Sonia B.

Experience

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  Telstra

  Jan 1996 - Jul 2005

  Project Support Manager

  Facilitate efficient use of General Manager’s time, maintain calendar, inform of upcoming appointments / meetings & assist with research & background material prior to meetings. Managing the running of the GM portfolio, office & assist in special projects. Also responsible for the scheduling appointments & managing projects that better enable team members to reach business objectives & key milestones.•Secretarial support at meetings, including preparation of agenda items, supporting documentation, recording, preparing and distributing documents.•Undertake research and analysis to source information and collate necessary materials to facilitate the preparation of; financial, policy, performance reports, documents, staff relocation plan and business cases as required•Track actions and monitor matters arising, ensuring items are closed out or responded•Act as personal assistant and confidential secretary to the General Manager•In the absence of the General Manager, manage the day-to-day running of the office •Dealing with all incoming and outgoing correspondence, telephone calls and delegation •Provide a proactive and high level executive support to the General Manager•Arrange appointments, book travel and accommodation for the GM and staff members•Co-ordinate the distribution of information and follow up on any urgent/high priority issues•Maintain liaison with appropriate administrative personnel/contact points within internal & external company as a means of streamlining communication•General administrative duties/tasks•Preparing material for presentations and visual aids for internal/external meetings•Compile the weekly report for Marketing, Business, Government & distribution to MD & Senior Management Team•Identify the need to undertake & research tasks/projects on behalf of the General Manager•Provide research support activities for weekly reports for the GM and MD reporting for all initiative projects within the business & Government Business Unit Show less

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  Christ the Priest Primary School

  Feb 2010 - Dec 2012

  Volunteering - Community Support Group

  Assist in the administrative processes Draft and produce correspondence, e.g. letters, promotional memorandums, etcOrganise fund raising forms to have a professional image that serves a positive impact for staff and studentsDraft agendas and highlight table topics for the team to reviewPrepare, collate and distribute agendas, reports and other supporting documentation for the committee group, senior staff meetings and other meeting groups as requiredOrganise the running sheet of prior meetings minutesYearly forecast activities for 2012 & plan for 2013 functions and list brainstorming ideasList all events and fundraising activities to manage staff, volunteers and booking of activities required to deliver project plannedMaintain meetings scheduling and managing action plan for next activity or function Show less

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  CDN Constructions Pty Ltd

  Oct 2014 - Mar 2015

  Clerical Assistant

  • Data Entry, File Tender documentation • Prepare Tender register log for Directors review• Filing, obtain the mail & mail out functions• Logging all tender details via the register data spreadsheet• Assisting in the Tender documentation & estimating division• Manage the email of the Tender inbox• Registering the Tender information & recording addendums• Preparing documentation and record files against Tenders• Prepare email for quotation of tender schedule of rates• Correlate all tender responses and document answers• Meet council or tenders government guidelines, procedures• Research and identify the specifications against the building drawings and infrastructure blueprint Show less

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  Contracting

  Apr 2015 - Nov 2015

  Contract work - 6months - Administration - Varied

  Receptionist & Administration SupportGruma Oceania Pty Ltd - Mission Foods Temp Assignment - Oct 2015 - Nov 2015•Reception & supporting HR filing and assistance•Maintaining the meeting room & conference facilities plus advising security of updated attendees•Fulfilled stationary request for staff •Managed the email requests & ad hoc scanning documentation from management•Assist the Marketing department and management Customer Service Officer VicRoads - Hays RecruitmentTemp Assignment -July 2015 - September 2015•Front line Customer Service - Registration and Licensing Information•Regulatory information and transfer of information to the general public•Providing payment options with customers with community discount benefits•Promotion and communication with the public daily to encourage safe driving on all roadsAdministrator BAE Systems - Aviation Labour Group- Temp Assignment - June 2015 - July 2015•Reception & maintain incoming calls to identify business activities and interest•Manage Customer Service emails & responses•Input data into the BAE software system•Liaise with internal and external senior management•Meeting coordination and document records for Senior Leadership Team•Promote follow up action of the project portfolio for the General Manager Administrative Assistant Elite Staffing - Temp Assignment - April 205 - June 205•Data Entry of Sales Orders/Packing Slips•Customer Service email management & rapid responses•Assisting with client details via Arrow Sales/Financial Software•Showroom sales with cash handling reconciliation and record keeping•Invoicing, quoting, and organising production requests Show less

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  Serco

  Dec 2015 - Jan 2019

  Business & Project Administrator for Compliance & Centre Manager Support

  With my experience, skills in compliance and Project Managing with my ability and capabilities in providing the first point of contact for all stakeholders, (Australian Border Force) ABF, advocates, industry & government to streamline and maintain effective relationships. My activities lead the implementation to undertake a broad range of administrative tasks and dissemination of communique for the division. Respond effectively and quickly to stakeholders in a positive manner while adapting to change management and managing change, to embrace business improvements and opportunities. Supported to engage and manage variety of projects to implement key priorities to collaborate with staff and stakeholders with engagement to industry and other external entities related to the project/s. Show less

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  Gilbarco Veeder-Root

  Jan 2019 - Jun 2019

  Business Administrator

  Prepared field-staff working hours for 10 staff and liaised with Head Office payroll system verification. Organised & implemented a OH&S process for the Melbourne Office Critical Occurrence Response Plan. Liaised with the Head Office in Sydney to align processes and procedures to align National standards.

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  BildGroup

  Jun 2019 - Oct 2019

  Bids Administrator

  • Prepare documentation RFQ (Request for Quotation), EOI (Expression of Interest), RFT (Request for Tender) • Stakeholder Liaising with internal and external on-boarding contract engagement to streamline project process • Prepare/Organise on-board documents, travel arrangements, accommodation for projects against contract value• Updated 3DSafety & DAMSTRA for client project on-boarding documentation and input/add project item needs • Manage the incoming stakeholder project quotes & external enquiries for plant and hire or schedule of rates • Captured financial costs, reconciliation of accounts versus actual contract value to prepare for management Show less

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  Civil Aviation Safety Authority

  Nov 2019 - Jan 2022

  Streamline office processes and work activities for the Melbourne CASA office consisting of 65+ staff and 10 Senior Management team and influence stakeholder engagement with industry and government peers. Prepare quarterly financial budgets, forecast to create a plan to manage all Southern Region Regulatory and Surveillance activities for the financial year and generate stakeholder monthly reports on all Southern Region activities on procurement and purchases against budgets, surveillance and regulatory duties against contract obligations to the National Manager. Managed and prepared process mapping and change guidance to streamline surveillance & regulatory processing with the CASA board strategy & vision priorities leading the deliverables. Show less

  • Business Service Officer for the Regulatory Oversight Division to the National Manager Surveillance

    Jul 2021 - Jan 2022

  • Southern Region Business Service Officer & PA to National Manager Regulatory Service

    Nov 2019 - Jul 2021
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  National Disability Insurance Agency

  Jan 2022 - Jun 2022

  Project Officer - Workforce Operations & Planning VIC TAS - Broadmeadows

  National Disability Insurance Agency for the National Disability Insurance Scheme - NDIS - National delivery to provide operational and administrative support on development, management of project plans, research and analysis activities to resolve moderately complex enquiries with statutory processes. Monitoring project budgets and reporting on status updates within the project management framework to the assistant director. Input to program plans and identify progress, risks schedule and budget. Show less

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  Vocus

  Jul 2022 - Sept 2022

  Project Officer

  Reporting into the Infrastructure & Operations Project Manager VAS program for resources and budgeting costs with financial reporting. Prepare and identify Project Financials, Governance within PMO processes and programs to report on the delivery of IT projects. Maintained weekly update reports on Data Centre infrastructure project status on the Platform Expansion for the IRAP accreditation with the Senior Engineer within IT.

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  La Trobe University

  Nov 2022 - May 2023

  Project Management Office - Portfolio Officer

  Digital Transformation - EPMO & PMO information Technology Services (ITS) with Initiatives of business change for programs, projects that form critical part of the Digital Strategies for LaTrobe University.MSP Engagement & Delivery | Information Services | Support Latrobe with a high quality teaching, learning, research and management of administrative standards activities.

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  MIGSO-PCUBED

  Jun 2023 - now

  Program Coordinator - Portfolio Coordinator Lead

  Consultant for Airservices Australia for the Head of Transformation SRO for Facilities and Environment Change Program. To provide a cross matrix organisational operating model to structure and rigour delivery plan for the transformational change, with data integrity and program process interdependencies and dependencies for transparency to stakeholders and executive buy-in. Working with senior executive leads to identify synergies and opportunities within the systems of transformation in an integrating change management activities into the program plans, to focus on the employee experience & service centric delivery. Show less