Shaylee Dal Santo

My current position is fairly broad, managing the business for an arboricultural company. I was initially employed to implement and maintain a safety system. I quickly took on additional roles including logistics management, contracts and client management. In 2017, the owner of the company took a step back to focus on other endeavours and I have been managing 99% of the business.

My duties include:

• First point of contact – answering phones and emails from clients and contractors
• Providing support to the company Director
• Managing the estimators time and scheduling his onsite appointments
• Managing logistics for up to 4 crews (up to 16 employees) – scheduling work to ensure maximum productivity
• Reporting monthly on cost and profit margins
• Managing real estate agent requests – liaising with tenants and occasionally the owners
• Managing client/government contracts so that deadlines are met, including providing reports and updates on up to 70 jobs each month
• Managing residential and commercial clients
• Proof reading estimator quotes and tree reports, sending/submitting the final product
• Assisting with/responding to tender criteria, compiling information and producing the final tender document.
• Monitoring and managing WHS documents, including but not limited to specific onsite risk management plans, safe work method statements, onsite audits, conducting toolbox meetings, managing PPE and equipment requirements (most of which I implemented)
• Maintaining employee qualification and training requirements
• Managing employee allocation for each day
• Monitoring work quality and ensuring safety standards are not only met but exceeded
• Liaising with clients to manage good outcomes for complaints
• Contact for employee issues – providing a non bias approach to resolving issues between employees
• Schedule vehicle/plant services and maintenance
• Induction of new employees onto business safety systems
• Record keeping
• Data entry
• Invoicing – via Xero accounting system
• Timesheet management
• Sourcing hire of equipment and subcontractors including labour hire

I mainly dealt with the clients within the residential building side of the business. I was the main point of call for all of our residential clients. I created, maintained and updated all of the client files, and was starting to build an WHS management system for the business.

My duties included:

• Correspondence with clients – I was, at any one point, in contact with up to 50 clients all at different stages of construction
• Recording all correspondences
• Support the construction manager and site managers
• Assist the clients with documentation and information for them to gain loan approvals
• Assist clients through the construction processes – all of my clients were first home buyers and were very nervous and unsure how things happen etc. Answering their questions and keeping them up to date and calm so that their experience is enjoyable.
• Sending out extension of time claims and variations
• Creating and controlling construction documents – compiling a construction folder for the project/site managers including programs, inspection and test plans and safety documentation
• Maintaining the construction documentation and updating document registers
• Negotiating and compiling upgrades/inclusions to contracts
• I was the first point of contact for the clients who have moved into their new houses and may have any defect or maintenance issues. I organized the relevant trades/foreman and liaise with the client to arrange access and repairs.
• Create the company OHS&E procedures/policies/forms in conjunction with the company director
• Issue progress claims and invoices
• Provide monthly reporting to the Lands Development Agency
• Submitting photo updates to clients on a regular basis

This position required me to be onsite full time organizing and procuring sub contractors and materials. I monitored safety procedures and reported daily on the progress of the project to the head office in Sydney. I controlled all documentation for the site including OH&S, employment, subcontracts, and induction records.

My responsibilities included:

• Site senior first aid officer
• Daily reporting on progress of project including taking photos on a daily basis for portfolio
• Conducting weekly internal audits on project for OHS&E, Electrical & safe work method statement reviews
• Monitoring and management of site day sheet and workers onsite
• Conducting site inductions
• Obtaining specific documentation for approval prior to any letting of sub contracts (SWMS, MSDS, Insurances, licenses, Code of Compliance DEEWR etc)
• Assessing and amending relevant safe work method statements to standards giving by the Federal Safety Commission
• Monitoring plant risk assessments, plant induction to site and daily start up checklists
• Monitoring safety practices – use of personal protection equipment and activities
• Monthly reporting on OH&S&E issues
• Monitoring and recording deliveries and stockpile quantities
• Creating toolbox meeting minutes
• Distribution of drawings and specification amendments onsite
• Sourcing materials, creating and issuing purchase orders
• Issuing of permits – hot works, excavation, road opening
• Monitoring of site waste and arranging appropriate disposal
• Maintaining site first aid kit to regulations
• Reporting all accidents and incidents
• Control petty cash and company credit card
• Assisting the site foreman with inspection & test plans
• Reconcile invoices to site hours and works completed onsite
• I am also required to perform other tasks such as labouring when required as well as assisting with setouts and collection of materials

This role was extremely broad. My main duty was to assist the project and site managers by procuring, retrieving quotes, sourcing and ordering materials, organizing sub contractors and labour hire. I also submitted the wages to our head office in Sydney as well as enter and track invoices for our division. It was my responsibility to also assist with tendering; my primary role was to develop documents which meet the assessment criteria.

My responsibilities included:

• Communication with clients and superintendents
• Plant and equipment allocation
• Upkeep of all job databases
• Source and order materials with purchase orders to fit in with programs
• Organizing contract management plans - production and distribution of OH&S plan, quality assurance, environmental plan & inspection and test plan.
• Assist with the submission of tenders, including the gathering of quotes, development of assessable criteria documentation and assembling into a professional and presentable manner
• Procurement of materials prior to the commencement of a job
• Assisting with the submission of variations and extension of time applications
• Organizing the documentation for consolidation periods
• Creating reports using MYOB
• The input of invoices into MYOB after matching it with a valid purchase order
• Consolidating day sheets for the submission of wages
• Organizing sub contractors and negotiating prices/rates
• Prioritize workloads and tasks
• Working alongside the senior project manager and site managers to achieve deadlines and requirements
• Preparing handover documentation including certificates, warranties and manuals for a particular job in a presentable manner
• Use of Microsoft applications e.g. excel, word, publisher and others such as MYOB
• General office duties e.g. photocopying, filing, faxing, emailing, scanning
• Working under pressure to meet deadlines as an individual or as part of a team
• Work with minimal or no supervision
• General point of contact for all staff and sub contractor queries
• Issuing and monitoring sub contractor statements and insurance information
• Ensuring managers have an adequate amount of company forms e.g. day sheets, leave forms, incident report forms etc
• Monitoring of company vehicles including fuel consumption and organizing inspections, repairs and registrations
• Monitoring of company mobile phone usage
• Monitoring, recording and maintaining employee records including certifications and qualifications
• Recording and filing all correspondences between managers and superintendents
• Management of the use of company visa/amex cards
• Liaising with human resources and issuing new employee documentation and performing company inductions
• Liaising with human resources regarding termination documents
• Management of uniform and personal protection equipment - responsible for the ordering and issuing
• Monitor and ordering of office stationary and maintenance of office equipment e.g. printer, computers, laptops
• Arranging travel and accommodation requirements for managers
• Organizing staff functions

As a contracts administrator, my main responsibility was to ensure that all contracts were drawn up properly, executed and carried out to completion according to legal procedures. I had the responsibility of caring for up to 50 clients at any one time. This included communication via email, telephone and in person to ensure that each had a hassle free experience with the company and associated solicitors, finance and building companies.

My responsibilities included:

• Managing daily diaries for manager and 8 staff
• Prioritize workloads and prioritize tasks
• Management of confidential client records and legal documentation
• Use of Microsoft applications e.g. excel, word, publisher and others such as Console.
• First point of contact for clients, monitoring phone calls and distributing messages in a timely manner
• Interact with clients on a daily basis, providing information and answers to queries and concerns
• Constantly updating the sales database with accurate, current information and details
• Supporting the sales team
• General office duties e.g. photocopying, filing, faxing, emailing, scanning
• Liaise with solicitors constantly to ensure clients receive high quality customer service
• Collaborate with other internal departments to ensure cross flow of information
• Working under pressure to meet deadlines efficiently
• Insert accurate information into legal contracts, organize their execution and distribution using appropriate procedures
• Work well within a team or as an individual
• Creating progress reports for management and staff on a weekly and monthly basis

Helping out with the family business. Basic tasks included:

• Daily dealing with customer enquiries
• Customer service
• Monitoring incoming/outgoing deliveries
• Show room stock coordination

• Customer service
• Handling of money
• Stock display

• Handling of money
• Customer service