Executive Assistant Project Coordinator
Resume:
ELISHA MAYO
Project Coordinator/Administrator
Document Controller
Executive Assistant
MY PROFILE
Elisha is a highly motivated, agile and adaptable individual with exceptional multi-tasking and organisational skills. She has a pleasant demeanour and strong relationship making abilities. Elisha is able to exhibit confidentiality, discretion, tact, diplomacy and professionalism when dealing with directors, senior managers, clients and colleagues.
Personal details
************@*****.***
******@************.**.**
10 Andrew Murray Avenue
Kookrus
Meyerton
httpt://www.linkedin.com/in/elisha-mayo-6445877
Skills
Effective time management
Ability to multi-task
Knowledge of Office Technology
Interpersonal Skills
Leadership & Training Skills
Administrative Support
Product Knowledge
Self-motivated and dedicated
Excellent Customer Service
Computer Competency
MS Word, Excel, Powerpoint, Outlook (MS Office 365)
MS Projects
MS SharePoint 2007 & 2010
Domino.Doc
DR Pro (Document Control Register)
Winfreight
SAP
Languages
English
Afrikaans
Employment
3 Nov 2023 – Present Executive Assistant & Project Coordinator – (Part-time) Innobizgroup – Gauteng
Managing Project of SA Pre-Election Assessments from UK Carter Centre
Scheduling and managing meetings with high profile political influencers.
Tracking, scheduling and ensuring appointments and venues are confirmed and meetings attended accordingly.
Ensuring the utmost professionalism and non-disclosure (confidentiality) at all times.
My availability at any hour of needs to me met.
July 2021 – Feb 2023 Contracts and Projects Coordinator
Lucy Electric – Honeydew, Gauteng
Administrator
Maintaining and monitoring project schedules.
Undertaking project tasks as required.
Maintaining a project management tracker for project contracts.
Create job cards with integrated job tasks and job planning lines.
Prepare requests to order and follow up on Purchase Orders.
Weekly report back on status of contracts and projects.
Prepare and liaise with Procurement on order deliveries to ensure deliveries are met.
Inform customer on order readiness and keep and on the progress of their order.
Alert Financial Department with customer orders to be dispatched for invoicing.
Project Management
Ensuring project deadlines are met.
Ensuring projects adhere to frameworks and all documentation is maintained appropriately for each project.
Observe budget by monitoring expenses and implementing cost-saving measures.
Prepare all stock order requirements which needs to be implementing cost-saving measures.
Prepare all stock order requirements which needs to be placed (monitor stock requirements).
Prepare all Sales orders and update sales orders in line with the contract requirements.
Liaise with customers on delivery lead-time weekly.
Office Administrator
General filing and maintaining of tenders and quotations – electronically and hard copy.
Providing administrative support as needed.
Management project-related paperwork by ensuring all necessary materials are current, properly filed and stored.
Upkeep of LESA electronic customer data base.
Upkeep of LESA’s standard pricing system.
June 2017 - Jan 2020 POD Administrator & Invoicing Clerk
Diamond Express Couriers – Bloemfontein
Responsible for all assigned customers in terms of complete customer service function.
Ensure daily customer manifests and POD’s are received without any endorsements.
Follow up on any outstanding assigned customer POD’s with regards to shortages, damages or any other endorsements.
Ensure all POD’s are captured, imaged and sent for invoicing and sent back to customer.
Ensure manifests are accounted and filed for record purposes.
Provide quoted rates for all collections with accuracy.
Assist with ad hoc reception, filing and telesales duties.
Ensuring completeness of imaged POD’s before invoicing debtors.
Daily processing of all debtors invoices and ensuring their compliance.
Prompt, professional communication with all debtors and stakeholders.
Ordering of office stationary and cleaning supplies and ensure invoices are given to Creditors for processing.
Aug 2015 – Jan 2016 Executive Secretary
Transnet SOC – Johannesburg CBD
Maintaining of an efficient document management, control and tracking system.
Proactive diary management and booking of venues / Video Conferencing.
Coordination of travelling and subsistence arrangements, which also includes account reconciliation and exchange rate control.
Prepare presentation and meeting packs (as and when necessary).
Provide transcription and dictation of meeting minutes.
Gather, collate, analyse / evaluate and summarise information into an acceptable format for usage by Managers.
Management of the GM’s or departmental managing members schedules.
Manage and / or refer queries in the absence of General Manager or Departmental Managers.
As an expert regarding office management systems, processes, procedures and control measures, also assist lower level of secretarial positions in the implementation of best practices.
Jan 2015 – June 2015 Executive Assistant & Administrator
South32 (Previously BHP Billiton) – Johannesburg CBD
Managing the day-to-day operations of the office.
Organizing and maintaining files and records.
Planning and scheduling meetings and appointments.
Preparing and editing correspondence, reports, and presentations.
Making travel and guest arrangements.
Event management and promotional items reports
Providing quality customer service.
April 2008 – Aug 2013 Senior Project Support & SharePoint Administrator TWP Projects (WorleyParsons) – Melrose Arch
Project Support Office Administrator Responsibilities
Project Portal Administration, maintenance and on-going end user support and training.
Monitor and update scope change control functions in Project Portal.
Maintain project templates.
Data Management: Generating and control of all project data in accordance with the procedure that has been drawn up for the various projects using Project Portal, and other data reference packages utilised within TWP.
Monitor and control all out-going data by means of transmittal generation utilizing the TWP System. Expedite all in-coming data.
Ensuring all documentation is as per The ISO Standard. I.e. Data numbering, Document Transmittals, Document Revisions.
General time-sheet administration, monitor and control project man-hours.
Maintain the electronic & hardcopy project library/s.
Assist with setting up and maintaining day to day administration activities to ensure the smooth flow of the project/s.
Project reporting: Set up and update project reports as prescribed by project manager.
Ensure that set tasks, deadlines related to documents are met.
Collate project master documentation to ensure quality of resultant deliverables are in accordance with contract requirements and quality management plan.
Ensure that the project team follows set out procedures.
Drawing Control Responsibilities
Provide all drawing recording, assigning and controls for all drawings in accordance with the TWP Drawing Office Procedures. Specifically using Drawing Register Professional.
Ensuring that all drawings are as per The ISO Standard. I.e. Document numbering, Transmittals, Drawing Revisions.
Ensure that all drawings are filed as per TWP Standard.
Project Secretary Responsibilities
Creating of all templates for specifications, contracts, reports, etc.
Oversee accurateness and distribution of project documents such as minutes, reports and contracts.
Distribution of documents for comments/approval to project team and client.
Collating all information from the relevant departments e.g., costing, planning, procurement, etc. to complete project manager’s monthly report.
Arranging functions for the project team and clients.
Liaising with all support staff, clients and contractors on a regular basis.
Booking appointments for the project manager.
Doing the project administration where required.
Doing the project teams typing when necessary.
Ordering and record keeping of site stationery.
Distribution of all minutes, correspondence to the contractors, site personnel, etc.
Follow up on documents sent to contractors for signatures.
Ensuring the drawings delivered from contractors is distributed to the correct department.
Filing of documentation both in hard and soft copies.
Keeping up-to-date with the daily events of the project progress and construction.
Jan 2005 – April 2008 Senior Secretary
Mutual & Federal Head Office - Johannesburg CBD
General secretarial function for team of managers.
Handling phone calls for Managers.
Maintaining Leave Registers.
Organising meetings and booking of venues.
Capturing Claims on Omunet System for Engineering Department.
Compile and maintain Staff Strength report monthly.
Order and maintain stationery on Miraculum System.
Booking flights and accommodation of business trips for managers.
Dec 2003 – Aug 2004 Secretary to Technical Systems Manager
Samancor Tubatse, BHP Billiton
General administrative function.
Organising meetings, minute taking and booking of venues.
Handling of housing complaints.
Creating Notifications and Purchase Requisitions on GSAP.
Compile and updating standby roster.
Capturing clocking history on Time Genius.
Dec 2002 – Nov 2003 Modikwa Platinum Mine – Steelpoort
Document Controller
Provide a framework for compiling, revising and disseminating controlled documentation, with associated responsibilities.
Provide a document flow for communication and training requirements of Policies, Leaders Instructions, Procedures and Standards.
Formatting and forwarding the documents for comments.
Ensure that the hardcopy is signed by the relevant Business Area Leader and / or Heads of Departments.
Provide a copy of the original signed document to the relevant Leaders.
Ensure that the documents are available on the Intranet.
Notify all persons indicated in the approval framework regarding new or changed controlled documents, via electronic mail.
Dec 2000 – July 2002 Anglogold Health Service (Pty) Ltd. - West Vaal Hosp
Departmental Secretary
Departmental training and development coordinator.
Dictaphone typing and filing.
Organising meetings and booking of venues.
Dealing with patients and their files.
Organising porters when necessary.
Dealing with telephone queries.
Arranging short codes for cell phones.
Relieving in the Health Service Manager’s office when required to do so.
Sep 1999 – Nov 2000 Fidelity Cash Management Services
Teller
Cash control.
Counting and balancing of large amounts of money.
Compiling monthly reports.
Nov 1998 – July 1999 Clinton Clinic – Alberton
Receptionist
Admitting of patients and handling of Medical Aid queries.
Handling emergencies in close contact with Casualty Department.
EDUCATION
December 1996 National Senior Certificate – Business Studies
Klerksdorp Technical College
December 1996 Merit Award NSC Secretarial – Word Processing
Klerksdorp Technical College
October 1997 MS Word
Anglo American Corporation – West Rand Region
February 1998 Microsoft Excel 97 for Windows 95
Anglo American Corporation – West Rand Region
June 2001 Professional Excellence for Secretaries
Maccauvlei Training & Conference Centre
September 2001 Customer Service Training Programme
Anglogold Health Services
May 2005 Conflict Handling and Teamwork Training Programme
Mutual & Federal Training Department
August 2005 SPEAC Training Programme
Mutual & Federal Training Department
July 2006 Service Excellence Programme
INSETA – Prior Learning Centre
March 2007 Certificate in End User Computing
Mutual & Federal Training Department
January 2008 Project Management Fundamentals
PM.Ideas
October 2008 PMI PMP Preperatory Certification Course
S2R Projects
September 2010 Customising and Extending SharePoint Portal Sites using SharePoint Designer
Microsoft Gold Certified Partner
September 2010 (6424) Microsoft SharePoint Server 2007 for the Site Owner/Power-user
Microsoft Gold Certified Partner
August 2011 Introduction to Programming Fundamentals
Microsoft Partner Gold Learning
REFERENCES
Written Reference – Ms. Brigitta Gomes (TWP Projects) – Project Management Office Manager
Written Reference – Mr. Mandla Mkhwanazi (Transnet SOC) – General Manager
Mr. Mandla Mkhwanazi – COO Innobizgroup - +27-83-294-****
Babara Jacobs – Diamond Express Couriers - +27-79-963-****
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