with the most meaningful work. QLD Government organisations are where I have thrived, being able to contribute through my love for continuous improvement and learning, high energy and investment in others.
Should I have the privilege of working within a QLD Government organisation again, I will bring fine-tuned skills in project management, quality and administration. Over five years of contributing to the success of more than 15 businesses achieving their large and small goals will help me bring a fresh perspective, agile thinking and diverse knowledge.
I’m a self-starter who’s always itching to brainstorm creative solutions and have the opportunity to learn new skills, and I’d love to be part of your team.
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