Jennifer Freestone

Experience

• 

  London Borough of Havering

  Jun 2014 - Mar 2017

  • Organising meetings for the senior management team, internal and external partners to a professional standard and minute taking those meetings accurately.• Running finance reports on a monthly basis and monitoring department finances; inputting figures, forecasting etc.• Managing six Children’s Centres; carrying out risk assessments, managing receptionists, carrying out work place inspections with Health and Safety, organising training, completing supervision with staff.• Organising travel and accommodation for conferences attended by the Service Manager.• Monitoring the Service Manager’s email inbox and responding to emails when needed.• Supporting the Service Manager with our service restructure; producing assimilation documents, monitoring finances, creating structure charts, arranging interviews, sending out correspondence to staff etc.• Creating PowerPoint presentations.• Assisting with the Troubled Families Programme/Project; sourcing claims, putting together presentations for the service, assisting with finance management.• Managing the Service Manager’s calendar/diary. • Completing department invoices and updating finance spreadsheets in order to successfully monitor spend throughout the year.• Organising staff away days and staff training; booking venues, arranging catering, ensuring staff are fully trained in required areas. Show less • Organising Referral Order Panels; sending out letters to the young people required to attend, formulating and managing the rota so staff members know when they need to attend, preparing the room.• Managing the Youth Justice Board secure email account.• Using the secure Careworks system for information searches and to retrieve court/offence data.• Handling confidential court documentation.• Minute taking at meetings.• Monitoring staff expenses.• Meeting and greeting young people and families into the building.• Attending court where required.• Carrying out PA duties where required for the YOS Group Manager.• Reception duties; answering the phone, completing invoices etc. Show less

  • PA to Service Manager/Business Support Leader

    Sept 2015 - Mar 2017

  • Senior Business Support Officer

    Jun 2014 - Sept 2015
• 

  Regent's University London

  Mar 2017 - Sept 2017

  Senior Academic Administrator

  • Secretary to Senate level committees; organising meeting agendas, taking accurate minutes, liaising with the committee Chairs to finalise agenda items prior to the meeting, following up on outstanding actions, uploading documents to relevant systems, ensuring all papers are distributed two weeks before meetings, organising catering, redacting sensitive information, sending Outlook invitations.• Monitoring the Terms of Reference and Standing Orders for all committees to ensure they are being met; all required reports are being submitted and noted where required, ensuring meetings are always quorate, ensuring that the committee membership is updated where required.• Coordinating every stage of the Senate election process when new representatives are required to be elected onto the Senate committee; emailing out nomination forms, collecting votes, creating the official ballot using the Evasys system, monitoring the voting results, emailing academic departments with reminders of the voting closure date, notifying all candidates of the election outcome and all relevant staff members.• Organising and orchestrating detailed committee training for all Student Union Representatives.• Working closely with the Student Union to ensure that student representatives are aware of their Senate committee responsibilities and that the attendance of students to all committee meetings is noted.• Updating the departmental work list when new tasks arise, in order of priority, to ensure tasks are being completed.• Monitoring the attendance of academics, professional staff and students at committees to ensure all committee meetings are quorate.• Organising travel and accommodation for my Line Manager when required; UK and International Travel.• Completing office stationary orders using the Proactis system.• Updating the Academic Governance Structure following approved updates/changes. Show less

• 

  Murphy Geospatial

  Sept 2017 - Jul 2022

  Senior Administrator

  • Credit card reconciliation; allocating cost codes/centres/departments to credit card transactions, uploading receipts, questioning any unusual transactions• Minute taking the quarterly Directors Board Meeting• Preparing meeting packs and documents for Directors Board Meetings• Arranging travel and accommodation for business travel (local and international)• Managing the team Administrator; task lists, annual leave, sickness etc.• Monthly staff expenses; collating all expense spread sheets, checking for inaccuracies in claims and VAT receipts, forwarding to department managers for approval and ensuring all expenses are sent to the payroll team each month for processing• Raising accurate purchase orders on the Sage system• Arranging company audits such as ISO, RISQS and UVDB• Organising professional training for the team; First Aid, Confined Space, CSCS, PTS, ICI, Fire Safety, Harness Training etc.• Monitoring professional accreditations and certificates for the company and ensuring that all accreditations are up to date/renewed when required• Ensuring all supplier/subcontractor insurance documents are in date and requesting updates when necessary.• Arranging for confidential client contracts to be signed, recorded on our system and returned to our clients securely• Ensuring all new starters are issued with necessary equipment; mobile phone, access cards, ID cards etc.• Uploading all new project enquiries to our management system and assigning enquiries to relevant estimator and team.• Arranging medicals and drugs testing for the rail based teams; periodical and random based on requirement• Updating data on our HR database• Ensuring all invoices are signed by the relevant manager and saved on the shared drive for processing by our finance team• Overseeing the financial spend of the Social Committee to ensure all staff events are organized within the set budget.• Arranging Couriers Show less

• 

  Turner & Townsend

  Jul 2022 - now

  • Senior Project Coordinator for both the EMEA & APAC DEC Meta Security Teams.• Generating Purchase Order (PO) requests, PO change requests and liaising with our Planning & Procurement Teams to ensure POs are generated accurately and promptly. • Reviewing and monitoring the execution of project SOWs for larger projects (over 50k) once produced by our Contracts Team to ensure accuracy prior to them being sent to management and integrators for approval/signatures.• Ensuring all PO trackers are kept up to date with important progress and/or delay information.• Monitoring our Project Management tool regularly to ensure live projects are kept updated; project dates extended when projects are delayed, informative comments/updates recorded monthly, project workstreams closed out once completed, project statuses are accurate etc.• Obtaining invoice forecasts from vendors for larger scale projects and ensuring these are approved by management prior to project commencement and billing.• Monitoring monthly spends against POs to ensure vendor billing aligns with approved forecasts and to ensure projects are successfully billed within the fiscal year/before a PO expires.• Attending and minute-taking weekly team APAC & EMEA team meetings.• Allocating quote forms to TPMs/PMs on the Salesforce Quote Form Tool and ensuring all project quote information is input correctly by both TPMs and vendors prior to submission/close-out.• Assisting with vendor and Meta employee onboarding.• Managing and coordinating document migration between systems; Dropbox to Google Drive.• Creating pivot tables to display project figures/information in an easily readable format.• POC for invoice/PO/SOW/system access enquires from vendors.• Submitting monthly PO accruals for the EMEA & APAC DEC Teams.• Ensuring our EMEA & APAC shared Google Drive is kept up to date with useful documentation for teams; training guides, process charts, use points of contact etc. Show less

  • Project Coordinator

    Mar 2025 - now

  • Senior Project Coordinator (on-site at Meta)

    Jul 2022 - Feb 2025