Latoya Yeoman

Project Administration

• Assist the Project Team and Clients to define projects, design brief and scope
• Establish and manage communication plans
• Manage relationships with Key Stakeholders, School Principals & School Administrators
• Liaise with numerous Ministry of Education staff
• End of Month invoicing
• Prepare Budgets and reports for Ministry of Education funding approval
• Assist in preparing design phase programmes
• Prepare month reports for clients
• Process school invoices
• Ensure variations and budgets are met
• Prepare & collate tender documentation
• Coordinate with other consultants to ensure project scope remains within budget
• Arrange statutory consents
• Prepare various documentation for the Ministry of Education through out the project
• Award contracts and tenders
• Facilitate and manage on site related activities
• Coordinate site inspections
• Coordinate contractors when required
• Ensure all design completion certificates and code of compliance certificates have been received by council
• Identify and Remediate defects within the notification period
• Assist with the Ministry of Education 10 Year Property Plans
• Enter all data onto the Ministry of Education portal

Responsibilities:

• Coordinate the Business Development departmental operational and administration activities
• Prepare PowerPoint bid presentations
• Calendar management for the Business Development Director
• Receiving of incoming calls and website enquiries
• Coordinate travel requirements and itineraries, organisation wide
• Update client database, Ungerboeck Software International (USI)
• Prepare hiring agreements
• Coordinate Te Pae Christchurch attendance at National and International Roadshows and Conference’s
• Support Coordination of Te Pae Christchurch events and invitation creation and management
• Manage Business Development image library
• Assist with maintenance of social media platforms
• Collation and preparation of the Business Development monthly report and team meeting
• Process all invoices & raise purchase orders through USI
• Coordinate client site visits
• Manage Human Force sign in and out app for the Business Development Team
• Provide reception cover as required

Executive Assistant to General Manager (additional duties including the above)

• Daily Calendar management
• Efficient Inbox management
• Ensure the General Manager has all information and resources required ahead of time for meetings & work activities
• Act as first point of contact internally for the General Manager
• Assist with monthly reports
• Assist in preparation of annual reports and business plans
• Arrange and coordinate weekly executive meetings, record minutes and actively manage action list for the executive team and General Manager
• Process all invoices, & raise purchase orders through USI
• Manage monthly staff meetings, presentations and catering
• Manage Human Force sign in and out app for the Executive Team
• All other general executive assistant and administrative duties

Project Coordinator, December 2018 – October 2019

• Manage and coordinate programme delivery for the Regional Business Partner network programme, Canterbury Region
• Manage and coordinate programme delivery for the Job Ready Programme
• Provide EA support to the General Manager of Innovation and Business Growth
• Provide admin support to the Innovation and Business Growth team
• Provide commentary for monthly reporting for RBP and Job Ready accurately and in a timely manner
• Support the innovation and business growth team relationships with stakeholders, including planning and coordinating meetings, scheduling appointments and representing teams at meetings
• Daily coordination and activities for GreenHouse, a co working office in the Innovation Precinct
• Facilities, events and health & safety management for GreenHouse
• Provide direction, empower and motivate others to achieve organisational goals
• Participating in senior leadership forums for the development of organisation strategy and review performance
• Support and manage staff and contractors in the use of pool resources
• Creating brand awareness
• Administrative duties, taking minutes for workshops and formal meetings from senior management level to smaller informal meetings
• Managing sponsor relationships closely and obtain future commitment and funding
• Provide reception cover
• Regular stakeholder and investment partner engagement

Other roles held at ChristchurchNZ:

• Executive Assistant, June 2018 – December 2018
• Office Services Coordinator, February 2016 – June 2018
• Receptionist / Administration Support, April 2015 – February 2016

• Obtain completed all documentation & architectural plans and files
• Planned and supervised all personal travel arrangements
• Liaise with the project manager, managing foreman and managing directors to ensure completion of projects
• Maintain and managed activities, commitments, and deliveries for the day
• Efficiently managed telephone calls, emails and collected & sorted mail
• Perform administrative duties for projects while working closely with project management, subcontractors, and clients.
• Schedule work for homeowners and subcontractors for pricing requirements
• Created and maintained homeowner files
• Organised and schedule project meetings and weekly team meetings
• Prepare meeting minutes and monthly reports

• Greet and welcome guests as soon as they arrive at the office
• Direct visitors to the appropriate person and office
• Answer, screen and forward incoming phone calls
• Ensure reception area is tidy and presentable, with all necessary stationery and material (
• Provide accurate information in-person and via phone/email
• Receive, sort and distribute daily mail/deliveries
• Maintain office security by following safety procedures and controlling access via the reception desk
• Order office supplies and keep inventory of stock
• Update calendars and schedule meetings
• Arrange travel and accommodations, and prepare taxi chits
• Keep updated records of office expenses and cost
• Perform other clerical receptionist duties such as filing, photocopying, transcribing and faxing
• Assist and cover the concierge with daily training. Preparing the room, working with the presenter
• Manage licensing spreadsheet, follow up expired drivers licences
• Manage TWAs, Autoparts and Pre Delivery’s fuel cards
• Update all company vehicle registrations on Excel, ensuring rego is current
• Publish bulletins for the Manager Director, General Manager,Sales, Fleet and Marketing Managers
• Create PowerPoint presentations for monthly staff meetings
• Assist the accountant with asset tagging
• Assist with invoicing to the dealerships