Summary
Overview
Work History
Skills
Education Certifications
Affiliations
Marketing Management Training
Other Specialist Skill Training
Special Awards
Professional Experience Summary
Personal Information
Timeline
Sharon Tan

Sharon Tan

http://linkedin.com/in/sharoncalenthraltansweesan

Summary

Communicative Receptionist recognized for providing first-rate support for corporate decision-makers. Meticulous individual with demonstrated success in administrative process improvements to better serve business and customer needs. Equipped with in-depth software knowledge and skill to quickly pick up tools and tricks. Brings polished speaking voice and professional demeanor.

Overview

35
35
years of professional experience

Work History

Receptionist and Faber Writing Academy Coordinator (Casual Temp Cover)

Allen & Unwin—Crows Nest
09.2022 - Current
  • To provide administrative support to the Administration department and Faber Writing Academy, day to day functions of the central reception area and deliver a high standard of customer service
  • KEY RESPONSIBILITY AREA: Administration, Effective switchboard operation, Ensuring all messages are taken accurately, dated and passed on immediately via email, Scheduling room bookings in Outlook Calendar and overseeing boardroom presentation, Updating staff leave records, Distribution of mail, Updating Intranet phone list and floor plan to reflect staff changes, Post announcements on intranet, Supporting Kylie and the business on various tasks and projects as required, Responding to web enquiries, Processing lost orders from the website and handling website order issues, Creating and distributing the weekly publishing schedule, Sending the daily gratis order to UBD, Registering A&U adult, kids & Murdoch titles for ELR/PLR, Processing monthly legal deposit orders for libraries, Sending ONIX files to National Library of Australia as soon as they become available, Coordinating and facilitating the work experience program in conjunction with HR and wider A&U staff, Vetting intern applications for HR, Monitor and provide access to the basement car park for staff and select guests, FACILITATION, Ordering stationery/kitchen supplies to minimize out of stocks, Coordinate kitchen clean up roster, Ensure kitchens are kept tidy and in good condition – maintain and update kitchen library, Maintaining awareness of various events that are going on re catering deliveries, rooms occupied, and pack down occurs, Ordering Australia Post supplies, FABER WRITING ACADEMY, Maintenance and data entry of enrolled FWA students, including updating all active databases, Managing the FWA email account and responding to FWA-related enquiries from students and course tutors, via email or phone, Designing and distributing exit surveys for courses, Updating and distributing materials for Faber Writing Academy (FWA) as requested, Pack up and pack down of classrooms prior to and after FWA classes and events in Sydney, Organizing catering for classes in Sydney and Melbourne and Brisbane, Assisting Communication Manager on course updates and marketing tasks, Proofreading monthly e-newsletters and website copy, Ordering books and supplies (e.g
  • Notebooks) for relevant classes, Assisting the Faber Writing Anthology Project Editor with coordination of student work and related tasks, CUSTOMER SERVICE, Greeting and directing visitors and walk ins, Responding to general enquiries and following up website orders with UBD, refunding lost orders, Correspondence with staff concerning meetings, room use, supplies, kitchens as well as building and office maintenance., IT ASSIST, Setting up New Users, Raise ticket with Oxygen IT before a new staff member is due to begin – supply them with the IT request form from the relevant A&U manager and request the appropriate security group access, Ensure manager has filled out additional 3PL form for Bookmaster access and send to UBD client services, Setup DIMO account, Ensure new staff member has a printer and swipe card - liaise with Operations Manager, Add new user to all relevant meetings (Outlook Calendar on intranet) and email groups/distribution lists (Office Admin Portal on intranet), Contact Office Support to set up mailbox and additional drive access, Email relevant A&U manager with all relevant password and account information, GENERAL IT TASKS, Update distribution lists on Office Admin Portal, Unlock user accounts and change passwords through Active Directory, Update Outlook calendar meetings and smaller email groups for new staff (in reception Outlook address book), Facilitate VPN access for staff members (Email VPN software and instructions if needed), Create & maintain Dimo accounts, PERSONAL, Carry out all duties with accuracy, efficiency and timeliness, Demonstrate strong communication skills using a wide variety of methods including telephone, email and written., Manage work with initiative and appropriate levels of supervision, Treat all colleagues, customers and suppliers with respect, Proven ability to work effectively and cooperatively in a small team environment, Demonstrate a reliable and flexible approach to workload and deadlines, Ability to maintain confidentiality of all matters passing through the office, REQUIRED QUALIFICATIONS, EXPERIENCE AND/OR SKILLS, Intermediate skills in Microsoft Office, Outlook and Bookmaster, Office administration and customer service experience, Articulate and personable phone manner, Strong organizational skills and ability to multitask, Ability to proactively communicate to manager and task owners, Excellent writing and numerical skills and a fast typing speed, Assisted Management with general administrative tasks and special projects as required, Accepted and distributed mail, packages, and confidential correspondence delivered to front desk

Air Import Operations Clerk (Casual Temp Cover)

DB Schemer Pty Ltd
05.2023 - 06.2023
  • Responsible for importer of MAWB record
  • Followed up of shipment status with origin stations
  • Processed of EDI and Creating of File in TANGO
  • Ensured the receipt of shipping documents from origin station and checking correctness of documents
  • Checked special handling requirements and tracked of shipment arrival/departure with Airlines.

Office Manager/ Receptionist (Contract Temp Cover)

Healthcare Australia
11.2022 - 04.2023
  • Manage the schedule for all company conference and meeting rooms, ensuring that executive meeting needs are always met
  • Ensure that all company-wide internal correspondence is distributed as email memos on the company intranet
  • Maintain the stock levels for office and break room supplies and submit purchase requests to management when necessary
  • Coordinate and plan company social events that take place during business hours
  • Answer phones, receive and welcome guests and visitors
  • Prepare meeting rooms for use by printing relevant documents and setting up any devices that will be used
  • Responds to employee concerns
  • Attend phone calls and answer inquiries or concerns.

Medical Receptionist/ Admin Assistant (Casual Temp Cover)

Wellbank Street Medical Practice
07.2022 - Current
  • Thrived within busy environment requiring the ability to multitask and keep organized digital and hard-copy files
  • Scheduled and coordinated daily appointments for eight physicians from 0800 HR-1800 HR
  • Maintained and digitized records for over 1,000 patients
  • Greeted and checked in over 50 patients per day while providing friendly and efficient service
  • Ensured the optimum comfort of all guests in reception area and accommodated special requests
  • Scheduled and confirmed over 50 appointments per month and coordinated catering and other services as needed
  • Collect personal, medical, and insurance information
  • Input information into a database quickly and accurately in a fast-paced work environment
  • Schedule, reschedule, and verify patient appointments; schedule appointments with secondary care providers
  • Coordinate physician schedules and maintain patient flow by communicating patient arrivals or delays
  • Use BP software to manage patient records and files; reinforce and uphold patient confidentiality as required by HIPAA and clinic
  • Thrived within busy environment requiring the ability to multitask and keep organized digital and hard-copy files
  • Manage office and medical supply inventories; receive deliveries and organize supplies in stockrooms and exam rooms
  • Facilitated daily administrative functions, including customer service, patient scheduling, and inventory management
  • Collected patient co-payments and recorded payment transactions; obtained third-party payer authorization for services provided and communicated outstanding balances to insurance companies and patients
  • Ordered diagnostic tests and communicated results to patients.

Receptionist/ Administrative Assistant (Casual Temp Cover)

EATON—Mascot
10.2022 - 10.2022
  • Answered incoming calls - determined the nature of the call and routed to the appropriate person
  • Received office visitors and escorted them to the appropriate EATON employee or handled the purpose of their visit as appropriate
  • Received and processed business correspondence.

Administrative Assistant (Casual Temp Cover)

Oticon—North Ryde
09.2022 - 09.2022
  • Providing administrative support to the Marketing Team to manage short term product storage, pick, pack and distribution
  • Meeting all pre-established department timetables
  • Accurately tracking all tasks to timely completion.

Receptionist/ Administrative Assistant (Casual Temp Cover)

JANDS—Mascot
08.2022 - 09.2022
  • Answered telephones and assisted customers, rapidly resolving customer issues and building brand loyalty
  • Performed a variety of day-to-day office support operations, reporting to the President and Vice President at the corporate office
  • Coordinate conference room and provide catering
  • Maintained and logged incoming and outgoing courier packages electronically
  • Provided hospitality services to clients and vendors; arranged catering for meetings
  • Spreadsheet creation, coordination of meetings and expense/PO management.

Receptionist (Casual Temp Cover)

Oticon—North Ryde
08.2022 - 08.2022
  • Handled confidential information related to client confidentiality reports
  • Provide excellent interpersonal service when greeting clients and answering calls
  • Ensured maintenance and organization of the reception area, performing hourly check-ins and clean-ups.

Facilities Manager

Media ASYLUM Pte Ltd
11.2011 - 09.2019
  • Innovative Facilities Manager with exceptional knowledge of facilities operations, business practices, operational and maintenance practices, and compliance at the Corporate level in regards to safety and environmental aspects
  • Skills at managing short and long term projects in the facilities / interior and exterior facilities areas, construction and renovations, furniture reconfigurations, and managing a team of employees and contractors
  • Well organized and a Multi-tasker to perform a range of different tasks from arranging and overseeing maintenance, to ordering office supplies and setting up training rooms
  • Hands-on Manager responsible for overseeing Facility Maintenance Management for over 600 participants in a 4,000 sq
  • Ft
  • Facility
  • Manages employees and numerous contractors, landlord and Estate Management for the day-to-day scheduling of maintenance and operations of the site
  • Responsibilities included managing budgets and spending, assigning and delegating work to team members, scheduling work with the customers, and following up on all work assigned to ensure customer satisfaction
  • Assisting the Executive Director in starting a visual effects training center from the ground up
  • Establishing educational and support systems, deal competently with policy and management, directing and coordinating operations from planning through completion
  • Widely recognized for developing and operating a 'Model Facility' which has led to a significant increase in its customer base
  • Holds key responsibility for managing group moves across from the corporate campus and to the Affiliates
  • This includes trade shows with all service providers, such as moving company, IT dept., phone groups, printer support, and employees on campus to determine timelines, logistics, planning, and fit out of new floor plans/ spaces
  • Manages CMMS space database, people and department allocations, space assignments and documentation to report dashboard metrics to management
  • Key role in contributing to be Asia's first DVA Authorized Training Center to achieve certified Adobe Expert/Instructor certification
  • Supervises 8 employees
  • Conducts annual performance evaluations, and providing training and development opportunities to internal staff
  • Handles the billing of accounts associated with the Custodial and Grounds operations
  • Managed capital and expense budgets
  • Comes up with winning theme and strategies in the overall proposal/presentation in analyzing & quantifying the work & cost involving from each project for preparation of Tenders to various projects
  • Works closely with Sales/Account Managers in proposal development by establishing the requirements and managing the workflow, for Corporate and Government projects, both locally and regionally
  • Bid Management for government tender, managing bid team, bid strategies, risk management, project analysis, project costing, and partner management.

Senior Producer/ Writer

MediaCorp Pte Ltd
07.2008 - 05.2011
  • Manage resource allocation, project assignments & staffing within the department
  • Review and approve all range of commercial projects, project budgets & resource forecasting; successfully mentor members of department, and define department standards and methods for improvements
  • Acting executive producer, director or solutions manager when required
  • Execute all issues involved in project management, client management and interact with / direct activities of a project group
  • Authorize & help define project range, budgets, and work plans
  • Define and oversee process for range, budget and work plan creation & control within the department
  • Effectively conduct public and in-house presentations (eg
  • Conferences and staff meetings)
  • Define, oversee & execute project information flow
  • Demonstrate solid attention to detail and commitment to quality
  • Works with talent agencies to negotiate booking and artist fees
  • Produces and co-direct all corporate videos, television commercials and multimedia in the local and regional advertising agencies and corporate companies
  • Production supervision of team players / crew, creative contents, and budgets, including generating new creative ideas and guiding existing projects on both the 'big picture' and daily management front.

International Marketing Manager/ Senior Producer

MediaCorpMediaCorpWilsonpictures Pte Ltd
12.2003 - 06.2008
  • Manages all phases of television / print / multimedia / event production, and sales / marketing division
  • Produces new community affairs, corporate programs, hires the talent, designs the format, produced the opens, bumpers, selected the music, graphics, close
  • Designs and build the sets
  • Produces the marketing plan to promote the events, developed the content
  • Plans and implements short and long range marketing and advertising plans for a full season of large-scale indoor and outdoor events
  • Designed all print promotional and advertising literature including: brochures, event programs, advertising posters, newsletters, promo ads, e-magazines, e-learning and newspaper ads
  • Works with talent agencies to negotiate booking and artist fees
  • Produces and co-direct all corporate videos, television commercials and multimedia in the local and regional advertising agencies and corporate companies
  • Production supervision of team players / crew, creative contents, and budgets, including generating new creative ideas and guiding existing projects on both the 'big picture' and daily management front.

International Marketing / Senior Producer (Contract)

Prodigy Films Private Limited
10.2002 - 11.2003
  • Manage resource allocation, project assignments & staffing within the department
  • Review and approve all range of commercial projects, project budgets & resource forecasting; successfully mentor members of department, and define department standards and methods for improvements
  • Acting executive producer or solutions manager when required
  • Execute all issues involved in project management, client management and interact with / direct activities of a project group
  • Authorize & help define project range, budgets, and work plans
  • Define and oversee process for range, budget and work plan creation & control within the department
  • Effectively conduct public and in-house presentations (eg
  • Conferences and staff meetings)
  • Define, oversee & execute project information flow
  • Demonstrate solid attention to detail and commitment to quality.

Regional Manager / Senior Producer

Digipost Private Limited (Contract)
08.2001 - 09.2002
  • Managing business operations and co-ordinate works in respect of post-production requirement
  • Managing clients' business budget, needs and expectation
  • Managing business & marketing relationships with existing clients
  • Regional and local business development and managing day-to-day operations
  • Managing administration of invoices and collection
  • Preparing quotations and tender proposals
  • Arranging marketing materials / tools for presentations to client / potential clients / advertising agencies & production houses
  • Assisting in direct marketing activities to stimulate business and public relation duties
  • Submitting detail contact report on a weekly / monthly basis
  • Ensuring quality standards are met in work deployment and be 'A' model for others to emulate.

International Marketing

Infinite Frameworks Private Limited
04.1998 - 07.2001
  • Conduct market research and implementation of sales and marketing strategies
  • Formulating innovative customer services, building a reputation for our organization as a young leader in the industry, with unique intangible service not available elsewhere
  • Sales & promotional trips to Asia
  • Advertising, promotion & public relation activities in the region
  • Business Development.

Regional cum Country Manager

TIB 'The Image Bank' Asia Creative Resource Private Limited
03.1990 - 03.1998
  • Regional Sales & Marketing
  • Monitor and ensure the peak performances of overseas representatives
  • Successfully marketing & expanded Creative Partnership program
  • Management
  • Determine, control and responsible for our organization profit & loss budgets
  • Supervision of a team & co-ordination with south east asia country managers
  • With responsibilities in accounting and administration, human resource, business development which include a strong element of international marketing & sales, with a regional focus
  • Liaison with all relevant governmental departments, associations and suppliers.

Project Management Executive

Highway Sound Light Engineering Private Limited
01.1989 - 02.1990
  • Attend to and conduct service for companies annual dinner / dance & family day
  • Ensure smooth-on-site operations and customer satisfaction of different events
  • Planning of the parties program and other event activities.

Receptionist (Casual Temp Cover)

Sydney City Marine
10.2023
  • Excellent customer service skills
  • Experience managing reception and administration duties
  • Assist with updating information and management of relevant Club information
  • Provide office & admin support to the Harbour Office team including Waterfront Operations Manager, Boatyard Manager & Harbourmaster
  • Produce and maintain updated information relating to all Marina & Boatyard activities, price lists, and databases
  • Be accounts savvy and understand invoicing procedures and maintaining appropriate records.

Front Desk Receptionist/ Office Manager/ Administrative Secretary

  • Strong background in frontline receptionist and customer service
  • Relevant skills include: Answered and screen high volume incoming calls and set up conference calls
  • Coordinate conference room in Lotus Notes and provide catering
  • Called and emailed building office for maintenance requests and complaints
  • Maintained and logged incoming and outgoing courier packages electronically
  • Monitored and ordered supplies for the kitchen and neatness for pantries and conference rooms
  • Assisted Management with general administrative tasks and special projects as required
  • Managed incoming calls on a multi-line phone system for three companies and five facilities
  • Performed general secretarial duties, including meeting scheduling, appointment setting, transcribing, faxing, and mailing for Marketing, IT, Communications, and Clinical departments
  • Delivered group training sessions on customer service, call etiquette, and HIPPA compliance
  • Accepted and distributed mail, packages, and confidential correspondence delivered to front desk
  • Professionally handled delicate situations, such as: customer requests, special needs accommodations, and complaints.

Medical Receptionist

  • Experienced medical office receptionist in working within clinical settings
  • Relevant skills include: The proven ability to interact and organize effectively to create a supportive and efficient front office environment
  • A strong track record as a self-starter who works independently and handles multiple priorities competently
  • Excellent computer and data management skills
  • Skilled in optimizing clinic workflows by managing patients flows, physician schedules, and patient appointments
  • Strong administrative skills, including inventory management, accounts receivable, and patient records management
  • Seeking to take next career step with a highly respected healthcare organization dedicated to producing positive patient outcomes and delivering exceptional customer service.

Skills

  • Excellent communication skills
  • Microsoft Office Suite (Word, Excel, Powerpoint)
  • Great interpersonal and customer-service skills
  • Uncommon ability to solve problems
  • Organizational skills to carry out more administrative tasks include task taking messages, keeping schedules and maintaining document files
  • High degree of integrity and trustworthiness to confidential information about clients and patients
  • Electronic Health Record Software (Best Practice)
  • Payment and billing software
  • Scheduling software
  • Multi line phones
  • Typing speed
  • Data entry
  • Physical and digital filing systems
  • Copiers, printers, scanners, fax machines
  • Professional demeanor
  • Positive attitude
  • Problem-solving skills
  • Multitasking
  • Conflict resolution
  • Patience
  • Attention to detail
  • Responsible
  • Motivated
  • Focused
  • Helpful
  • Written and oral communication
  • Ordering and restocking office supplies

Education Certifications

  • Advanced Certificate, The Chartered Institute of Marketing, UK
  • Certificate, The Chartered Institute of Marketing, UK
  • Diploma, London Chamber of Commerce and Industry, UK
  • Certificate, Certified in Individual Support prepare work course
  • Licence, Working with Children Check (WWCC)

Affiliations

The Chartered Institute of Marketing UK (Member of EMC – European Marketing Confederation)

Marketing Management Training

  • Incentive Sales
  • Telemarketing
  • Making Meetings Work
  • International Sales & Marketing
  • Domestic Selling & Sales Management
  • Public Relations
  • Advertising & Promotions
  • Promotional Practice
  • Business Communications
  • Marketing Environment
  • Marketing Fundamentals
  • Marketing Operations
  • Understanding Customers
  • Visionary Leadership
  • Effective Management of Marketing
  • Management Information for Marketing & Sales
  • Management & Administrative
  • Fiscal Management
  • Team Building
  • Personal Process
  • Organizational Behavior

Other Specialist Skill Training

Basic Final Cut Pro

Special Awards

LicenceHarbourmasterasiaDigipostLicenceHarbourmasterasiaDigipostWilsonpicturesasia
  • Best of TV Campaign Awards (GOLD - 2009)
  • Employer of the Year as Best Demonstration of MediaCorp Values (FY0910)

Professional Experience Summary

LicenceHarbourmasterasiaDigipostWilsonpicturesasiaited film/video news features for internal information news program
  • Produced and directed film and video coverage of major corporate events for release to major news networks

    • Personal Information

    Date of Birth: 12/20/68

    Timeline

    Receptionist (Casual Temp Cover) - Sydney City Marine
    10.2023
    Air Import Operations Clerk (Casual Temp Cover) - DB Schemer Pty Ltd
    05.2023 - 06.2023
    Office Manager/ Receptionist (Contract Temp Cover) - Healthcare Australia
    11.2022 - 04.2023
    Receptionist/ Administrative Assistant (Casual Temp Cover) - EATON—Mascot
    10.2022 - 10.2022
    Administrative Assistant (Casual Temp Cover) - Oticon—North Ryde
    09.2022 - 09.2022
    Receptionist and Faber Writing Academy Coordinator (Casual Temp Cover) - Allen & Unwin—Crows Nest
    09.2022 - Current
    Receptionist/ Administrative Assistant (Casual Temp Cover) - JANDS—Mascot
    08.2022 - 09.2022
    Receptionist (Casual Temp Cover) - Oticon—North Ryde
    08.2022 - 08.2022
    Medical Receptionist/ Admin Assistant (Casual Temp Cover) - Wellbank Street Medical Practice
    07.2022 - Current
    Facilities Manager - Media ASYLUM Pte Ltd
    11.2011 - 09.2019
    Senior Producer/ Writer - MediaCorp Pte Ltd
    07.2008 - 05.2011
    International Marketing Manager/ Senior Producer - MediaCorpMediaCorpWilsonpictures Pte Ltd
    12.2003 - 06.2008
    International Marketing / Senior Producer (Contract) - Prodigy Films Private Limited
    10.2002 - 11.2003
    Regional Manager / Senior Producer - Digipost Private Limited (Contract)
    08.2001 - 09.2002
    International Marketing - Infinite Frameworks Private Limited
    04.1998 - 07.2001
    Regional cum Country Manager - TIB 'The Image Bank' Asia Creative Resource Private Limited
    03.1990 - 03.1998
    Project Management Executive - Highway Sound Light Engineering Private Limited
    01.1989 - 02.1990
    Front Desk Receptionist/ Office Manager/ Administrative Secretary -
    Medical Receptionist -

    Similar Profiles

    CREATE PROFILE
    Sharon Tan