Tracey Jones
Gisborne
Summary
Personable office administrator with experience in Microsoft Office Suites and office systems. Excels in both team and individual settings. Results-driven with a strong work ethic, prioritizing multiple tasks, managing workloads, greeting visitors, answering incoming phone calls, and fulfilling staff members' requests. Problem-solver who is professional and welcoming, creating an upbeat work environment.
Effective communicator with a people-oriented approach, dedicated to achieving positive outcomes and excellence in the work environment.
Overview
23
23
years of professional experience
Work History
Office Administrator
AgFirst Engineering Limited
06.2019 - Current
- Maintained personnel records and updated internal databases to support document management.
- Reviewed vendor invoices for appropriate documentation and validity prior to payment.
- Collaborated with other departments to resolve discrepancies in invoices or purchase orders, promoting smooth business operations.
- Prepared vendor invoices and processed incoming payments.
- Trained new team members on accounts payable processes, fostering a productive work environment.
- Assisted in month-end closing procedures, ensuring all invoices were processed on time to reflect accurate financial statements.
- Maintained good working relationships with vendors and resolved disputes.
- Demonstrated adaptability during peak workload periods while maintaining high-quality results and meeting tight deadlines.
- Maintained high level of data integrity by consistently updating vendor information in the system accurately.
- Reduced environmental impact by transitioning to paperless accounts payable process.
- Generated invoices upon receipt of billing information and
- Organized workflow and delegated tasks effectively to ensure timely project completion without compromising quality.
- Provided exceptional customer service to both internal and external stakeholders through prompt response times and thorough issue resolution efforts.
Receptionist/Administrator
Pultron Composites Ltd
01.2017 - 05.2019
- Reception
- Accounts Payables
- Reconciling Month End Accounts Payable
- Producing Electronic Purchase Orders
- Processing Notarise Documents for Authentication and Attestation through DIA and MFAT
- Expedited daily office tasks such as mail distribution, document scanning, photocopying, and data entry to ensure smooth workflow.
- Greeted incoming visitors and customers professionally and provided friendly, knowledgeable assistance.
- Coordinated meeting room bookings, optimizing space utilization, and accommodating diverse needs.
- Answered incoming calls, directing clients to individuals addressing specific needs.
- Welcoming and ensuring ease of meet for National International trade visitors/clients
- Kept reception area clean and neat to give visitors positive first impression.
- Entering Engineering Service Requests
- Handled complaints and questions, and re-directed calls to other team members.
- Daily onsite and offsite report
- Boosted company image by providing friendly, professional, and timely assistance to all visitors, clients, and vendors.
- Assisted in organizing company events, contributing to team morale and cohesion.
- Maintained inventory of office supplies, preventing shortages and supporting daily operations.
- Enhanced efficiency of mail distribution, ensuring timely delivery and response.
- Managed multi-line phone system, ensuring prompt and courteous service to callers.
- Increased office security by updating visitor check-in procedures and protocols.
Office Administrator
Pono Contracting Ltd - Contracted to Air NZ Aviation Ground Handling Transport Services
01.2012 - 01.2016
- Filing & Collating Records to Accountant
- HR Administration Letters of offer, Employment Agreement, Recruitment, new staff employee documentation for Employee Performance Review documents
- New Staff Induction assistance
- Purchasing and Issues of staff uniforms
- Payroll MYOB Bank link – Data entry
- GST PAYE
- Monthly Accounts Payable/Receivable
- Liaising with Accountant records to Accountant
- Budget Forecasts Excel
- Fleet management and maintenance
- Liaison/communication with Air NZ Captain and Flight Crews (Pickups)
- Data Entry Excel Spreadsheeting
- Scheduling Pickup and drop offs with Air NZ Flight Crews
- File Management Dropbox
- Liaising with International Jet Services Air Centre One for Services
Maintenance and Control Administrator Part time
Gisborne Helicopters Ltd
01.2014 - 01.2015
- Maintaining aircraft parts and inventory Excel
- HR Administration assist Word
- Weekly & monthly Maintenance reporting Excel
- File Management Dropbox
- Excel Spreadsheeting
- Data entry Accurate and attention to detail Excel
- Fleet management & maintenance Excel
- CAA audits assist
- Pilots, client and Engineer liaison communication
- Assists in maintaining and compiling company Policies and Procedures & Health and Safety Manuals Procedures
- Strong problem solving skills required
- Greeting clients Aircraft bookings phone enquires
- Maintaining ordering office & furniture supplies
- Courier packages sending out of parts to Engineer
- Aircraft tracking Spider tracks
Customer Service Officer
Kiwibank NZ Post - Gisborne
01.2011 - 01.2012
- Customer Service
- Banking Teller Data Entry
- Foreign exchange
- Post
- Passport Birth Certificate & RDO applications
- Travel insurance
- Western Union money transfers
- Bank opening & closing
- Upselling products & services
- Reaching daily KPI targets
- Problem solving
Office Administrator Part time
Pono Rennie Courier - Contracted NZ Courier Ltd
01.2007 - 01.2012
- Office Administration Systems
- GST Paye
- Coordinate relief drivers
- Fleet management and maintenance
Beauty Therapist Part time
Ahu Beauty Therapy Owner Operator
01.2007 - 01.2008
Tutoring Beauty care & Personal presentation Part time
Matapuna Training Centre
01.2007 - 01.2008
- Delivering lesson plans in Skin Care and Personal Appearance
Beauty Therapist Part time
Gisborne Skin & Body Specialist
01.2006 - 01.2007
Studied Fulltime - Diploma Beauty Therapy
Elite International School of Beauty Therapies
01.2005 - 01.2006
Administrator Fulltime
Fulton Hogan East Coast Ltd
01.2002 - 01.2004
- Producing & collating monthly Invoicing claims
- Meeting contract status/Turnovers deadlines
- Maintain Work instructions
- Accurate Data Entry HFM
- Daily reporting/communications to Client/stakeholders
- Coordinate Work orders & dispatch staff
- Invoicing JDE Program
- Data Entry Job Reports & Estimates JDE Program
- Initiate & implement HFM protective clothing procedure system & manual
Education
School Cert - 6th Form Cert
Lytton High School
DIPLOMA Beauty Therapy NZ - C.I.D.E.S.C.O International, C.I.B.T.A.C ELECTROLYSIS
Elite International School of Beauty & Spa Therapies
Skills
- Administration and reporting
- Accounts payable and receivable
- Customer engagement
- Problem resolution
- MS Office, Accredo, Xero, Simpro suites
- Work Planning and Prioritization
- Time management
- Professional and courteous
- Good judgment
Timeline
Office Administrator
AgFirst Engineering Limited
06.2019 - Current
Receptionist/Administrator
Pultron Composites Ltd
01.2017 - 05.2019
Maintenance and Control Administrator Part time
Gisborne Helicopters Ltd
01.2014 - 01.2015
Office Administrator
Pono Contracting Ltd - Contracted to Air NZ Aviation Ground Handling Transport Services
01.2012 - 01.2016
Customer Service Officer
Kiwibank NZ Post - Gisborne
01.2011 - 01.2012
Office Administrator Part time
Pono Rennie Courier - Contracted NZ Courier Ltd
01.2007 - 01.2012
Beauty Therapist Part time
Ahu Beauty Therapy Owner Operator
01.2007 - 01.2008
Tutoring Beauty care & Personal presentation Part time
Matapuna Training Centre
01.2007 - 01.2008
Beauty Therapist Part time
Gisborne Skin & Body Specialist
01.2006 - 01.2007
Studied Fulltime - Diploma Beauty Therapy
Elite International School of Beauty Therapies
01.2005 - 01.2006
Administrator Fulltime
Fulton Hogan East Coast Ltd
01.2002 - 01.2004
DIPLOMA Beauty Therapy NZ - C.I.D.E.S.C.O International, C.I.B.T.A.C ELECTROLYSIS
Elite International School of Beauty & Spa Therapies
School Cert - 6th Form Cert
Lytton High School
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