Octavia Vaughan Email & Phone Number

Brisbane, Queensland, Australia

Brisbane, Queensland, Australia

IT delivery – manage changes through development, system and user testing to production release and PVT. Manage post production hypercare, investigation and resolution of defects.Stakeholder engagement – engage communications between multiple stakeholders across business to ensure changes are delivered in scope. Liaising across multiple teams to align resource capacity and coordinate delivery.Budget management – monitoring and tracking delivery to budget to ensure prioritisation and delivery of required changes.Reporting – routine project updates, pipeline and milestone reports.Risk management – reviewing, assessing and recording risks and impacts.Issue mitigation – practical recording and reporting of issues, assessment of problems, risks and impacts and reporting to project owner for decisions.Planning – exploring and planning all actions required for the project delivery and liaising with resources and communicating plan to stakeholders.Managing portfolio of competing changes – prioritising, scoping, scheduling and working with stakeholders and resources to meet deadlines and ensure continued workflow and output.Achievements- 2024 Claims as a Financial Service Confirmation of Transaction project. Manage final testing and lower environment defect resolution. Coordinate production release and planned outstanding defect for post production release.- 2023 Customer First Travel content upgrade to comply with Unfair Contract Terms legislation & implement new PDS for 39 client sites. - 2023 Customer First Travel Compliance Review of content for 39 sites.- 2022 upgrade Payroll system to new version, working with local and global IT to ensure link into Global Identity Access Management system.- 2022 delivery of Outlook Exchange Online Migration project to AU & NZ business units working with global project leads, local IT and external vendor and coordinating across business stakeholders.

Brisbane, Queensland, Australia

Lead the Facilities Management team to provide a high level of corporate facilities- People leadership - I lead 6 team members to support office locations in Brisbane cbd, Toowong, Broadbeach and Sydney- Accommodation and space management - coordinated space allocation across departments and teams- Project delivery - churn & relocations, office fitout, security & UPS upgrades, AV upgrades, COVID response, end of lease & make good- Compliance and risk - managed the Facilities compliance register to ensure all required activities were achieved on a monthly, quarterly and annual basis- Service request management - creation and maintenance of system to manage requests from staff and allocation of work to team members- Contractor management - coordinated vendors and contracts to maintain infrastructure and provide services- Critical infrastructure - ongoing maintenance of AC, CREMS, VESDA, UPS, gas suppression systems- Safety and emergency management - managed internal Emergency Control Organisation across multiple offices- Stakeholder engagement - liaising with key stakeholders and department leads across the business to ensure internal customer needs were understoon and relationships were managed.- Administration team - lead the admin team to deliver reception and guest services, manage meeting rooms and AV systesm and provide office supplies and mail services

Kelvin Grove

General FM duties + large scale Bin Exchange project replacing 1060 under-desk bins with desktop bins and 400 central bins. Engaged stakeholders & vendors, recruited “Green Champions”, collated data and floor plans, sourced new bins, coordinated cleaners and tradesman, distributed bins.

Macquarie Bank, Brisbane

This role was incredibly varied and often times required multitasking. At various times I managed all services across various locations while other times I specialised in certain services for the entire Brisbane footprint. It was heavily customer service based and a large part of it involved responding to internal customer enquiries and requests for service to provide complete end to end service. - Churn and relocations - from small team movements to large relocations, I ensured the space was set up accordingly, presented group site inductions, arranged and supervised the movement of property and coordinated the day one activities and follow up activities. - Contractor management for preventative and reactive maintenance.- Front of House - supervision of reception and mailroom staff.- Security access - programming, issuing and terminating of access passes, training of staff.- Office supplies - managed the stationery and kitchen supplies across a large portfolio of accounts.- HSE - promoted and supported the Health, Safety and Environment system. Ensured the safety of staff and visitors on a daily basis.Skills learnt:- Problem solving complex situations.- Multitasking and highly organised in a fast paced, high pressure environment.- Supervise and lead a team during day to day work and relocation projects.- Customer service and strong communication across all levels of organisation.- Work autonomously and collaborate as a team.- Efficient IT skills with advanced levels in Word, Excel and PowerPoint.

In this role I provided administrative supporte to the Corporate Real Estate Manager and helped to coordinate the property requirements for the business. This included:• General administrative duties – typing, emailing, faxing, filing and records management, diary management, database management, minute taking, travel coordination.• Preparing rent, maintenance and office supply invoices for accounts payable.• Relief reception – greeting visitors, answering the switchboard.• Ordering office supplies and maintaining national ongoing service contracts for water coolers, archiving.• Project management for the setup, relocation and closure of offices (including managing timeframes and contractors, sourcing of furniture, equipment, signage and utilities and lease administration).

• Review company-wide systems and processes in line with unit operational plan and ITIL best practice.• Conduct targeted audits on processes.• Record activities in the service management system (HP Service Desk).• Assist in the mentoring, coaching and development of CITEC employees in the use of ITIL techniques and methodology.• Provide advice and guidance to management and staff on how to best implement, use and continuously improve the Quality Management System (QMS) based on AS/NZS/ISO 9001:2000.• Create, edit and publish quality documents (procedures, work instructions, forms).• Assist with external audit of AS/NZS/ISO 9001:2000 certification.

• Provide specialist expertise to the development of high quality bid proposals and documentation including editing, proofreading and formatting over tight bid and tender schedules.• Coordinate and contribute to quality processes and documentation.• Liaise with all levels of staff to ensure document management needs are achieved.• Manage and maintain bid library of proposal templates, boilerplates, company information repositories and brochure-ware supplies.

Provision of administration support to the sales manager and customer service as the importer and distributer of NZ winery, Craggy Range and Capricorn Wines.

• Data entry of accounts payable into SAP (including large batch uploads).• Processing consolidated monthly accounts (Australia Post for all of Department of Justice) and processing of journals to distribute expenditure.

• General administrative duties – typing, emailing, faxing, filing and records management, diary management, database management, minute taking, travel coordination.• Preparing rent, maintenance and office supply invoices for accounts payable.• Relief reception – greeting visitors, answering the switchboard.• Ordering office supplies and maintaining national ongoing service contracts for water coolers, archiving.

• Visitor and switchboard management, correspondence, supply ordering, staff whereabouts and reference lists, phone programming, intranet updating, general administration.

Caltex Refinery

Provision of recruitment administration to employ 700 staff for a shutdown project. General duties included scheduling interviews, collating data, creating a database to record all applicants and their progression.

Provision of reception and administration support including creation of the correspondence module of the recruitment database, assistance with tenders and sales presentations and assistance with the Occupational Health and Safety procedures and guidelines.

Provision of visitor management, switchboard operation and general administration support including typing and filing.

Completion of Business Administration Traineeship (Level 3) and provision of administration support to all departments within the office.

Completion of a Business Administration Traineeship (Level 2) and provision of administration support to all departments within the office.

Certificate, Prince 2 Foundation

Bachelor, Business (Incomplete)

Certificate 3, Business Administration

Certificate 2, Business Administration