Anna Leighton Email & Phone Number

Bowen Hills, Brisbane

• Coordinating internal and external meetings and associated documentation (incl. minute taking, agendas etc)• Checking and receipting invoices, and ensuring invoices are paid in accordance with contracted terms• Creating PO’s, Cancelling PO’s, Increasing PO’s when required• Attended meetings, taking minutes and preparing the presentations• Recording expenditure for budget, forecasts and activities• Coordinated and monitored reports on program budget expenditure • Processing accruals and journals on a monthly basis• Reviewing of Monthly Status Reports for up to 20 Projects (incl. grammar and spelling, correct formatting, follow business process)• Ensure accuracy of process documents have been completed and uploaded to SharePoint• Auditing on a monthly basis• Assisted in providing general administrative support, e.g. on boarding, printing, scanning, distribution of mail etc.• Book and coordinate travel when required• Maintained and revised policies and procedures by analysing operating practices and ensuring procedures are up to date via business systems and other directories• Developed and implemented the Business on-boarding process• Took action by researching, developing, writing, and updating administrative policies, procedures, methods, and guidelines; communicating developments to management• Assisting in the preparation and implementation of the Projects budget• Meeting deadlines and goals as part of a team

Bowen Hills, Brisbane

• Worked within diverse group and facilitated group decision making within tight timeframes including the ability to get things done through formal and informal networks• Provided a high level of communication skills with internal and external groups• Experience in facing problems and challenges, and I am able to accept the challenge of unfamiliar tasks• Experience in providing administrative support for the team• Supported the development and use of project management methodologies and processes • Prepared a range of project related documents for the team as required, including status updates, reports, budgets and discussion papers • Allocation of resources to meet deadlines (daily stand up, weekly team meetings etc.)• Assisted with the monthly status reports for the management team• Oversaw particular aspects of service delivery projects and implementation, monitoring project plans, coordinating resources, and monitoring budgets to ensure successful milestones are met• Coordinated and monitored reports on program budget expenditure • Communicated and liaised with clients, staff at all levels and external contractors to maintain productive relationships, resolve operational issues, and provide courteous, efficient and timely customer service• Weekly financial reporting - run financial reports from various databases• Followed up with the accounts department and stakeholders on outstanding invoices• Assist Managers in updating resource tool and business systems to ensure forecast is updated• Updated folders and SharePoint sites to ensure accurate and up to date information is given• Coordinate and ensure on-boarding for new resources are complete prior to arrival• Organising travel and accommodation for the team• Minute taking and providing agenda ahead of time• Assisting the team on preparing Presentations (Microsoft PowerPoint) for upcoming meetings• Knowledge of Business Process and Record keeping

Milton, Brisbane

• Maintained a professional and friendly communication as the first point of call for general external enquiries and correspondence• Coordination all operating systems including ensuring that telephones, printers, photocopiers, recycling, etc are kept in good working order, including. Liaised with the organisation Receptionist and Administration staff• Coordinated office supplies including making orders and maintaining stationery and mail supply levels. Liaised with the organisation Receptionist and Administration staff• Receiving and coordinating incoming correspondence• Coordinating the filing of hard copy records including maintaining accurate records according tot he archiving and Filing systems• Created an accurate records database of staff whereabouts including leave register and arrangements• Arranged full staff meetings and arranging agenda items for national Managers and staff• Coordinated and ensured the financial reporting for National staff members was completed with accuracy Daily• Processed timesheets against invoices and processed for clients• Prepared financial correspondence and information to the Managers nationally when requested• Liaised with internal Stakeholders to update out-dated Process manuals• Coordinated and presented upcoming events and changes in process to the business• Updated the business team with project financials and cost overrun• Assisting Resource Coordinators with administration duties• Reconciliation of company Amex cards• Run SAP Reports for financial reporting and checking timesheet entries through SAP• Raising and processing sub contractor purchase orders• Sort and distribute incoming mail to areas and staff within the organisation and dispatch outgoing mail• Photocopying, scanning, faxing where requested and required• Facilitating and preparing meetings - preparation of Agenda and Minutes – catering - presentation• Prepare business letters, reports or office memoranda using word processing programs

Milton Brisbane

• Took initial calls from staff members and external clients, and answer administrative questions, and facilitate connections to the appropriate department or staff• Run SAP Reports for financial reporting and checking timesheet entries through SAP• Provide administrative support services to clinical staff as needed• Maintained client confidentiality• Evaluated all resources prior to resource meetings and prepared relevant documents to obtain all approvals• Coordinated with project managers and engineers to maintain record of all resources and its availability and analyse all backlogs to ensure delivery of projects within required timeframe• Allocating resources and liaising with external customers to ensure engineers are billable at least 65% of there time ensuring KPI’s are achieved• Maintained integrity of all data through standard processes and collaborate with managers and Engineers to forecast all resource requirements of projects and perform research for all special projects• Coordinated with the HR Department to ensure effectiveness of all organisational policies procedures, and schedule all client calls• Updating, maintaining and scheduling resources of engineers within the Qld branch and interstate• Upload and keep track of project variations• Creation of work orders for billable resources• Checking and ensuring all timesheets are completed accurately and on time• Chairing meetings with the Project managers and engineers to discuss potential up-coming projects• Booking accommodation and flights for staff that are required for travel• Coordinating and booking travel and accommodation• Coordinating On boarding sessions for new members of staff• Cab charge and Petty Cash reconciliation• Faxing, printing, photocopying, filing and scanning• Prepared rooms for management meetings when requested - catering, room set up, teleconference

• Provided support to the Director and other team members, to ensure projects are run efficiently and in accordance with approved project management methodology• Managed documents in accordance with prescribed change control procedures, to ensure integrity of project documentation• Arranged and coordinated project board meetings, in order to support project delivery• Prepared and reviewed project documentation in accordance with approved project management methodology, to ensure quality outcomes.• Liaised with the Project team to coordinate project activities, to support the delivery of projects in a timely manner• Researched and analysed on range of topics, to support government service delivery objectives• Prepared and presentations for intended audiences as requested• Established and maintained working relationships with internal and external stakeholders, to support the efficient and effective completion of project activities• Processing of weekly timesheets and Invoices• Running monthly reports for project financial costs (SAP)• Organising induction, general and mandatory training for staff• Prepare confidential Justification memos for Newly appointed and extension of staff• Produced an Administration Manual for the business Program for new Administration staff• Reimbursement of travel expenses following Department policies• Updating information as per business processes into the system database (SAP, SharePoint)• Cab charge and Petty Cash reconciliation• Coordinate travel and accommodation where required for staff• Handling incoming / outgoing calls, correspondence and filing• Faxing, printing, photocopying, filing and scanning• Minute taking, catering, room set up, teleconference

• Payroll Processing for Business staff• Processing all internal paperwork to payroll before cut-off deadline• Update the Human resource delegation database• Reception duties when required – Cover for lunch breaks and leave• Updated the Intranet site when needed, to ensure up to date accurate information for staff• Maintained and updated the Policy and procedures on the intranet site• Maintain and update where necessary the internal Organisational charts• Assisted the Communications Advisor in the production of the internal and external newsletter• Handling incoming / outgoing calls, correspondence and filing• Faxing, printing, photocopying, filing and scanning• Orgainsing meeting rooms for team meetings• Saving confidential documents as per business rules

• Calendar and E-mail Management• Greeted clients, stakeholders in a professional manner• Answered the telephone and addressed customer queries• Redirected queries to the appropriate staff member• Drafting Contractor extensions• Assisting Project Managers to ensure Timesheets have been entered correctly• Distribution of Invoices to the correct areas• Setting up for Video Conferencing and Teleconferencing• Collection of toners and ensuring enough stationery is available• Preparation of Agenda and Minute taking• Perform general administrative tasks• Faxing, printing, photocopying, filing and scanning• Distribution of incoming mail, outgoing mail an packages• Reception duties when required• Organised board meetings, prepared meeting rooms and arranged catering

• Maintain a waitlist register to record all allocations and vacancies• Establish formal tenancy arrangements• Undertake rent assessments• Manage breaches to the tenancy agreement• Ensure departmental compliance as the lessor in all tenancy agreements• Manage temporary absences of tenants• Monitor and manage outstanding arrears, rent assessments and rent deductions• Maintain client records and file notes. • Liaise with community and other housing providers regarding allocation of properties• Conduct existing client interviews