Coe - Office Manager - Sarina QLD 4737, Australia

Kirstie Coe

Sarina QLD 4737, Australia


Office Manager


As a office manager I can look after all aspect of the office. I look after the roster for field staff as well as book their flights. I can raise purchase orders, do minutes for meetings. I also look after Vehicle and equipment from when there service is due to the registration. I also look after all managers and directors plus a admin staff a workshop manager and field staff. I am on call 24/7 for anything that the field staff to rig mangers to managers are needing, I can also do reports and data entry. To the basic administration work.

Work History

Office Manager

Geotech Drilling

From March 2013

• Organising Flights and Accommodation
• Creating purchase orders in Cheops
• Creating new suppliers into Cheops
• Personal Assistant to Director and Manager
• Looking after Timesheets and Expenses
• Looking after plant and equipment register and registrations
• Looking after tenders
• Organising Inductions and medicals
• On Call 24/7 for field staff and Managers
• Filing and scanning
• Stationary order
• Updating of roster
• Creating and updating reports


Service Planner

Fire and Safety Industries

July 2012 - February 2013

• Looking after timesheets
• Creating spread sheets for services
• Liaising with clients, Downer EDI Goonyella, Millennium, Daunia, Blackwater NRW Middlemount, McCarthur Coal Coppabella, McCarthur Coal Moorvale. Leightons, Bis Newlands-Burton Coal, Sonoma, Emeco Dawson Mine, Mackay, Clermont, Force equipment Mackay and Mt Carlton, Hasting Deering Mackay, CQ Mining Blackwater and Coppabella
• Looking after Mackay technicians
• Creating work plan for Field Technicians
• Scheduling services and Callouts.
• Scheduling services for vehicles
• Liaising with Team Leaders
• Scanning and Emailing Service reports callouts and HME parts list to Brisbane
• Chasing up work order and Purchase orders for jobs
• On call for callouts on weekends and after hours then liaising with callout technicians
• Communicating with all Field Technicians on site at the end of each day
• Liaising with store person for materials for jobs

Administrator Relief Planner

Transfield Services, Mackay

February 2012 - July 2012

• Entering P2 Defect sheets and emailing spread sheets to Ergon
• Filing and Scanning
• Assisting Health and Safety officer with monthly reports
• Toolbox meetings minute taking
• Data Entering onto Excel
• Organising job folders from Ergon Energy
• Assisting the Delivery manager with daily tasks.

Relief Planner
• Liaising with Supervisors and Linesman Team leaders
• Capturing daily site reports onto spread sheets, and updating information onto the calendar to prepare and organise for the upcoming job
• Updated and prepared Excel spread sheets for the linesman e.g. work lists
• Scheduling jobs
• Ordering necessary materials and arranging traffic management
• Allocate jobs to relevant team leaders.
• Providing updated information on ongoing and future work
• Providing reports on hours left on each job

Administrator for Response/Network

QR National

September 2010 - January 2012

General Office Administration Tasks
• Data entry - timesheets, costing into SAP, vehicle logbooks,
• Filing and Scanning
• Organising vehicle hire and allocation
• Answering phone calls and taking messages
• Creation of purchase orders and
• Tracking uniform orders and orders for staff
• Creating work order numbers
• Capture hours and timesheets
• Arrange meetings

Assisting Coordinators ( QR National)
• Responsible for scheduling and coordinating work/ maintenance plans for 250 linesman/ electricians
• Created and Implement spread sheets
• Scheduling from Moranbah to Rockhampton
• Rostering teams work schedules, night and day shift teams.
• management including leave submissions and creation of weekly rosters
• Creating reports from costing for budget management purposes
• Organising meeting, catering and attendees for meetings
• Gathering data for weekly AOC reports - entering weekly Safety Interactions, liaising with coordinators from various areas to compile the report.
• Monitoring staff hours against fatigue policies and monitoring rosters for possible issues due to emergency working
• Spend vision for Manager and Coordinators ( Credit Cards)
• Forecast and created folders - revenue

Assisting Signalling Systems Officer
• Preparation of work schedule based on fault trends and training requirements
• Data entry into Remedy fault recording system
• Liaising with suppliers as required
• Organising possessions with Network Services planners for specific work e.g. trialling new equipment at Yukan

Receptionist Administrator Accounts

Door to Door Car Carrying

October 2009 - July 2010

General Office Administration Tasks
• Data entry - timesheets, vehicle logbooks
• Transporting/ Vehicles
• Filing and Scanning
• Requesting Quotes
• Schedule drivers and organise quotes
• Answering phone calls and taking messages
• Tracking and ordering of stationery
• Maintaining various databases - licences, training
• Housekeeping
• Responding to customer enquiries and complaints
• Creating and scheduling jobs for Truck Drivers against customer requirements
• Creating and maintaining rosters for truck drivers

• Administration of bill payments and accounts
• Creation of quotes and tracking of acceptances
• Reconciliation of accounts
• Creation of invoices
• Banking as per company policy
• Etoll

Reason for Leaving: Company Closed Down

Receptionist Service Assistant

Crimetech Security

September 2008 - May 2009

• Personal Assistant to Manager and Director
• Answering high volume of telephone calls
• Creating purchase orders
• Creating and scheduling jobs for technicians
• Ordering of stationary
• Updating and maintaining databases
• Filing and scanning
• General administration and secretarial duties.
• Kitchen Tidy
• Sorting Faxes
• Sorting of deliveries to correct jobs and technicians

Personal Assistant

Hedgehog Events

February 2008 - July 2008

• Personal Assistant to Manager Directory
• Attending meetings with the Managing Director
• Recording and presenting notes in a structured manner
• Proposal presentation
• Assisting with events
• Meeting and diary scheduling
• Assisting with job costing
• Updating and maintaining databases
• Creating database through Excel
• General administration and secretarial duties

Receptionist and Secretary

Francis and Binnie

November 2007 - December 2007

• Collecting and distribution of mail
• Typing and processing documents
• Banking
• Answering a high volume of telephone calls
• Redirecting calls and operating a switch board
• Making appointments
• Filing and managing filing systems
• Accounts receivable
• General administrative duties.

Customer Service Officer

R.S.L Care

October 2007 - November 2007

• Accounts payable
• Reviewing clients for home and respite care


Thiess Pty Ltd

May 2007 - August 2007

• Answering of all incoming phone calls by the use Net wise Network
• Organising couriers
• Sorting and delivering mail to each floor

Administration Assistant
• Maintain training database
• Production of training material
• Capture training data
• Preparation and issue of certificates and letters

Office All Rounder

November 2006 - April 2007

Owner Building Solutions

• Preparing of all course notes
• Preparation of all certificates and letters and accounts
• Preparing all courses for work health and safety issuing of blue cards
• Booking courses

Receptionist and Debt Collector

Home Ideas Centre

August 2005 - February 2007

• Organising of Contracts
• Meeting and greeting
• Setting up of meeting rooms
• Accounts receivable

factory worker


Alfex Australia
Order Assembling

cleaner and before and afterschool carer

Alexandra Hills State School

April 2002 - May 2003

• Cleaning of school
• After school care and vacation care

Qualifications & Certifications

alexandra hills

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