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Senior Coordinator

Durban, KwaZulu-Natal, South Africa
December 28, 2020

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Current Employment: Unemployed - due to retrenchment at end 31 December 2020

Availability/Notice Period: Immediately

Personal Data

Contact Details


Colleen Ann Lotz

Residing in:

New Germany, Durban, KZN

ID No.:

680-***-**** 087

Cellular No.:


Driver’s licence:

Code EB (have own new reliable vehicle)


Languages spoken:

English, Afrikaans


•Individual with a diversified career background, always eager to learn new things and enjoy taking on challenges. Go getter who always gets the job done and can be relied upon to go the extra mile.

•I bring with me an extensive background in Administration, which has led me to fill various roles – i.e. Personal Assistant (mostly at executive level), Program Co-Ordination, Practice Co-Ordination, Office Management, Facilities Management, Project Administration & Management, and currently Learning & Design Co-Ordinator.

•Have a passion for my job, with negotiation skills, people skills and organisational skills. One of my strengths is paying attention to detail, thus ensuring success in all endeavours. Have a creative streak, and my computer skills have been said to be excellent.

Acquired Skills / Abilities

Office Management

Building Management

Facilities Management

Project Management

Project Administration

Performance Management

Contract Management

Vendor Management

Staff Management

Staff Development

Very Computer Literate

Data Control

Report Writing


Problem Solving

Communication Skills

Time Management

Leadership Skills

Mentorship Skills

Analytical Thinking

People Skills

Academic Summary

Matric; Queensburgh Girls High School; 1981 – 1985

Legal Secretarial Certificate

Financial Business Competence

Certified Professional Secretary Programme & Certified Administrative Professional's Programme

Principles of Project Management

New Managers Development Programme (Operations & Project Management / Introduction to Financial Management / Leadership)

Updated Excel Knowledge by attending Excel 101, 202, 303

Computer Literacy

MS Word (advanced)

MS Excel (advanced)

MS PowerPoint (advanced)

MS Project (intermediate)

Email (advanced)

Internet (advanced)

It must be noted that I have a strong computer background and am able to pick up new things easily.

Detailed Employment History

Name of firm : PILO – Programme to Improve Learning Outcomes (NPC Education Sector)

Employment dates : January 2019 to December 2020

Current position : Learning & Design (L&D) Co-Ordinator

Reason for leaving : As an NGO the company is experiencing major funding problems and I was retrenched.


PILO is a non-profit organisation collaborating with multi-stakeholders and is a district wide intervention. Their objective is to improve district and school capacity to deliver the curriculum and subsequently bring about gains in learner outcomes. Currently PILO is rolling out its Jika iMfundo Programme in various districts in KwaZulu-Natal, Free State and Gauteng.

Role in the organisation is to provide system, monitoring and compliance administrative support to the PILO organisation and to develop, analyse and maintain identified information databases.

My major tasks were: Management Information System Management, Monitoring and Evaluation of all training within the organisation, HR Recruitment, Project Management, Website, Corporate Image, and co-ordinating training events for the L&D department. From time to time, I was also required to provide other support within the organisation - such as staff recruitment.

Role is a HQ role situated in Johannesburg. As there is no office based in the area where I live, I worked from home. Working standards are still as high as if I were sitting in an office.

Major milestones

MIS System Phase 1 Project – Bug fixes

At the end of 2018 we were forced to find a new development company to fix the many ‘bugs’ in the MIS system. My role was to project manage the project – ensuring the system was brought back to a usable system. I also did intensive system user testing to ensure all bugs were identified, and then retest once fixed. The system was brought back up with all fixes implemented.

MIS System Phase 2 Project – System Redesign

The abovementioned system was not delivering the correct information required by our Funders. PILO has therefore decided to redesign the entire system. Role is to project manage the entire process. From scoping the new system, managing the development company – ensuring they deliver as per the signed agreement, intensive system testing. Once the system was completed and live, train all users on the new system. Thereafter, monitor usage and assist users.

MIS System Phase 3 Project – Reporting Component

After the rebuild of the system in phase 2, we went on to designing reports and making changes to the system after changes in the way the organisation works. Role in this project is to manage the entire project with the Design company, scoping for the reports and all other aspects of the phase 3 system. This part of was completed at the end of August 2020.

Name of firm : PILO – Programme to Improve Learning Outcomes (NPC Education Sector)

Employment dates : April 2015 to December 2018

Current position : KZN Regional Co-Ordinator

Reason for leaving : Promotion within the Organisation


Role in this organisation was to co-ordinate all programmes/projects/tasks within various districts and co-ordination support across two Districts.

My major tasks were: Office Management; Staff Management; Contract Administration Support; Financial Administration & Budgets; Event/ Workshop Organisation; and District Support. Had 2 staff members reporting to me.

Major milestones

Administrative Processes

The previous Co-Ordinator was not an administrative specialist. This meant that work was done without any admin processes in place. Time was used to put in processes to speed up the workflow – e.g. filing systems, automated forms/documents for ease of completion. Policies and procedures were drawn up for all administrative practices, including HR processes. Because of the processes put in place all work happens in a more efficient and orderly manner, with time frames being met.

Project planning and management

PILO runs many workshops during the course of each school term (up to 6 a day with the average of 30-80 people attending each). The way the workshops were planned, and work done to set these up were cumbersome, with very rudimentary planning in place. Proper project planning principals were put in place, with better deadlines, and clear tasks defined. This allowed all participants to know what to do and when. Putting proper plans in place allowed for a lot less “rushing around” and a more timeously completed and prepared process. Managing the programmes also became much easier, with much less “fires to kill”.

Academic Colloquium

To celebrate PILO’s completion in their first 2 pilot districts, a book was written on our work and lessons learnt. A colloquium was held with invitees from various Government, Academic, and Education specialists. Had to prepare and co-ordinate the entire colloquium from beginning to end. This included, finding the perfect venue to hold the colloquium of approximately 150 invitees, accommodation for invitees, guest speakers, break-away sessions, invitations going out and monitoring online registrations, registration at colloquium and overall smooth running of the event. The event went off exceptionally well, with no issues occurring. This was a very proud moment for me as I pulled off a major event and received high praise from the CEO of our sponsors and PILO Directors.

Name of firm : Drs Callaghan, Landers and Associates Incorporated

(t/a The Oncology Centre and Umhlanga Oncology Centre)

Employment dates : September 2013 to August 2014

Position held : Contract Position - Practice Co-Ordinator

Reason for leaving : Contract ended

Accountabilities :

Building Management: Took care of all building requirements for two oncology facilities – Berea and Umhlanga.

Finance: Did monthly debtors and creditors work, including petty cash management and reporting, monthly reports to relevant persons.

Asset Management, Risk, Health & Safety.

Vendor management: Ensured all suppliers achieved the goals set out. E.g. Cleaning Company, Security Company, Medical waste removal.

Closely involved with the Doctors to ensure their needs for their Medical Practices were met.

Major milestones

Debtors and Creditors

Streamlined the processes from a messy, time consuming system to an organised and smooth-running process. Worked on reducing expenses, e.g. using vendors whose prices were much cheaper, but still of good quality; stopped purchasing large amounts of items that were not necessary; stopped purchasing items that was not needed.

Building renovation - Berea

Renovated the exterior of the Berea building, as it was looking sloppy and unloved. Project managed the process. Completed the 3 weeks ahead of schedule.


The existing switchboard system was not working properly. Researched PABX’s and implemented a new system. After the installation, patients could always got hold of us when they need us.

Name of firm : K-RITH (KwaZulu-Natal Research Institute for Tuberculosis & HIV)

Employment dates : October 2011 to August 2013

Position held : Contract Position - Executive Personal Assistant to Director of K-RITH

Reason for leaving : Contract ended


Diary Management, E-mail, Correspondence, Dictaphone typing.

National and international travel arrangements.

Meeting and internal function coordination and administration.

Setting up and coordination of visitor’s programmes.

Managing and monitoring the financial requirements within the Director’s office.

Administrative function for the Director’s Laboratory.

Name of firm : Swiss Re Life & Health Africa Limited

Employment dates : August 2007 to December 2009

Position held : Facilities Manager

Reason for leaving : Company Closed in SA – therefore retrenched


Managed the Services & Logistics Department in South Africa. Had 6 staff members reporting into this position – 5 in Johannesburg, and 1 in Cape Town. In control of an average budget of R15 million a year. Reporting to the Head Group Logistics (based in Zurich, Switzerland).

Responsible for both buildings occupied by the company in Johannesburg and Cape Town, including the safety & security of these buildings, company, and staff.

Collaborated closely with the company’s Group Logistics based in Switzerland. Worked with the various head of areas such as: Internal Environmental Management; Group Safety & Security; & Group Travel.

Major milestones

Office relocation Project – Cape Town office from Claremont to Woodstock

Was project manager for the relocation of the Cape Town office from their old office to a new office block in Woodstock. This entailed having a detailed project plan in place. I first had detailed floor plans drawn up and approved, based on the company’s policies. Designing the look and feel of the new office. Setting up an accurate budget. I had to ensure the building was being built according to the plans and security requirements. Meeting with construction crew, designers, and all suppliers. Work closely with IT to ensure their work was done on time. The project was completed 2 weeks ahead of schedule, and within the planned budget.

Implemented on-line travel booking system

Was responsible for the South African roll-out of a global On-line Booking Travel system. This entailed defining a new local travel policy to fit into a global policy, ensuring all local travel rules were entered into the system, training of all staff that travel, and ensure constant compliance of all travel regulations. This system ensured the rules were followed by all travellers and an overall savings of 35% in all travel expenditure was achieved.

Name of firm : Swiss Re Life & Health Africa Limited

Employment dates : June 1997 to December 2009

Position held : Personal Assistant / Project Administrator

Reason for leaving : Promoted


Performed general PA duties: Typing; diary management; organise meetings and agenda’s; taking minutes; compile relevant reports when required. Organising functions for the department. Made all travel arrangements for the department. Any other administration required for the department.

Comment: During these 12 years, I was PA in different departments (e.g. Head of Life Department; Chief Finance Officer; Corporate Actuarial; Chief Information Officer; and lastly PA to the Chief Operations Officer).

Extra accountabilities: During the final 6 years of being a PA at Swiss Re, I worked for the COO, who allowed me to expand my knowledge and experience. Therefore, during this period I performed additional work – they are arranged in the order of most recent, to oldest:

Office relocation Project – Parktown to Illovo

Assisted in project planning and management, space planning and floor layouts; Assisted in shop fitting/furniture decisions; Ensured that the new site was built according to plans & standards; Responsible for various areas, such as: building safety & security; employing a catering company and set up in the new building; cleaning and hygiene in new building; moving company and planning the physical move.

All this was successfully completed on an extremely tight project timeline of 4 months.

Business Continuity Management: Ensuring a comprehensive business continuity plan was in place. Ensured that relevant first aid and firefighting staff were in place and trained. Regularly evaluated the plans to ensure that we would be prepared in case of any form of disaster.

Project Administration: Assist the Head of the Project Office with all project administrative matters (including reporting on the many projects within the company, updating project details in the Project Management Tool, and ensured projects were on track).

Relocation of Swiss Re from Cape Town to Johannesburg:

In August 2000 Swiss Re relocated its head office from Cape Town to Johannesburg. Between September 2000 and March 2001, I was involved in the relocation project. Tasks in included: Relocating Cape Town staff to Johannesburg, which meant ensuring they had a desk in Johannesburg, their workstations moved at the right time. Negotiated with Furniture Relocation Company ensuring the best service and price for household moves, and that the company's physical relocation happened at the correct intervals.

The project was successfully completed by March 2006, and I then myself relocated to Johannesburg.

Name of firm : The Mercantile and General Reinsurance Co. of SA Ltd

Employment dates : November 1995 to May 1997

Position held : IT Administrator – Cape Town

Reason for leaving : Took over another position within the Company

Name of firm : The Mercantile and General Reinsurance Co. of SA Ltd

Employment dates : March 1994 to November 1995

Position held : AS/400 Systems Operator – Cape Town

Reason for leaving : Took over another position within the IT department

Name of firm : The Mercantile and General Reinsurance Co. of SA Ltd

Employment dates : February 1991 to March 1994

Position held : Branch Secretary – Durban

Reason for leaving : Promoted

Name of firm : SA Defence Force: SA Navy – Durban (Salisbury Island, Durban)

Employment dates : May 1986 to July 1990

Position held : Secretary

Reason for leaving : Complete studies


1.Prof. Anne Mc Lennan

PILO Learning & Design Executive


Cell: 082-***-****

2.Mr Chippa Maloka

PILO Provincial Manager – Free State


Cell: 082-***-****

3.Mrs Nomusa Nkosi

PILO TLS Specialist


Cell: 082-*******

4.Mr Willem Castelyn

Retrenched from Swiss Re

Then Head of I.T. and Chief Operating Officer


Cell: 083-***-****

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