Summary
Overview
Work History
Skills
Timeline
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Lucy Poutu

Lucy Poutu

Office Administration/ Dispatch Coordinator
Auckland,AUK

Summary

Dynamic Office Administrator with a proven track record, enhancing office efficiency and mastering project coordination. Leveraged MS Office, Excel, Xero and salesforce expertise and exceptional customer service to boost client satisfaction and streamline administrative processes. Known for a positive attitude and adept staff management, significantly improving team productivity and morale.

Overview

8
8
years of professional experience

Work History

Administrator/Dispatch Coordinator/ Office Manager

All Drains
Auckland, Auckland
02.2022 - 06.2024
  • Handled sensitive information discreetly, maintaining strict confidentiality at all times as required by company policy or legal regulations.
  • Managed office inventory levels, ensuring adequate supplies were available while minimizing waste and unnecessary spending.
  • Maintained personnel records and updated internal databases to support document management.
  • Established an organized filing system that streamlined document retrieval and reduced misplaced files.
  • Improved employee productivity with effective time management strategies for daily tasks.
  • Organized workflow and delegated tasks effectively to ensure timely project completion without compromising quality.
  • Maintained accurate documentation of company policies and procedures for easy reference by all employees.
  • Provided exceptional customer service to both internal and external stakeholders through prompt response times and thorough issue resolution efforts.
  • Responded to inbound inquiries regarding accounts and payments.
  • Collaborated with sales team to resolve billing discrepancies, resulting in improved customer relationships and increased client satisfaction.
  • Prepared billing statements and invoices for customer purchases and recorded transaction date, price and fees to support accuracy.
  • Prepared and mailed invoices to customers, processed payments, and documented account updates.
  • Reconciled accounts receivable ledger to verify payments and resolve variances.
  • Conducted comprehensive interviews to assess candidate skills, qualifications, and cultural fit within the organization.
  • Created detailed job descriptions that accurately reflected position requirements and expectations, attracting well-suited applicants.
  • Identified gaps in skill sets across departments by analyzing workforce data, aiding in strategic workforce planning initiatives.
  • Managed high-stress situations effectively, maintaining professionalism under pressure while resolving disputes or conflicts.
  • Resolved customer complaints with empathy, resulting in increased loyalty and repeat business.
  • Responded to customer requests for products, services, and company information.

Office Administrator

Carters Tyres
01.2019 - 02.2022
  • Coordinated communications, financial processing, registration, recordkeeping, and other administrative functions.
  • Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
  • Maintained electronic and paper filing systems for easy retrieval of information.
  • Tracked office supplies and restocked low items to keep team members on-task and productive.
  • Maximized office space utilization by maintaining a clean, organized work environment that encouraged productivity and efficiency.
  • Cultivated positive rapport with fellow employees to boost company morale and promote employee retention.

Receptionist

Bayleys Real Estate
03.2016 - 12.2018
  • Greeted incoming visitors and customers professionally and provided friendly, knowledgeable assistance.
  • Responded to inquiries from callers seeking information.
  • Resolved customer problems and complaints.
  • Confirmed appointments, communicated with clients, and updated client records.
  • Answered central telephone system and directed calls accordingly.
  • Kept reception area clean and neat to give visitors positive first impression.
  • Handled cash transactions and maintained sales and payments records accurately.

Skills

Office Administration

Customer Service

Administrative Support

Staff Management

Project Coordination

New Hire Onboarding

Positive Attitude

Invoicing and Billing

Scheduling proficiency

Timeline

Administrator/Dispatch Coordinator/ Office Manager

All Drains
02.2022 - 06.2024

Office Administrator

Carters Tyres
01.2019 - 02.2022

Receptionist

Bayleys Real Estate
03.2016 - 12.2018

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Lucy PoutuOffice Administration/ Dispatch Coordinator