Kathi Jewell Email & Phone Number

Oakleigh

Ringwood East

As the Office Administrator/ Executive Assistant I coordinate the administration of the Melbourne Office through the delivery of professional finance and administration duties which support Melbourne - based management and staff. In addition, the role provides a key interface to the Group Senior Managers in Melbourne, Brisbane and Dubai, and particular tasks are undertaken through a secondary reporting line to the Group Finance Manager in Melbourne.Responsibilities • General Office Administration Duties• Answering the telephone in a professional and courteous manner.• Opening and distributing mail, dispatching mail and booking couriers.• Ordering stationery and office supplies.• Project Administration Duties, including assigning new projects with codes in accordance with defined protocols, entering new projects into the Sage Accounting and Timesheet systems.• Administering the group’s Timesheet System.• Administering the group’s Project Monitoring System including ensuring that Monthly Project Reports are received, reviewed and verified.• Administration of Brisbane Accounts Payable• Collating paperwork and gaining invoice authorisations.• Batching invoices and sending to Melbourne for processing.• Credit Control – Brisbane & New Zealand Customers• Following up with Project Managers and Customers on late payments.• Sales Invoicing• Processing in Sage the Customer Invoices for the month for the business subsidiaries • Supervise and mentor Office Administrator in the Brisbane Office • Coordinate travel for Staff members • Reconcile Travel and Credit Card Charges at month end • Maintain and reconcile Company Mobile phone usage• Coordinate monthly Board Papers and circulate • Organise staff functions, Bimonthly BBQ, Outings and Christmas functions

Provide administrative support in a full scope of small business functions; The role interfaces with the board, management and the shop, thus providing scope for efficient and effective management of all areas of communication and administration across the business. Maintain TB Kawashima’'s good systems and procedures with continuous improvements to taking place at all levels. The role provides support o the GM, Fin Manager and management team. • Assist the Managers in all aspects of the business including diary, word processing, minutes, travel arrangements etc • Maintain Reception and co-ordinate relief rosters. • Administration support to the management team as required • Monitor Administration Budget and find ways to save money • Coordinate Staff functions • Ensure clear and concise communication is generated to all customers and suppliers of services, • Maintain and manage a companywide user friendly computer filing system • Create reports to management meetings • Organise board meetings, compile create reports distribute papers • Manage audit of premises as per OH&S and housekeeping requirements • Manage Building facilities ensuring premises are maintained to a high standard • Update Telecommunications for staff • On call for security company when Production Manager unavailable • Initiate hardware software upgrades to increase staff ease of use, server capacity or capability. • Manage minor server issues, communicate with consultant• Ensure back-up procedures and daily regular maintenance is performed• Manage all PCs and printers• Identify/manage training requirements and manage induction of all new employees • Manage systems and data for leave entitlements. • Update and manage all confidential medical records and ensure privacy • Ensure all office documents are kept up to date including Staff Manual, • Manage all Debtors accounts - chasing payments as needed • 2IC for Creditors • Manage payroll

Couth Melbourne

To provide support to the Manager National Business Support Office in the development and implementation of a comprehensive strategic planning and business performance measurement process that supports business continuity and positions ARCBS for the future. • Provide a superior and exemplary support service to National Business Support Office• Coordinate day-to-day administrative requirements, plan activities, keep alert on current issues• Ensure the smooth and efficient running of the National Business Support Office, in accordance with the organisational values• Manage and coordinate diary by scheduling appointments, meetings, teleconferences, domestic and overseas travel• Prepare relevant paperwork pertaining to any meetings, appointments or travel being attended or undertaken by the Manager • Act as the first point of contact between the Manager and others the office deals with including internal and external stakeholders• Coordinate regular internal and external meetings and conferences• Receiving all incoming non-electronic mail on behalf of the Manager• Coordinate and submit input into regular CEO report• Manage and monitor the portfolio budget• Maintain an accurate and up-to-date filing system, electronic and paper• Provide accurate and relevant information for customers and stakeholders• Prepare invoices for payment approval, inc collation of monthly credit card statements • Authorising travel bookings and requests on behalf of team• Maintain and update the Teams and Committees Database on the Intranet • Manage small projects as agreed with the Manager National Business Support Office• Assist in the implementation, monitoring & communication of the National business planning and budget • Assist in the implementation, communication and educational strategy for staff on business and strategic planning Project Management and change methodologies • Provide assistance in the development of the Strategic Plan