Summary
Overview
Work History
Education
Skills
Additional Information
Timeline
OfficeManager

VANESSA COX

Armadale,Vic

Summary

Management professional experienced in leading and motivating teams. Brings skills in scheduling, knowledge of event management and strengths in building relationships with staff. Looking to put knowledge and abilities to good use in growth-oriented position focused on improving operations for changing needs.

Overview

22
22
years of professional experience

Work History

Office Manager

APA Group
01.2017 - Current
  • Day to day running of an office with over 300 staff and contractors
  • Manage a direct report, the Receptionist
  • Organise events (internal and external) for the Victorian business – IWD, APGA, NGV, Ice Hockey, APA Board visits
  • Implemented the COVIDSafe plan for the Melbourne Office
  • Assisted with the role out of the new HR system – people.connect
  • Reconciliation of expense claims and associated paperwork
  • Meeting room booking management
  • Liaise with Fredon our AV specialists to ensure equipment is working in meeting rooms, organise quarterly maintenance checks of equipment
  • Sort daily mail delivery and scan or deliver to recipients
  • Booking travel for various Directors in the business
  • Processing of office invoices and liaising with accounts to ensure invoices are paid on time
  • Order PPE Workwear for employees
  • Raising Purchase orders and then receipting items once received via the Oracle finance system
  • Coordinate with IT to ensure all IT equipment is ready for new employees at the Melbourne Office
  • Liaise with the external clients (stationery suppliers, building management team, event hire companies, couriers)
  • Coordinate yearly flu vaccinations for the Melbourne Office
  • Organise catering for internal workshops, ensure the meeting rooms are set up and any additional stationery items required is available to the facilitator
  • Complete monthly stationery orders and ensure they are within budget
  • Complete building inductions for new employees, allocate lockers, laptop and access cards
  • Ensure cleanliness of kitchens in the office
  • Report any office maintenance issues with our building management team
  • Oversee the newspaper accounts for the office, organise fruit and milk deliveries
  • Manage StarTrack and TNT courier accounts/organise couriers both interstate and locally
  • Assistance with training of new administration staff as well as new employees (Oracle financial training, expenses, processing invoices, intranet, travel)
  • Organise gifts for clients and employees
  • Oversee first aid contacts and ensure kits are up to date for the office
  • Ensure test and tag of office equipment is completed each year as well as 6 monthly fire equipment maintenance
  • I am a fire warden, member of the Business Continuity committee and a member of the Victorian Health and Safety Committee for Melbourne

Office Manager

CBRE
01.2011 - 01.2017
  • Day to day running of an office with 220 staff, I am also the first point of contact for approximately 70 offsite staff
  • Manage a team of 2
  • Organise all events (internal and external) for the Victorian business which in 2015 was over 30 events ranging from 12-250 people
  • Reconciliation of expense claims and associated paperwork
  • Meeting room booking management
  • Booking travel for various Directors in the business
  • Processing of office invoices and liaising with accounts to ensure invoices are paid on time
  • Liaise with HR to send out new employee documents and ensure all paperwork is returned in a timely manner so they are set up in our systems ready for their commencement date
  • Coordinate with IT to ensure all laptop orders have been placed for new employees
  • Liaise with the external clients (stationary suppliers, building management team, event hire companies, couriers)
  • National account manager for CBRE Staples stationery account
  • Complete monthly stationery orders and ensure they are within budget
  • Complete corporate Inductions for new employees, allocate lockers, laptop and access cards
  • Ensure cleanliness of kitchens in the office
  • Report any office maintenance issues with our building management team
  • Manage Wilson & Secure car parking accounts
  • Tend to any staff/client car parking requirements,
  • Manage CityLink account
  • Ensure all staff licensing is up to date with the Business Licensing Authority
  • Oversee the newspaper accounts for each department, organise fruit and milk deliveries for the office
  • Manage MailCall and TNT courier accounts/organise couriers both interstate and locally
  • Assistance with training of new administration staff as well as new employees (PeopleSoft, expenses, processing invoices, intranet, travel)
  • Organise gifts for clients and employees
  • I was a member of the project team that designed CBRE’s office at Exhibition Street
  • Oversee first aid contacts and ensure kits are up to date for the office
  • Archive management
  • I am a fire warden, member of the Business Continuity committee, CBRE Cares committee and a member of the Victorian OH&S Committee for Melbourne

Administration and Accounts Manager

The Newcastle Club
12.2007 - 12.2010
  • Payroll and maintaining employee records
  • Calculating monthly superannuation payments for employees
  • Producing monthly finance reports
  • Maintain membership ballots, first mentions, application papers, resumes and election records
  • Attend the monthly Finance Committee and Board of Directors meetings and record the minutes
  • Supervision of the Club Receptionist
  • Maintaining the debtor and creditor ledgers
  • Credit card reconciliations, supplier invoicing and payment,
  • Monthly member account invoice/statement preparations
  • Assisting with event preparation
  • Covered the Reception desk when required
  • Checked in/out overnight guests
  • Assist with IT issues

Plaza Meetings and Events Coordinator

Crowne Plaza
Newcastle
03.2003 - 08.2007
  • Food and beverage service
  • Room set up for events (classroom, theatre, cabaret, u-shape, boardroom and banquet style)
  • Meet and greet with clients
  • Site inspections of the venue
  • Managing client expectations
  • Organisation of entire event from initial enquiry to onsite coordination on day of the event
  • Conducting weekly events meetings with the Head Chef and Food & Beverage Manager to inform them of the coming weeks events
  • Emailing quotes and contracts for events
  • Organisation of wedding expo’s for Crowne Plaza Events Team – including marketing and obtaining suppliers to attend
  • Working closely with local suppliers to ensure events were themed correctly
  • Organising AV for events
  • Communicating clearly with the Banquets and Kitchen Department if event details had changed
  • Dealing with last minute client requests
  • Creating details banquet event orders so all staff knew what was required of them to ensure the event ran smoothly
  • First point of contact for suppliers, staff and clients on the day of the event
  • Working with the accounts department to ensure final payment was received
  • Creations of floor plans for events
  • Organisation of major events during the calendar year (Mother’s Day, Father’s Day, NYE, Christmas Day)
  • I was selected to relocate for 2 weeks to Sydney to train the events team in our Potts Point hotel

Education

HSC -

St. Francis Xavier's College
Hamilton, NSW
2001

Skills

  • Staff Training
  • Customer Service
  • Greet Guests
  • Managing Operations and Efficiency
  • Office Supplies and Inventory
  • Executive Travel
  • Travel Arrangement Management
  • Maintenance Coordination
  • Executive Calendars
  • Accounts Payable and Receivable Auditing

Additional Information

  • Nominated for an APA Excellence Award in the Service category in 2018, 2019 & 2020
  • Circle of Excellence Winner – 2014, National Support Staff Excellence
  • CBRE Achievement Award Winner 2011 and 2013 (VIC Super Support and VIC Service Line Professional)
  • Employee of the Month at Crowne Plaza Newcastle, September 2006
  • Nominated Employee of the Year at Crowne Plaza Newcastle 2005
  • Nominated for Annual High Achievement and Development Award at Crowne Plaza Newcastle 2005;
  • Contributed to the success of Crowne Plaza Newcastle winning the NSW Tourism Awards 2006 – ‘Meetings & Business Award’ and Finalist in the Australian Tourism Awards.


Timeline

Office Manager

APA Group
01.2017 - Current

Office Manager

CBRE
01.2011 - 01.2017

Administration and Accounts Manager

The Newcastle Club
12.2007 - 12.2010

Plaza Meetings and Events Coordinator

Crowne Plaza
03.2003 - 08.2007

HSC -

St. Francis Xavier's College

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VANESSA COX