Curriculum Vitae

Personal Assistant - Office Support - Administrator

PERSONAL DETAILS

Name

Charlene Natalie Hollington (nee Carelse)

Residential Area

Sonlandpark, Vereeniging, South Africa

Identity Number

760-***-**** 085

Languages

English, Afrikaans

Driver’s License

No

Computer Literacy

Microsoft Word

Microsoft Excel

Microsoft PowerPoint,

Microsoft Publisher

Sugar CRM

ISIS (for Land Use Management)

GRM (Real Estate Data Entry Program

Contact Details

068-***-****

Contact Email

adlh19@r.postjobfree.com

Marital Status

Divorced

Equity Status

Coloured female

Motivation

I am an extremely proficient individual who thrives in a busy environment where my skills can be utilized to their maximum. I believe that in order to reach one’s maximum potential you need to always be open to learning, versatile and be able to apply yourself accordingly

To be a versatile individual is to be a strong individual.

My strengths would lie in a proven track record of excellent client liaison and maintaining a professional outlook towards the requirements of my position. Accustoming myself to my environment and a positive attitude allows me to holistically apply myself to my responsibilities in a manner that is rewarding to the client, my colleagues and myself.

I am ambitious and passionate about everything I tackle.

My belief - challenges bring growth and the right attitude is beneficial to the quality of your results.

EDUCATION

Name of Institution

Dominican Convent Secondary School ( Harare, Zimbabwe)

Period

1990 – 1993

Qualification

“O” Level – Passed (Equivalent to Matric)

Subjects

English

Art

Mathematics

History

Food & Nutrition

Science

Name of Institution

Speciss College

Period

February – April 1995

Qualification

Receptionist / Administration Course

EMPLOYMENT

Period of Employment

June 2019 – to present

Position Held

Self Employed

Name of Employer

CENTRE MANAGEMENT CANAL WALK SHOPPING CENTRE (Hyprop Investments)

Period of Employment

August 2014 – May 2019

Position Held

Operations Administrator / Personal Assistant to Operations Manager

Reason for Leaving

To start up my own business and attend to/ assist with my ailing mother

Responsibilities

Responsible for the compilation and filing of correspondence between the “Landlord” and the Tenants (450 stores & 30 Office Tenants) and the liaison thereof until resolution in respect of:

-Contravening their terms of lease and applying monetary penalties where applicable.

-Notifying Tenants and management teams of any impending changes to the Centre; i.e. extensions, refurbishments, smoking protocol, water restrictions, parking, security, Health & Safety measures.

-Tenant queries or requests and the subsequent resolutions which would be done in accordance with their Lease or the Centre’s House Rules.

Continual liaison with incoming and Outgoing Tenants in conjunction with Tenant Coordinator and Leasing protocol to ensure that Operational stipulations were adhered to and required standards met.

Responsible for the communication between each of the Operational Management Teams Subcontractor Management & Staff – Security (FIDELITY), Cleaning (SUPERCARE), Waste Management (DON’T WASTE), Landscaping (QUATRO), Parking (INTERPARK)- regarding all Operational matters and concerns.

Ensuring all Management monthly reports from respective Subcontractor Heads were received timeously and completed correctly for handover to Operations Manager.

Diary Management for:

-Operations Manager

-Operations Supervisors (3)

-Facilities Manager

-Regional Executive & CEO (when PA was on leave)

Dictatyping, taking calls and assisting Regional Executive with any administrative support functions in the absence of his Personal Assistant.

Liaison with customers on any queries on operational matters, concerns or complaints – telephonically, electronically and one on one meetings which I would then escalate internally accordingly until resolution.

Administrative support and liaison in respect of any insurance claims against the Centre.

-Ensuring all operational role players submitted relative supporting investigative documentation and sending of to Insurers along with customers claim submission.

Stationery and office furniture buyer for entire Centre Management staff component with a budget of approximately R90 000 per annum.

Ensuring that the Operational Management team were equipped with correct PPE and whatever they required to perform their respective duties effectively.

Co-assisting Operations Manager with Star Awards for Operational subcontracting staff – a rewards program for outstanding work displaying, passion and integrity,

-Ensuring nominees were submitted.

-Compiling descriptive write up of the staff members achievement through internal liaison with respective Site Managers.

-Procuring cash vouchers.

-Preparation of plaques and certificates.

-Event Management in its entirety – catering, sound, invitation distribution and RSVP of VIP guests, entertainment

Fielding as many queries and requests on behalf of the Operations Manager by direct liaison and internal escalation where necessary, keeping all relevant parties informed until subsequent conclusion.

Maintaining immaculate filing system for all Operational correspondence and documentation.

Maintaining effective interdepartmental liaison, whether it was keeping departments abreast of Operational matters where applicable or working together for the resolution of any Operational matters arisen that required their input.

In the absence of the Operational Manager, ensuring that all Operational matters were seen to by escalating to Operational Supervisory staff and assisting them or escalating to the relative Department Heads and keeping the CEO informed where necessary.

Compiling an informative handover report for the Operational Manager upon his return.

Answering of the majority of the Operational Managers calls and handling accordingly with the intention to resolve as many as possible to ease things for the Operational Manager and keeping him well informed when possible and in daily morning meetings.

Ensuring effective time management.

Reporting to Mr. Craig Holmwood (Operations Manager (021-***-**** / 082-***-****

Name of Employer

BELMOND MOUNT NELSON HOTEL (76 Orange Street, Cape Town)

Period of Employment

23 April - 29 May 2014

Positions Held

Personal Assistant to the Belmond Mount Nelson Hotel General Manager

Reason for Leaving

Temporary assignment through Recruitment Solutions whilst permanent employee (Mrs. Julie Rose) was on annual leave

Responsibilities

Schedule and manage General Manager’s calendar and travel arrangements

Draft and/or prepare memorandums and business correspondence for and on behalf of the General Manager.

Screening and prioritizing incoming phone calls, enquiries and requests.

Liaising with high level executives within the organization on a global scale on behalf of the General Manager for various Operational requirements within the Hotel.

Maintaining departmental correspondence for General Manager’s attention.

Taking, typing up and distribution of weekly minutes for the respective Executive and Head of Department meetings.

Maintaining register of the General Managers monthly Travel Expenses and Credit Card expenditures for Accounts Department month end reconciliations

Monitoring incoming emails, prioritizing issues and responding to any requests where applicable.

Maintaining contact lists and task lists for General Manager as necessary

International travel arrangements (Dubai, Riyadh Jeddah) inclusive of

-Flight bookings

-Visa arrangements

-Business appointment schedules

-Accommodation

-Mobile phone roaming

-International credit card usage

-Forex

-Airport transfers

-Travel insurance

-Trip itinerary.

Local Travel arrangements – flight, accommodation, business schedule

Assignment of tasks on Market Metrix Program to respective Executives within the Hotel pertaining to any customer complaints, providing feedback to the General Manager and effectively following up for resolution.

Dealing efficiently with Belmond Mount Nelson Gift Certificate queries locally and international, telephonically and via email.

Preparation of branded vouchers, processing of payment and postage thereof based on selected method of choice, i.e registered mail, courier or collection from Concierge desk.

Facilitating the General Managers weekly International Conference calls with Head Office in London and other Global Executives in the Hotel chain.

Acting as a liaison between the various departments and General Manager

Reporting to Mr. Xavier Lablaude (General Manager) and Mrs. Christelle Horne (Human Resource Executive)

Name of Employer

CITY OF CAPE TOWN (38 Wale Street – Water & Sanitation: Support Services: Facilities & Logistics

Period of Employment

05 September 2012 – 30 April 2013 through Industaff Solutions

Positions Held

Administrative Officer 1

Reason for Leaving

Contract position

Responsibilities

Overseeing the procurement and accurate provision of monthly beverages to the respective divisions.

Ensuring that an effective tracking/recording system is in place for the provision and distribution of the monthly groceries for the respective divisions.

Ensuring that an up-to date and comprehensive database is kept of supply and allocations,

Security Access Allocation and Supply

Liaising with the relevant Building Lessor contact and security in order to have adequate stock of access tags for division.

Programing and supply of access tags.

Building Maintenance

Revisiting procedures and improving in order to facilitate an accurate, effective and correctly recorded Building Maintenance service supply record/database in accordance with the 7 respective floors and 5 different divisions.

Liaising with maintenance team in order to effect timeous service delivery of maintenance requests.

Ensuring that all records are filed accurately and timeously.

Fleet Management and Control

Maintaining accurate Fleet Records in respect of Council Drivers Licenses and PRDP’s and ensuring that the proper procedures are carried out in line with the Fleet Management Policy / Manual in order to acquire these, Maintenance Records, Fuel Consumption, Monthly Kilometer’s for monthly report and statistics for management.

Ensuring that all compliant drivers records are up to date and renewal of necessary documentation is scheduled and does not lapse.

Issuing and control of Fleet Vehicle Keys and checking that the Required request for Use of Vehicle Form is completed correctly and its associated Log Book.

Assisting in the reporting of incidences and the enablement of the completion of the required Motor Vehicle Insurance claim form.

Implementation of any procedures that ensure for smoother running and effective record keeping.

Overseeing the requests for maintenance and upkeep of fleet vehicles and doing vehicle inspections.

Event facilitation, Catering / Beverage Supply Service

Largest budget for event worked with R250 000.00 PAX of 200 inclusive of Ward Councilors and City Dignitaries

Implementation of a service request procedure that covers all aspects in line with the catering policy and the requester’s requirements.

Ensuring that facilities secured are adequate for the required meeting

Liaising with the requester and accumulating comprehensive requirements in order to plan effective logistics for the event / meeting.

Ensuring that all Supply Chain Management protocol is met and followed and all correct documentation is completed and signed off.

Liaising with caterers in terms of specifications in order to effect quality service delivery.

Overseeing that procurement documentation is completed, signed off, filed and captured correctly on a comprehensive database.

Attending meetings for the larger functions and obtaining detailed requirements to ensure that all aspects are covered logistically and in accordance with City’s Policies.

Management of Catering Diary

Housing

Sitting in on strategy planning sessions for the improvement of the current housing database and requirements thereof.

General Correspondence / Duties

Standing in for A02 with queries, etc in her absence and ensuring that requests are carried out.

Compilation of monthly reports.

Preparation of statistics for distribution of various commodities required in the section.

Supervision of staff compliment of 5, ensuring that processes were followed and schedules were followed and adhered to.

Ensuring staff adhered to the various policies pertaining to our key performance areas

Reporting of faulty appliances – kitchen, building, and ensuring that replacements are procured or provided as per the SCM and Asset Policy.

Minute taking for Staff Meetings and Divisional meetings.

Reporting to Mrs C. Yule (A02) 074-***-**** and Mrs L. Adams (Support Services Manager)

Name of Employer

CITY OF CAPE TOWN (38 Wale Street – Water & Sanitation: Support Services

Period of Employment

25 April 2012 – 03 September 2012 through Industaff Solutions

Positions Held

Clerk 2

Reason for Leaving

Temporary position whilst employee on maternity leave

Responsibilities

General Administration

Assisting with taking & typing up of minutes for internal departmental meetings.

Handling of telephonic queries and requests

Ensuring filing system is kept up to date and accurate

Assisting in goods reservation process for events.

Maintenance of records.

Participating in stock taking processes, updating stores reports and verifying the records of stock on hand.

Pool Car & Parking Administration

Assisting with arrangements for services and repairs of vehicles

Check records for damage to pool and courier vehicles on a weekly basis

Assist with issuing of parking permits as per the policy.

Events Administration

To assist with the supply of tea and refreshments for Head Office, meetings and workshops as well as:

Keeping stock replenished and stock cards updated

Follow up and confirm arrangements for venues and equipment required for meetings and workshops.

Maintenance and compilation of spreadsheets for tracking and compliance purposes

Liaising with vendors to supply catering and services for various requested events

Reporting to Mrs C. Yule (A02) and Mrs L. Adams (Support Services Manager)

Name of Employer

CITY OF CAPE TOWN (Civic Centre – Valuations Department: Valuation Survey Quality Control)

Period of Employment

02 January 2012 – 29 February 2012

Positions Held

Clerk 2

Requested back by Valuations Department through Affirmative Portfolios to assist with backlog.

Responsibilities

Capturing and updating of Property (Residential and Commercial) Sales Information onto Real Estate Data Entry System (GRM) in preparation for the upcoming General Valuation. This includes sketching on the system of the structures on properties. i.e, making amendments to properties in respect of adding/removing additional structures added/demolished since date of sale

Ensuring that all property information is accurate and in line with the DCF (Data Collection Form)

Reporting to Ms Tracey Kayser

Name of Employer

CITY OF CAPE TOWN (Civic Centre – Valuations Department : Communications Section)

Period of Employment

14 November 2011 – 31 December 2011

Positions Held

Clerk 2

Reason for leaving

Requested back by Valuations Department through Affirmative Portfolios

Responsibilities

Assisting customers with queries utilizing the Valuations Inbox Utility (Hub Email for Valuations Correspondence Section)

Counter Relief - Assisting walk-in clients with general Property Valuation queries at the Information Counter utilizing the Real Estate Data Entry Program (GRM) & LIS

Investigating property valuation queries interdepartmentally and resolving in order to type up necessary reply correspondence.

Typing up of correspondence in response to queries lodged on SAP.

Answering/Investigating of telephonic queries and response thereof.

Reporting to Mr Barry Lockwood / Mr Joel Buffet

Name of Employer

IDC (Industrial Development Corporation) CBD

Period of Employment

06 October 2011 – 12 October 2011

Positions Held

Secretary to Regional Executive

Reason for Leaving

Temporary Assignment through Affirmative Portfolios

Responsibilities

Answering of switchboard and all telephonic queries regarding loan requirements and procedures for the IDC

Diary Management for 4 Regional Consultants and Regional Executive Mr. L. Ntloko

Filing, faxing, photocopying

Reporting to Mr. L. Ntloko

Name of Employer

CITY OF CAPE TOWN (Civic Centre – Valuations)

Period of Employment

26 January – 30 September 2011

Positions Held

Clerk 2

Reason for Leaving

Temporary Assignment through Affirmative Portfolios

Responsibilities

Counter Relief - Assisting walk-in clients with general Property Valuation queries at the Information Counter utilizing the Real Estate Data Entry Program (GRM) & LIS.

Typing up of correspondence in response to queries lodged on SAP.

Answering/Investigating of telephonic queries and response thereof.

Reporting to Mr Barry Lockwood / Mr Joel Buffet

Name of Employer

CITY OF CAPE TOWN (HR Training - Plumstead)

Period of Employment

12 November 2010 – 15 December 2010

Positions Held

Clerk 1

Reason for Leaving

Temporary Assignment through Affirmative Portfolios

Responsibilities

Capturing of Job Descriptions in Excel to be put onto SAP.

Summarizing of the JD Headers and Tasks into 40 characters as required by the SAP system.

Reported to Mr. Wayne Cocius

Name of Employer

CAMARA CONSULTING (PTY) LTD

Period of Employment

August 2005 – June 2010

Positions Held

PA to Managing Executive

Reason for Leaving

Resigned

Responsibilities

Facilities, Travel, Stationery, Business Overhead Management

Ordering, management and supply of office groceries and beverages (Staff compliment 35) stationery, furniture and any other requirements required for staff/management and office

Liaison with Medical distributor pertaining to keeping company First Aid Box adequately equipped.

Liaising with Corporate Reps pertaining to the maintenance of fire extinguishers

Arrangement of all travel and accommodation arrangements both local and international travel for management and staff.

Corporate & Private Property Administration

Handling of compliance, correspondence, liaison and renewals with regards to

the numerous properties owned by the company both business and privately.

Liaison with prospective tenants for private properties, drawing up of lease,

overseeing occupation process where necessary, property in and out

inspections, building maintenance of respective properties

Supervision of contracted maintenance staff, kitchen staff

Event facilitation, Catering / Beverage Supply Service

Facilitation and planning of company and client year end / social functions.

Responsible for the sourcing of venue, securing of venue, invitations, R.S.V.P,

corporate gifts, entertainment.

General Administration / Secretarial/PA and Reception functions

Diary management

Meet and greet of all clients and ensuring that the frontline standard remains professional and in line with the company’s standards

Switchboard, taking of messages, faxing, filing, scanning and photocopying

Petty cash

Compilation of monthly management reports.

Minute taking.

Assisting in the monthly report back to management regarding employee

company cellphone usage, employee requirements

Ensuring that SLAs were correct and sent off to client.

Compilation of spreadsheets and databases to manage all functional areas

within the company.

Following up on outstanding payments.

Ensuring that all companies expenditures were paid and up to date

Maintenance of personnel records

Leave and attendance management as well as maintenance of

timesheet system which needed to be up to date for effective billing

to clients.

Sales

Marketing and sales of Developed Software Systems for various industries,

i.e Billing System, Loan System, Broker System, CRM and CMS

Reported to Mr. Carlos Camara & Mrs. Kim Rae Camara

Name of Employer

O’BRIEN PERSONNEL

Period of Employment

July 2005 (two weeks)

Positions Held

Receptionist / Secretary / Office Administrator

Reason for Leaving

Temporary assignment before they placed me at Camara Consulting

Responsibilities

Answering of switchboard

Assisting applicants with completion of questionnaires

Ushering applicants through to consultation rooms

Assisting applicants with skills tests

Assisting temp-staff with queries

Name of Employer

AMETHYST INTERNATIONAL

Amethyst Recruitment

Amethyst Financial Resource Solutions

Period of Employment

15 November 2002 – June 2005

Positions Held

Executive Assistant to both Managing Executives

Reason for Leaving

In search of growth opportunities and larger organization

Responsibilities

Amethyst Financial

Arrangement of all local travel and accommodation arrangements for both

executives.

Dictatyping.

Client liaison.

Effective follow up of queries, e.g. client policy values, client transfers, client payments in respect of transferred annuities, etc

Typing up of meeting minutes for various funds Executive is Consultant to

Effective communication with product providers to obtain information on clients’ portfolios

Coordinating transfer of client portfolios across various products simultaneously

Maintaining an effective follow up system

Manage stationery orders and inventory.

Amethyst Recruitment

Typing up of Curriculum Vitaes in Amethyst format.

Filing CV’s and general admin documents.

Setting up interviews with applicants and clients.

Taking and typing up of references.

Handling of ad response.

Keeping records up to date with regards to client / candidate details.

Telephonic screening of applicants.

Typing up of ‘regret’ letters.

Keeping records of all placements.

Credit checks on applicants when necessary.

Sales

Cold-calling clients and securing them - I would do the administration from the client’s initial request for applicants to the final placement, excluding interviewing. I managed to secure 4 Private Hospitals as Clients in addition to the existing Medial Clients. I would earn commission on these placements in addition to my basic salary

Reported to Mr. Kevin Creasey (Financial) & Mrs. Alison Creasey (Recruitment).

Name of Employer

EXPRESS PERSONNEL

Period of Employment

October 2002 (two weeks)

Positions Held

Receptionist / Girl Friday

Reason for Leaving

Temporary assignment

Responsibilities:

Typing up of Curriculum Vitaes in Express Personnel format.

Filing CV’s and general admin documents

Setting up interviews with applicants and consultants

Answering of switchboard

Name of Employer

COROFIX GARAGE DOOR SERVICES & REPAIRS

Period of Employment

17 March – 31 August 2002

Positions Held

Administrator

Reason for Leaving

Temporary Position

Responsibilities:

Liaising with customers on problem areas and typing up of weekly progress reports.

Taking in and distribution of jobs to the respective technicians.

Stock taking, ordering and distribution.

Client service quotations.

Name of Employer

SANTAM HEAD OFFICE

Period of Employment

19 October 2001 – 15 February 2002

Positions Held

Personal Assistant to the Head of Corporate Finance

Reason for Leaving

Temporary assignment through Bridgena Barnard Personnel / better salary

Responsibilities:

Typing up of correspondence, various letters, faxes, memo’s

Compilation of PowerPoint presentations

Co-ordination of group/client meetings and diary management

Minute taking

Stationery ordering

In addition, I assisted 2 of Ms. Weilbach’s sub-managers with the same office support

Name of Employer

SUPRA TOYOTA

Period of Employment

26 September – 12 October 2001

Positions Held

Receptionist / Girl Friday

Reason for Leaving

Temporary assignment held through Bridgena Barnard Personnel

Responsibilities:

Answering of busy switchboard, taking of messages, faxing, filing and photocopying

Liaison with Automotive Sales Representatives and administrative support.

Name of Employer

DISPLAY SOLUTIONS

(Claremont, Cape Town, South Africa)

Period of Employment

October 2000 – February 2001

Positions Held

Receptionist / Girl Friday

Reason for Leaving

End of contract – substituting employee on maternity leave

Responsibilities:

Answering of busy switchboard, taking of messages, faxing, filing, photocopying

Typing up of various office correspondence for all staff members – 10 staff (technicians, manager)

Relocated to South AFrica

Name of Employer

AVIS RENT A CAR

Harare, Zimbabwe

Period of Employment

10 March 1998 – 10 January 1999

Positions Held

Receptionist / Girl Friday

Reason for Leaving

To pursue my studies in SA

Responsibilities:

Answering of busy switchboard, taking of messages, faxing, filing, photocopying

Assisting Marketing Manager with PowerPoint presentations

Assisting Reservations Department with taking of manual reservations to be inputted electronically on Wizard – package exclusive to Avis

Ordering of stationery and distribution thereof

Typing up of various office correspondence, letters, memos, spreadsheets, etc

Design of various internal forms

Creation of effective filing system for Filing Room and records pertaining to billings for car rentals.

Responsible for Petty Cash and weekly/ monthly reconciliation’s

Name of Employer

THOMPSON PUBLICATIONS (PTY) LTD

Harare, Zimbabwe)

Period of Employment

2 May 1997 – 6 March 1998

Positions Held

Receptionist / Administrator

Reason for Leaving

To take up a position at Avis Rent a Car

Responsibilities:

Answering of busy switchboard, taking of messages, faxing, filing, photocopying

Ordering of stationery and distribution thereof

Task delegation for the Tea-boy and cleaners

Typing up of various office correspondence, letters, memos/

Liaison and typing up of correspondence for Advertising Department as well as various heads for Printing department, Distribution Department

Responsible for Petty Cash and weekly/ monthly reconciliation’s

Renumeration Guide Line

Previous Remuneration

R 11 644.77 Net R 14 915.90 Gross

R 75/hr as Senior Secretary & PA Human Settlements Directorate, Civic Centre (Temp)

R 89/hr as A01 at Water & Sanitation Wale Street (Temp)

Current Remuneration

Between R150 – R500+/ day as a Hairdresser

Remuneration Expectations

R14 000 NET negotiable

CHARLENE HOLLINGTON

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