Ruby Mak Email & Phone Number

Perth, Western Australia, Australia

Village Solutions Australia (VSA) specialise in the management of retirement villages in Western Australia. We support, create and manage retirement communities across village management, compliance, accreditation, project management, sales and marketing, and specialist consulting. My role is based out of head office in West Perth, where I support the management team and day to day retirement village operations, delivering effective service to village residents and owners.▪ Develop and maintain a systematic process to ensure maintenance requests are attended to for residents.▪ Prepare resident correspondence and ensure residents are kept informed about any issues happening at the village.▪ Direct maintenance contractors to complete village works.▪ Comply with all relevant legislation, policies, practices, and procedures.▪ Manage purchasing and payments approval process.▪ Facilitate positive communication between residents and village management.▪ Maintain and improve service standards and implement plans which demonstrate continuous quality improvement.▪ Closely monitor and control monthly expenditure against the budget and address any anomalies, allocate costings to correct budget line item and village accounts.▪ Coordinate villa refurbishments on resale.▪ Escalate any critical village issues to General Manager and/or village owners.▪ Provide direction to legal for contract / lease preparation on re-sales.▪ Combine and update disclosure documentation for Sales Consultant.▪ Prepare forms, policies, handbooks and newsletters.▪ Maintain sales lead register, maintenance register and OH&S register.▪ Sales and marketing including villa re-sale advertisements, online advertising, photography, signage, brochures, newspaper advertising and monthly sales reports for sales team.▪ Oversee company Trust account with sale deposits, advertising deposits and marketing fund disbursements, ensuring compliance and clear cost allocation.

Held a split role across two business units ISC Recruitment and Project Human Resources supporting executive search, recruitment, career transition and outplacement functions as outlined below.

Held a split role across two business units Project Human Resources and ISC Recruitment supporting career transition, outplacement, recruitment and executive search functions.▪ End to end recruitment, advertisements, screening, interviewing, reference checking, medicals, psychometric assessments and employment contracts.▪ Compiled company and personnel lists for executive search process and talent pipe lining.▪ Provided administration support to the Directors.▪ Managed company database and job tracking progress reports.▪ Prepared forms, marketing brochures and PowerPoint presentations. ▪ Provided guidance and support to participants of Career Transition and Outplacement Programs.▪ Conducted research using various online methods to identify potential talent.

▪ Provided administration support to Kintyre Project team - Managing Director, Project Manager, Site Manager, Environmental Manager, Community Relations Manager and OH&S Manager with quarterly reports, presentations, contracts, procedure development, diary management, travel, document control, minute taking, functions and JV meetings. ▪ Coordinated field roster for FIFO personnel, ensured appropriate paperwork was verified before travelling to site and travel arrangements were booked and communicated to construction personnel, geologists, drillers, construction crew and other contractors. ▪ Coordinated recruitment of personnel for exploration project phase, including advertising, interviewing, reference checking, employment contracts, liaising with recruitment agencies, arranging medicals, and maintaining HR files. Set up local HR policies and procedures.▪ Oversaw administration staff and smooth running of office facility.▪ Prepared and processed accounts including cost coding, obtained approvals, maintained petty cash, credit card reconciliation and organised items for end of month reporting.▪ Scheduled staff training and development, updated training matrix and site registers including plant, asset, material, man hours, incidents etc. ensuring company and OH&S compliance.▪ Worked closely with the Martu indigenous traditional land owners and local land council (WDLAC) to ensure agreement items were actioned efficiently. ▪ Assisted with planning of indigenous training programs and recruitment of trainees.▪ Coordinated overseas trip for Martu people to visit Canadian operations.▪ Assisted Project Accountant with purchase orders, maintaining PO register, creating requisitions and service entry sheets in SAP. ▪ Managed set up of new project office in West Perth, arranged office re-fit, communication connections, furniture, supplier accounts, policies and procedures.

Assisted the Operations Manager, HR Manager, HSE Manager and Purchasing Manager; oversaw the day to day running of the office and administration staff; coordinated crew movements for 70 offshore personnel; updated crew roster; prepared employment contracts; scheduled training; monthly reporting; processed accounts; continuous liaison with crew and Woodside; coordinated office relocation; implemented procedures and processes for project start-up; minute taking; maintained safety spreadsheets; travel arrangements; reviewed incoming job applications, arranged interviews for drillers, roustabouts and toolpushers (rig personnel) and other general administration duties as required.

Perth, Australia

Organised selection centres and bulk recruitment campaigns for Rio Tinto WA North-West sites.

Perth, Australia

National Recruitment Business oversaw office functions and supported Principal and Consultants.

Perth, Australia

Career Transition and Outplacement Specialists supported Managing Director and Consultants.

Perth, Australia

Recruitment and Staffing Professionals supported management and consultants.