Sophia Tilley
Rushcutters Bay,NSW
Summary
Experienced EA & PA administrative leader with over 10 years of experience in administration sector backed by significant project management and sales experience. An effective communicator skilled at developing and implementing programs to create high-quality environments. Exceptional relationship building skills with a track record for developing meaningful partnerships with major community members. An articulate public speaker with strong presentation and facilitation abilities. Talented Account Clerk with success cultivating effective working relationships with outside departments and members of public to accomplish accurate operations. Successful at working with management to resolve discrepancies. Experienced in public relations, relationship building and management.
Overview
16
16
years of professional experience
Work History
Facilities Coordinator
CBRE
Sydney, NSW
04.2024 - Current
- Communicated with general managers and vendors regarding upcoming scheduled maintenance and projects.
- Coordinated smooth transitions during office renovation by planning logistics and overseeing the rescheduling of certain planned maintenance vs the continuation of what was necessary.
- Served as point of contact for internal and external customers seeking support and information.
- Maintained physical condition of facilities, applying available resources and personnel to achieve safe, clean, and functional environment.
- Oversaw and/or coordinated in Facilities Management, services work assignments performed by vendors and contractors performing mail services, securities, landscaping, and janitorial work
- Oversaw Facilities Management operations and staff – provide instruction and manage day to day responsibilities.
- Responds to client inquires and complaints. Ensures timely and quality service delivery to clients. Follows up with clients to ensure customer satisfaction.
- Performs facilities inspections follows with WI and prepares reports; weekly, monthly.
- Coordinate and manage move, add, and change activities.
- Assists in the preparation of operating and capital budgets if require.
- Leading the tasks assigned to vendors staff, getting them completed and reporting back with progress updates.
- To ensure training provide to vendor staff in related to areas of responsibilities, EMT, HSE and align with company and client requirements.
- Managed and established vendor relationships and trains vendors staff on work order and billing procedures. Processes invoices and ensures proper cost centre coding.
- My Work monitoring and completion timely.
- Assisting in consolidate operations progress and to generate monthly report.
- To perform as a support person for all sites in Australia in – financial process related (PR/PO)-receiving invoices in company protocol - supplier personnel related.
Public Relations & PA
Hare Krishna Farm
10.2022 - Current
- This title could also be known as Communications Coordinator, Guest Coordinator
- Manage a chat group & Facebook group which I expanded from approx. 100 to approx 600 members
- Managing and increasing Cow Sponsorships
- Increase donations
- Manage & mediate people with conflicting views and beliefs to the community
- Answering our 1300 number which comes through to my personal phone
- Connect with visiting guests & relay programme
- Ensure recourses are allocated appropriately
- Facilitate, plan & prioritise farm tours to large and small groups including Rehabilitation tours
- Recognise people’s abilities and talents and encourage them to join our team or expand their services
- Liaise with accounts regarding our Cow Sponsorship Programme
- Increasing our range of local suppliers available on Reception
- Raise critical issues and help people in charge gather information required to make tough decisions
- Respond appropriately to enquiries and questions
- Influencing newcomers to join culturally expansive activities
- Managing large crowds of people, providing emotional support
- Gently educating volunteers on OH&S
Sales Manager
OMG Projects (Office Maintenance Group)
11.2016 - 04.2017
- This position could also be known as New Business Manager, Internal & External Stakeholder Coordinator
- Creating new business sales opportunities by cold calling potential clients
- Maintaining existing relationships with referrers and clients alike
- Maintaining our office records and ensuring designers, clients, suppliers and the construction team are kept in the loop if any plans change
- Personal Assistant duties for The Director.
- Met with clients, delivering presentations, and educating on product and service features and offerings.
- Established and cultivated solid business relationships with new or existing customers.
EA, PA, Marketing Coordinator & Sales Associate
Laing + Simmons Double Bay
08.2014 - 08.2016
- Greeting clients at open homes, establishing a relationship with them
- Calling back people who've attended our opens for feedback, sending out contracts & any other information they require
- Coordinate meetings for the Vendors and Agent with the floor-planner & photographer
- Liaise with External Directors and staff to ensure provision of high quality proposals, marketing, advice and correspondence
- Negotiating between interested parties
- Old buyer book call backs to prospect for a buyer who has possibly now become a seller/see if they are in fact still looking, maintain the relationship and or build one with them
- Property Appraisals, making appointments with people to give them an opinion of value on their house so that when they are ready to sell they hopefully come to me
- Valuer meetings, Pre-Settlement Inspections
- Reporting to the vendors, providing easy to understand summaries of what the buyer feedback has been in relation to their property on the market for the week in a way which conditions them which they can't perceive negatively
- Uploading properties onto Domain & RealEstate.com through our Bulk up loader 'My Desktop', checking websites for discrepancies between owner's instructions versus Sales Executive's decisions/instructions
- Editing, copywrite & ordering photos of properties for advertising, designing the Wentworth Courier ad/ any other print advertising, online brochures & signboards for properties through Campaign Track, liaising with Sales Executives & Vendors to coordinate open times & auction dates & times
- Undertake and deliver projects including records management systems, as determined by the Executive Director to support the work of the Agency
- Writing and managing all the correspondence between the Vendor's Solicitors and the Purchaser's Solicitor
- Researching properties on RP Data and creating Comparative Market Appraisals for my Vendors and for my agents to give to their Vendors
- Preparing high quality weekly Reports including Open for Inspection Reports to support the Sales Executives, Director & Principals in a timely fashion and re-ordering & prioritising conflicting interests under the pressure of expensive print deadlines at the last minute with constant changes and updates whilst being in and out of the office, working for seven different people with seven different sets of priorities
- Doing up Agency Agreements through REI Forms
- Creating Marketing Calendars in Excel and booking floor planners, copywriters, auctions, scheduling opens
- Researching RP Data and or APM to find information on the property and also getting the Water and Council Rates and Strata Levies for apartments
- Liaising with solicitors to obtain the contract
- Updating agent's calendars with the open times, scheduling and reminding them of their appointments and meetings
- Writing Exchange letters to the vendor's and purchaser's solicitors
- Uploading the property onto the internet
- We used 'My Desktop' it is our bulk up loader that connects to Realestate.com & Domain.
Office Admin & Coordinator
Ballard Property Group
02.2013 - 08.2014
- Greeting and tending to clients and sales staff
- Answering the phone/taking messages/transferring calls on the switchboard
- Screening calls for employees
- Coordinating meetings and meeting room availability using Outlook
- Uploading properties onto Domain & RealEstate.com through our Bulk up loader, checking sites for discrepancies between owner's instructions versus Sales Executive's decisions/instructions
- Editing Copy & ordering photos of properties for advertising
- Designing Wentworth Courier ads, online brochures & signboards for properties through Campaign track
- Liaising with Sales Executives & Vendors to coordinate open times & auction times
- Arranging meetings for the Vendor's and Agent with the floor-planner & photographer
- Booking these meetings into everyone's calendars
- Writing and managing all the correspondence between the Vendor's Solicitors and the Purchaser's Solicitor
- Recording all the correspondence and figures for commission in Box+Dice Software
- Re-Ordering office supplies from Office Works Online and keeping note as things are used in the office
- Distributing incoming mail and recording outgoing mail
- Researching properties on RP Data and creating Comparative Market Appraisals for agents to give their Vendors
- Looking at properties on the market to fill in price range for Rental Properties when I upload them for Property Management Team
- Creating weekly Open for Inspection Reports
- Doing up Agency Agreements through REI Forms
- Creating Marketing Calendars in Excel and booking floor planners, copywriters, auctions, scheduling opens
- Data entry - we use Boom by Box and Dice as our sales data base which we use to qualify our buyers and send mail merges out to them which are called 'Blasts'
- Entering in old open sheets, though we normally used the ipad at more recent opens so when we took their names it synced with our Boom database
- Researching RP Data and or APM to find information on the property and also getting the Water and Council Rates and Strata Levies for apartments
- Arranging Trachtenberg Letters for Strata Reports at short notice
- Liaising with solicitors to obtain the contract
- Arranging Couriers
- If the agents won't do their own mail drops, coordinating with 'A Family Affaire' (sic) for large mail outs of DL Cards and flyers
- Creating Just Listed, Just Sold and Prospecting Letters for the agents
- Creating Brochures through Campaign Track
- Preparing the Open Home Bag with the Facts About The Property Sheets, Brochures, Contracts, direction signs etc
- Updating agent's calendars with the open times, scheduling and reminding them of their appointments and meetings
- Calling back people who've attended our opens, sending out contracts
- Making Pre-List Kits with our recent sales, brochures, info about our company
- Writing Exchange letters to the vendor's and purchaser's solicitors
- Uploading the property onto the internet
- We use Multi Array for both our Sales and Property Management listings it is our bulk up loader that connects to Realestate.com & Domain
- Using REST Real Estate Software to generate Rental Ledgers for Clients
- Making New Business Packs for Property Management
- Open Houses on Saturdays
- Taking buyer details, marketing the property's features, questioning them about their needs as a buyer
- Updating and maintaining The Key Register.
Retail Facilities Manager
Vodafone Hutchison Australia
04.2012 - 06.2012
- Checking emails for Repair and Maintenance requests from all the Retail Vodafone stores in the Southern Hemisphere
- Updating the system once the issue was in progress then again once resolved
- Using Excel to enter in all the invoice figures into the 'Tracker' and check that they add up to the total expenditure and pick up on any over charges/differences in price from the previous year
- Prioritising them and then logging them into the system and forwarding them onto the relevant supplier via email or phoning if it is urgent (they were categorised into Priority 1, 2, 3 or 4).
- Responded to building emergencies and managed repairs.
- Investigated problems and determined appropriate remedies.
- Oversaw all aspects of equipment installation, maintenance, and repair for both internal and external services.
- Created management reports outlining important facility statistics.
Corporate Receptionist
Vodafone Hutchison Australia
01.2012 - 12.2012
- This role could also be known as Guest Relations and Concierge
- Greeting and tending to clients and associates
- Answering the phone/taking messages/transferring calls on the switchboard
- Screening calls for employees
- Coordinating meetings and meeting room availability using Outlook
- Ensuring meeting room packs are returned as they were borrowed
- Recording employee details for their Security passes in Cardax and liaising with Building Management Security
- Activating/deactivating security passes and tracking their return
- Advising colleagues of outstanding passes to be returned and documenting this process for hundreds of employees
- Coordinating interstate trips: Booking flights/accommodation for my manager's appointments.
Corporate Receptionist
Provident Capital
11.2011 - 01.2012
- Mail Out/ Email client correspondence and company information
- Answering the phone/taking messages
- Compiling Prospectus folders for investors
- Forwarding incoming faxes.
PA & Administrative Manager
Future Health Group
02.2010 - 11.2011
- Mail Out/ Email client correspondence and company information
- Compiling Excel data for mail merges to our database of clients
- Answering the phone/taking messages/updating client and staff contact logs accordingly
- Screening messages for my manager and coordinating his appointments
- Creating advertisements for new staff and filtering the appropriate candidates for the role for my manager to see
- Greeting and tending to clients: confirming their daily appointments
- Compiling and completing Excel Reports on our sales and leads data
- Managing and up-keeping the database
- Ensuring fair distribution of leads to our Sales Representatives
- Liaising with clients and solving their queries
- Data input and coordination of client bookings and reschedules
- Coordinating therapists timetables and rosters
- Processing client payments
- Following up failed payments
- Offering support to clients
- Daily filing and updating of legal documents for clients
- Keeping the office tidy
- Coordinating interstate trips: Booking flights/accommodation.
Bar Attendant
Oxford Art Factory
06.2008 - 11.2008
- Cashing the float at the end of the night
- Making sure things run well behind the bar in an orderly fashion
- Ensuring the customer's needs and expectations are met at all times and that their experience at Oxford Art Factory was as enjoyable as possible so that they will return
- Maintaining the Responsible Service of Alcohol as well as displaying a fair and mature use of discretion
- Demonstrating a clear use of Occupational Health and Safety standards including making sure the bar and its surroundings are well kept and sanitary
- Making and keeping commitments to punctuality as well as efficiency
- Prioritising tasks and juggling mine and other's needs.
Education
Business Administration Cert II - Business Administration
Tafe
Certificate IV In Property Services (Real Estate) - Real Estate
Think Real Estate
Sydney, NSW10.2016
Introduction To Social Psychology - Psychology
University of Queensland
Brisbane, QLD07.2020
Skills
- Bubbly and tenacious people's person
- Focused and analytical
- High level computer skills including Excel, Word and Powerpoint
- Diary Management & Scheduling
- Opening doors/scheduling meetings with hard to reach clients
- Data gathering
- Identifying client/customer needs
- Advanced skills in Campaign Track, My Desktop, Multi Array, Box Dice, Campaign Track, REST
- Great organisational skills and the ability to multitask
- Excellent communication skills, both written and verbal
- Supervision and leadership
- Calm Under Pressure
- Relationship Building
- Time Management
- Organization
- Clerical Support
- Self-Directed
- Interpersonal Communication
- Team building
- Task Prioritization
- MS Office
- I have also been nannying
- I have a seperate Resume for my yoga career available on request
References
- Mr Bharat Devani, 0490 669 075, PR Team at Hare Krishna Farm
Other references on request
Timeline
Facilities Coordinator
CBRE
04.2024 - Current
Public Relations & PA
Hare Krishna Farm
10.2022 - Current
Sales Manager
OMG Projects (Office Maintenance Group)
11.2016 - 04.2017
EA, PA, Marketing Coordinator & Sales Associate
Laing + Simmons Double Bay
08.2014 - 08.2016
Office Admin & Coordinator
Ballard Property Group
02.2013 - 08.2014
Retail Facilities Manager
Vodafone Hutchison Australia
04.2012 - 06.2012
Corporate Receptionist
Vodafone Hutchison Australia
01.2012 - 12.2012
Corporate Receptionist
Provident Capital
11.2011 - 01.2012
PA & Administrative Manager
Future Health Group
02.2010 - 11.2011
Bar Attendant
Oxford Art Factory
06.2008 - 11.2008
Business Administration Cert II - Business Administration
Tafe
Certificate IV In Property Services (Real Estate) - Real Estate
Think Real Estate
Introduction To Social Psychology - Psychology
University of Queensland