Jemma Omlo

• Oversaw employee onboarding processes, ensuring seamless integration into the company culture from day one.
• Streamlined office processes by implementing new project management software and training staff on its usage.
• Improved operation procedure between IT provider and end-users.

• Handled sensitive information with discretion, maintaining confidentiality of company documents and personnel records.
• Provided exceptional customer service when addressing client inquiries or concerns via phone calls or email correspondence.
• Maintained accurate financial records by reconciling accounts payable/receivable transactions regularly to ensure balanced budgets.
• Oversaw office inventory activities by ordering and requisitions and stocking and shipment receiving.
• New ACC ISSC Provider applications (work with applicants and with ACC)
• Purchase Order management
• Client Management System (CMS) management, including Provider training and support
• Provider administration support
• Provider invoice and payment management
• Submission of Police Vetting checks
• ACC and Provider liaison
• Supplier and Provider contracts/agreements
• Quarterly Reporting data collection/collation/submission
• Travel charges guidance for Providers
• GST registration guidance for Providers
• Management of Provider compliance certification (insurance, APC, Police Vetting, etc.)
• Management of Provider performance (arranging annual report review by Supplier)

• Completed journal entries, reconciliations, and account analysis to prepare quarterly financial documents and general account management.
• Explained insurance benefits, fees and procedures to patients.
• Contacted insurance carriers to discuss policies and individual patient benefits.
• Submitted claims to insurance companies on same day as patient treatment.
• Managed accounts payable and receivable functions, ensuring timely payments and accurate recordkeeping.
• Answered questions over phone and in-person regarding billing, scheduling and treatment.
• Maintained a high level of confidentiality when handling sensitive financial information and employee records.
• Streamlined month-end closing procedures, reducing time spent on reconciliations and adjustments.
• Conducted regular variance analyses between actual expenditures and budget projections, identifying areas for improvement or cost savings.
• Followed up with delinquent accounts to obtain funds and reduce aging balances.
• Managed payroll data entry and processing for up to 8 employees to comply with predetermined company guidelines.
• Completed year-end close processes through effective supervision financial functions and regular treasury transactions.
• Prepared balance sheets, cash flow reports and income statements.
• Provided backup to front desk to step in to assist with various tasks whenever employee was absent or at lunch.
• Reception duties.
• Manage Gensolve (a practice management system) for all appointment scheduling and clinic management.
• Financial management, including creditors and debtors and month end reconciliation. Manage the bank accounts and GST, PAYE and ACC payments using Xero accounting software.
• Manage pays using Xero Payroll.
• Liaise with ACC, Insurers and Private customers to provide services for clients and manage their return to work.
• Proofreading all medical reports prior to submitting to Case Managers/Referrers.
• Maintenance of the company website.
• Develop and maintain office systems/procedures for best practice.
• Attend Team Meetings and take minutes to distribute to staff.

• Handled sensitive information discreetly, maintaining strict confidentiality at all times as required by company policy or legal regulations.
• Maintained personnel records and updated internal databases to support document management.
• Organized workflow and delegated tasks effectively to ensure timely project completion without compromising quality.
• Managed office inventory levels, ensuring adequate supplies were available while minimizing waste and unnecessary spending.
• All grant funding applications, and management of the ensuing approved funds, including completing all accountability reports.
• Conduct research into new funding organisations.
• Annual fundraising.
• Manage all the financial accounts, GST, PAYE and ACC payments using MYOB AccountRight, and then later using Xero.
• Financial management, including creditors and debtors, providing financial reports to the monthly Board Meetings, overseeing the expenditure of the petty cash, developing the annual financial budget and preparing the accounts for annual audit.
• Process all pays using MYOB Payroll, and then later using Xero Payroll. We had over 15 staff members.
• Manage the Client Management System (CMS) database for our ACC Sensitive Claims contract. I was responsible for all Purchase Orders and invoicing.
• Attend meetings with grant funding providers, the Te Rito Network (a stopping violence network group), the Volunteer Nelson Community & Whanau meeting and our contract providers; ACC and the Ministry of Social Development. I facilitated a Community & Whanau meeting, where over 60 community representatives attended.
• Manage employment files and coordinate all applications for advertised job positions, including contact with employee referees.

I was responsible for applying for grant funding for the Richmond RDA and successfully secured the following:

• 20 grants in 2012, securing over $70,000 in funding.
• 18 grants in 2013, securing over $76,000 in funding.
• At the time I departed I secured 12 grants at over $56,000 with another $25,000 pending.

My role was to liaise with grant organisations and maintain relationships but also research new grant donor organisations and build networks. I successfully developed office systems and procedures and maintained excellent records. I communicated very well with the committee and built strong relationships and have earned trust and respect. I also perfected the art of persuasive writing in order to successfully apply for grants.

• Maintained appropriate filing of personal and professional documentation.
• Oversaw personal and professional calendars and coordinated appointments for future events.
• Responded to emails and other correspondence to facilitate communication and enhance business processes.
• Improved time management of the executive through effective prioritization and organization of tasks.
• Manage all the financial accounts, GST, PAYE and ACC payments using Microsoft QuickBooks.
• Process all contracts and manage client files.

• Greeted incoming visitors and customers professionally and provided friendly, knowledgeable assistance.
• Confirmed appointments, communicated with clients, and updated client records.
• Answered phone promptly and directed incoming calls to correct offices.
• Kept reception area clean and neat to give visitors positive first impression.
• Resolved customer problems and complaints.
• Handled cash transactions and maintained sales and payments records accurately.
• Streamlined front desk operations for increased efficiency by effectively managing phone calls, emails, and walk-in clients.
• Responded to inquiries from callers seeking information.
• Maintained a well-organized reception area with updated materials, contributing to a welcoming environment for visitors.

• Handled sensitive information with discretion, maintaining confidentiality of company documents and personnel records.
• Streamlined office operations by implementing efficient filing systems and organizational strategies.
• Assisted in the recruitment process, conducting interviews and onboarding new employees to promote a seamless integration into the team dynamic.
• Oversaw office budget, ensuring all expenditures were within allocated funds and identifying cost-saving opportunities.
• Developed and enforced office policies that aligned with company values and regulatory requirements, maintaining compliance.