Kelley Tams
East Tamaki,Auckland
Summary
Highly organized administrator with over 20 years of experience enhancing operational efficiency. Proven ability to lead administration teams, coordinate major events, and manage complex schedules while ensuring exceptional communication with stakeholders. Committed to professionalism and integrity in all interactions.
Overview
33
33
years of professional experience
Work History
Executive Assistant to Leaders of Learning
Ormiston Junior College
East Tamaki, Auckland
10.2022 - Current
- Facilitated travel, conference, and event logistics for leaders of learning; managed calendars and emails for optimal scheduling.
- Coordinated monthly financial reconciliations with executive officer; resolved Novopay queries and reviewed contracts to uphold compliance.
- Managed administration team to ensure operational efficiency and staff support.
- Scheduled and tracked completion of board of trustees tasks; organized policy reviews for monthly presentations to ensure readiness.
- Directed health & safety committee to meet facility standards; organized annual first aid training for staff.
- Assisted in recruitment process for all staff and volunteers; conducted police vetting.
- Collaborated with property management team to maintain safety and functionality of school facilities.
- Oversaw care and maintenance of school vehicles to ensure reliable transportation.
Customer Services/Export Manager - contract role
Alive Foods
01.2022 - 09.2022
- Liaised with freight forwarders for large orders, ensuring timely deliveries and customer satisfaction.
- Coordinated container and air freight bookings, preparing all necessary export shipping documentation for compliance.
- Managed international orders through customer portals, ensuring efficient processing.
- Processed orders for all New Zealand customers, ensuring fulfillment before midday for daily dispatch.
- Monitored stock balances to ensure optimal order fulfillment across multiple locations.
- Checked stock levels in New Zealand, California, and Chicago warehouses to meet demand.
- Created packing slips and invoices using Reckon for accurate order documentation.
- Resolved delivery discrepancies and issued credit adjustments.
Receptionist/Office Administration
Totara Hospice
05.2021 - 08.2021
- Managed front desk operations as primary contact for families at hospice.
- Coordinated filing and administration processes for volunteer reception staff to ensure efficient operations.
- Ensured accurate processing of receipts to maintain financial records. and banking transactions efficiently.
- Managed venue hire inquiries for conference facilities, facilitating smooth event planning and execution.
- Performed administrative tasks to support staff needs.
- Utilized Medtech 3.0 to load patient referrals and create files.
- Prepared patient files for medical staff review and access.
- Supported clinical administrator by managing overflow workload and providing coverage during annual leave, ensuring continuity of services.
Operations & Office Manager
Papatoetoe Seventh Day Adventist Church
01.2018 - 05.2021
- Managed reception, banking, event calendaring, and administrative tasks to streamline office operations.
- Oversaw procurement of supplies and coordinated contractor services to maintain optimal functionality.
- Managed cleaners, grounds staff, and security personnel for efficient facility management.
- Coordinated 30-50 weekly venue bookings and managed major events seating 200-500 guests.
- Generated approximately $180,000 in annual income through effective venue hire strategies.
- Executed repairs and maintenance to support seamless facility operations.
- Performed invoicing and credit card reconciliation using Xero accounting software.
- Supported management with administrative tasks with various administrative tasks.
CAP Administrator
Christians Against Poverty
02.2017 - 01.2018
- Assisted clients in compiling required paperwork for CAP applications, ensuring completeness and accuracy.
- Guided clients through proposed CAP budgets, ensuring thorough understanding and acceptance.
- Liaised with WINZ, banks, and debt collectors to facilitate communication.
- Maintained ongoing communication with clients and debt collectors to facilitate smooth repayment processes.
- Conducted home visits to assess client needs for debt relief assistance.
Office Administrator
Elim Christian College
01.2015 - 01.2017
- Coordinated parent-teacher interview days, overseeing online booking system and facilitating communication between staff and parents.
- Managed school communication system, composing and distributing essential updates to parents and staff.
- Junior Campus reception duties, dealing with parents, students and visitors.
- Junior Campus finance - espos, cash & cheque payments, daily/weekly reconciliation and banking - following all audit procedures required.
- Assisted Director of Aser School Care programme with invoicing and addressing parent inquiries.
- Provided first aid services to students during school hours.
- Administrative project work as required by school management (e.g., Koanga Festival, Athletics Days, School Photo days).
After School Care Administrator
Elim Christian College
01.2013 - 12.2014
- Established processes and procedures for after-school care program, facilitating effective implementation.
- Drafted policies meeting MSD requirements for OSCAR funding, ensuring program compliance.
- Managed weekly administrative tasks, supporting operational continuity and efficiency.
- Supported school office staff in front reception duties, enhancing visitor experience.
Junior Campus Sports Coordinator
Elim Christian College
01.2012 - 12.2012
- Coordinated sporting events and student participation, fostering engagement and teamwork at Elim Christian College Junior Campus.
- Organized extracurricular sports for students in years zero to eight across various codes.
- Provided coaching and training for all sporting codes to enhance student performance.
- Organized netball tournament for Auckland Christian Schools Association, facilitating competition and sportsmanship among participating schools.
- Served as administrator for Auckland Christian Schools Association, ensuring operational efficiency.
- Managed sports budget for junior campus, ensuring effective allocation of resources for athletic programs.
- Compiled monthly reports for school board to communicate progress and activities.
Gateway Coordinator
Mt Roskill Grammar School
03.2011 - 08.2011
- Developed and implemented processes and procedures for newly introduced gateway program to ensure effective operation.
- Conducted student selection and interview process to identify suitable candidates.
- Sourced prospective employers to offer work experience opportunities for students.
- Coordinated introductions between students and employers to support smooth workplace transitions.
- Managed financial records of income and expenditures related to gateway funding to maintain budgetary compliance.
Office Manager
Footsteps Community Preschool
10.2007 - 01.2011
Account Manager
Mailshop Limited
03.1999 - 09.2000
Account Manager
Trio Business Forms
03.1996 - 06.1998
Senior Advertising Assistant
Countdown Foodmarkets New Zealand Limited
10.1995 - 03.1996
Traffic Manager/Production Assistant
CWFS Advertising
03.1994 - 06.1995
Skills
- Customer service excellence
- Organizational skills
- Team collaboration
- Effective communication
- Self-motivation
- Adaptability and support
- Document and calendar management
- Calm decision-making under pressure
- Event coordination
- Health and safety compliance
- Customer relationship management
- Problem-solving abilities
- Attention to detail
- Process improvement strategies
- Travel coordination
- Report preparation skills
- Office management
Timeline
Executive Assistant to Leaders of Learning
Ormiston Junior College
10.2022 - Current
Customer Services/Export Manager - contract role
Alive Foods
01.2022 - 09.2022
Receptionist/Office Administration
Totara Hospice
05.2021 - 08.2021
Operations & Office Manager
Papatoetoe Seventh Day Adventist Church
01.2018 - 05.2021
CAP Administrator
Christians Against Poverty
02.2017 - 01.2018
Office Administrator
Elim Christian College
01.2015 - 01.2017
After School Care Administrator
Elim Christian College
01.2013 - 12.2014
Junior Campus Sports Coordinator
Elim Christian College
01.2012 - 12.2012
Gateway Coordinator
Mt Roskill Grammar School
03.2011 - 08.2011
Office Manager
Footsteps Community Preschool
10.2007 - 01.2011
Account Manager
Mailshop Limited
03.1999 - 09.2000
Account Manager
Trio Business Forms
03.1996 - 06.1998
Senior Advertising Assistant
Countdown Foodmarkets New Zealand Limited
10.1995 - 03.1996
Traffic Manager/Production Assistant
CWFS Advertising
03.1994 - 06.1995