Charlene van der Merwe
Whangarei,New Zealand
Summary
In my multifaceted career journey across diverse roles, I've honed a robust skill set tailored perfectly for operations, projects, and quality management. I possess a proven track record in fostering collaboration, strategic planning, and meticulous attention to detail. I have a demonstrated history of embodying effective leadership to ensure compliance with national standards, forging trust among stakeholders, and maintaining an unwavering commitment to health, safety, and well-being. My history in administrative & management roles demonstrates my knack for multitasking, financial precision, and seamless workflow management. I am dedicated to team growth, have a strong coaching approach, and unwavering dedication to quality enhancement.
Overview
6
6
years of professional experience
1
1
Certification
Work History
(Remote) Finance & Administrative Manager
Haka Educational Tours
Auckland, New Zealand
06.2023 - Current
- Manage end-to-end financial operations including accounts payable/receivable, GST, payroll, and cash flow across multi-currency accounts in Xero.
- Produce monthly P&L reports, tour reconciliation reports, and cash flow forecasting to support strategic financial planning and management decision-making.
- Oversee bi-weekly payroll for staff and tour guides, review staff expenses, bonuses, and commission payments.
- Ensure financial and HR processes are aligned with company policies, proactively developing and implementing improvements to streamline operations.
- Lead administrative and HR support including onboarding, recruitment coordination, policy updates, and leave management in partnership with people managers.
- Collaborate cross-functionally with the GM and operations team to reconcile tour costs, mitigate financial risks, and implement profit optimization initiatives.
- Use tools such as Slack, Trello, and Google Suite for internal communication, workload prioritization, and project reporting.
- Promotion: Evolved from Finance & Business Administrator (25 hours/week) to Finance & Administrative Manager (32 hours/week) in June 2023.
- Expanded Scope: Took on additional responsibilities in HR, cash flow forecasting, FX exposure management, financial reporting, and policy development.
- Process Leadership: Introduced tools to improve cash visibility, streamlined client invoicing and supplier reconciliation, and enhanced cross-departmental compliance.
- Strategic Influence: Played a key role in improving financial performance by implementing 3+ initiatives to reduce expenses and increase income, including interest yield optimization and tour cost tracking.
- Developed and maintained a comprehensive cash flow management tool adopted in 1:1 management reviews.
- Contributed to the design and validation of tour costing sheets, reducing financial discrepancies.
- Improved internal transparency with timely invoice updates, FX management, and policy adherence.
Recruitment & Rostering Manager - 2023 General Election
Electoral Commission
Whangarei, New Zealand
06.2023 - 11.2023
- As a member of the Electorate leadership team my primary responsibility & accountability in the position of Recruitment & Rostering Manager was to support the delivery of voting services in a community (Electorate) for the 2023 General Election by national standards & policies by recruiting high calibre staff, assigning them to roles, arranging their training, rostering them as required & ensuring their remuneration was accurate and on-time.
- Recruited enough quality staff consistent with Electoral Commission standards & EEO policies & practices using the in-house recruitment system (Snaphire).
- Implemented the electorate plan for the recruitment and training of staff.
- Fostered a collaborative approach across the electorate & region, providing backup support to team members in times of absence.
- Provided effective leadership to the team, ensuring New Zealanders trust, value, & take part in parliamentary elections.
- Developed an understanding & recognised & acted upon the articles of te Tiriti
- Waitangi.
- Developed & maintained effective working relationships with internal & external stakeholders.
- Contributed to the achievement of team goals by meeting expectations & offering suggestions for improving current systems & procedures.
- Ensured a future-focused approach to research & development, actively participated in discussions & suggested improvements in research & analysis methods.
- Took reasonable care for my own health, safety, & wellbeing & that of others at work, & proactively demonstrated adherence to the organisation's health, safety, & wellbeing related values.
Finance & Administration (Remote Temp Role)
Thrive CA
Auckland, New Zealand
01.2022 - 10.2022
- As an Administrative Assistant in Finance & Admin, my primary purpose was to provide essential support in ensuring the smooth & efficient operation of financial & administrative functions within the organisation.
- Coordinated & booked meetings, ensuring pre-work was prepared & agendas were sent in a timely manner.
- Organised all meeting requirements & efficiently prepared & distributed meeting minutes.
- Provided comprehensive support to the Director by managing diary schedules & workflow.
- Efficiently managed WorkflowMax, handled invoicing using Xero, & maintained client records in Connectworks & Companies Office.
- Loaded blog content, oversaw digital events, & implemented agreed-upon changes to site content.
- Scheduled & managed social media content & channels in collaboration with the Director.
- Developed templates, internal processes, & procedures to enhance organisational efficiency.
- Provided valuable support in managing courses & memberships.
- Undertook various ad hoc duties as required by the Director & the wider team.
- Processed documents, reconciled bank accounts, and prepared GST returns with precision, supporting the team in delivering bookkeeping services to clients.
Exam Center Manager (Temp Role)
NZQA
Whangarei, NZ
09.2021 - 12.2021
- As an Exam Center Manager I managed examination operations at Kamo High School, ensuring compliance, efficient supervision, and adherence to NZQA procedures.
- Directly liaised with NZQA for examination conduct at Kamo High School.
- Ensured compliance with health and safety regulations at examination centers.
- Coordinated with the school for required accommodations and equipment.
- Prepared examination planners efficiently for supervision.
- Recruited, contracted, vetted, and trained examination supervisors.
- Managed schedules and details of examination staff online.
- Facilitated special assessment conditions for specific candidates.
- Oversaw secure storage and handling of examination materials.
- Monitored examination processes to ensure compliance with NZQA guidelines.
- Reported examination irregularities to NZQA and completed necessary claim schedules online.
Administrative Practice Assistant
Northland Orthopaedic Centre
Whangarei, New Zealand
05.2021 - 08.2021
- As an Administrative Practice Assistant in this medical practice, I took on the responsibility of personal administrative assistance to individuals & played a vital role in representing physicians & ensuring the seamless operation of the healthcare services.
- Screened & managed incoming telephone calls, ensuring prompt recording & relaying of messages.
- Scheduled, received, & announced patients & visitors, creating a welcoming & organised environment, as well as screened unscheduled patients, arranged referrals to other healthcare providers, & coordinated various appointments.
- Maintained physician calendars, scheduled patient appointments, consultations, & managed professional commitments, organised & coordinated meetings, conferences, teleconferences, & travel arrangements for physicians.
- Transcribed dictation & prepared accurate medical reports, patient histories, operative notes, manuscripts, & correspondence.
- Planned, organised, & coordinated various projects, ensuring efficiency & adherence to timelines.
- Developed & utilised filing & retrieval systems to maintain patient records.
- Completed direct patient & third-party billing, ensuring accuracy & compliance while monitoring accounts receivables, initiating collection calls, & sending reminders to optimise revenue generation.
- Ensured compliance with relevant healthcare regulations & standards, & upheld patient confidentiality & protected operations by maintaining strict confidentiality standards.
Office Manager & Personal Assistant to CFO (Temp)
Site Safe
Wellington, NZ
01.2021 - 04.2021
- Utilising a proactive approach my temp role as Office Manager was to provide comprehensive support to the Group Manager of Organisation Support, using multitasking & organisation skills to maintain a smooth operational environment.
- Efficiently managed the Group Manager's inbox, ensuring timely responses & prioritised critical communications.
- Scheduled & maintained the calendar for the Group Manager, coordinating appointments, meetings, & events.
- Processed & managed access cards for employees, ensuring a secure & streamlined access control system.
- Responded to maintenance issues promptly & liaised with maintenance providers as required for efficient issue resolution.
- Reconciled the Group Manager's Organisation Support visa statement, maintaining accuracy & compliance with financial procedures.
- Collated papers & prepared materials for the Group Manager's attendance at various meetings, including Executive Leadership Team, Senior Leadership Team, & Board meetings.
- Organised & coordinated meetings for the Organisation Support department, including setting agendas & preparing minutes.
- Coordinated & organised Support Manager meetings, ensuring effective communication & collaboration within the team.
Facility Service Co-ordinator
Aquaheat NZ Limited
Wellington, NZ
10.2019 - 08.2020
- In my role as a Facility Service Co-ordinator, I played a crucial role in managing service technicians, coordinating job tasks, handling client interactions, & ensuring efficient operational processes within our facilities management team.
- Managed service technicians in the field, ensuring timely & efficient completion of tasks on an hourly basis while updating job cards daily to track progress & maintain accurate records.
- Sent out invoices to clients promptly & accurately, as well as generated purchase orders, confirmed item receipts, & maintained financial documentation.
- Liaised with sub-contractors to coordinate on-site jobs, ensuring smooth collaboration & adherence to project timelines.
- Receipted all emails to the service center following agreed procedures & standards, responding to inquiries & requests promptly.
- Maintained organised records & filing systems, ensuring easy retrieval of information as needed, & assisted in document control, keeping records & files up to date.
- Provided the necessary support to the Facilities Manager & the rest of the Facilities Management team as required.
- Answered phones & promptly & efficiently handled all incoming emergency maintenance calls.
- Dealt with ad-hoc queries, taking appropriate actions or directing them to the relevant personnel.
- Attended client & site coordination meetings, contributing to effective communication & problem-solving.
- Built & maintained strong relationships with contractors & other stakeholders, scheduled planned & reactive maintenance, & ensured optimal facility performance.
Education
Bachelor of Accounting - Accounting
North-West University
Potchefstroom, South Africa01.2002
Skills
- Full Car Licence
- Coordination Planning, Management & Coordination of Projects, Logistics & Operations
- Document Control Managing &
Maintaining Documentation - Administration
- Stakeholder Management
- Xero Connectworks Companies
Office pronto SimPro Pastel
Accounting Navision Accounting
Peachtree Accounting
- Auditing in Maintenance, Compliance,
Inventory & Operations Driving
Continuous Improvement - Financial Handling Financial
Management Budgeting Financial
Reporting - Training & Development
- Human Resource Payroll Snaphire
- Microsoft Office Skills Google Suite
WorkflowMax Social Media Various
Cloud & App Based Programs
Accomplishments
- Demonstrated Coordination & Organisation, Electoral Commission 2023, Implemented efficient onboarding processes for a sizable workforce, ensuring exceptional organization and motivation, resulting in zero absenteeism on Election Day. Developed a comprehensive Excel spreadsheet, recognized by the Electoral Commission for its utility in future election planning.
- Demonstrated Adaptability, Thrive CA 2023, Successfully adapted to remote work from Auckland, exhibiting autonomy, punctuality, and adeptness in navigating diverse IT programs. Cultivated a strong rapport with my manager, maintaining ongoing communication. Contributed to boosting social media engagement and expanding followership.
- Demonstrated Resilience, Haka Educational Tours & Electoral Commission 2023, Simultaneously managing roles at the Electoral Commission and Haka Tours during peak seasons (July/Aug/Sep) presented a notable challenge. Maintaining a part-time commitment with Haka Tours has been mutually beneficial, fostering satisfaction. Scheduled to meet them soon with potential opportunities for increased involvement in their operations, compliance, and project management.
References
Referees available on request.
Other Training Memberships
- NZQBA Qualified Bookkeeper Member (NZQBA1003)
- Xero Payroll Certified & Xero Advisor Certified (2022)
- H&S Core Competencies for Managers (Impac 2023)
- Provide First Aid | Basic Life Support (2023)
- Te Whāinga
- Te Ao Tikanga (Level 3) (2022)
Certification
- NZQBA Qualified Bookkeeper Member (NZQBA1003)
- Xero Payroll Certified & Xero Advisor Certified (2022)
- H&S Core Competencies for Managers (Impac 2023)
- Provide First Aid | Basic Life Support (2023)
- Te Whāinga o te Ao Tikanga (Level 3) (2022)
Languages
English
Professional
Afrikaans
Professional
Arabic
Limited
Dutch
Limited
Timeline
(Remote) Finance & Administrative Manager
Haka Educational Tours
06.2023 - Current
Recruitment & Rostering Manager - 2023 General Election
Electoral Commission
06.2023 - 11.2023
Finance & Administration (Remote Temp Role)
Thrive CA
01.2022 - 10.2022
Exam Center Manager (Temp Role)
NZQA
09.2021 - 12.2021
Administrative Practice Assistant
Northland Orthopaedic Centre
05.2021 - 08.2021
Office Manager & Personal Assistant to CFO (Temp)
Site Safe
01.2021 - 04.2021
Facility Service Co-ordinator
Aquaheat NZ Limited
10.2019 - 08.2020
Bachelor of Accounting - Accounting
North-West University
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