My Experiences

Operations & Admin Coordinator
Industrial Machinery Company | 2025

Key responsibilities:

Proposal Creation: Built customized QWILR proposals for industrial machinery, aligned with updated pricing sheets and product specifications.
CRM Management: Managed client and lead data in Pipedrive, maintained pipeline accuracy, and supported the sales process through regular updates.
Inbox & Calendar Oversight: Organized executive inboxes, flagged priority items, and coordinated meetings to ensure smooth daily operations.
Project Coordination: Used Monday.com to track tasks, maintain workflow visibility, and support cross-team collaboration.
WordPress Updates: Assisted with basic WordPress edits including page updates, content placement, and formatting for published materials.
Documentation & File Management: Maintained well-structured records, created internal trackers, and ensured consistent documentation across proposals, invoices, and correspondence.

Key responsibilities:

Email & Calendar Management: Efficiently organized executive emails, scheduled meetings, and ensured seamless time management.
Client Communication: Managed inbound and outbound calls, addressed client inquiries, and supported lead generation efforts.
Skype/OpenPhone Management: Handled calls and messages promptly, ensuring smooth client interactions.
Ad Hoc Support: Provided proactive assistance with various administrative and operational tasks as needed.
Documentation: Maintained well-organized records of appointments, emails, and client communications for easy reference and compliance.

Key responsibilities:

Conversion Balances: Recorded opening balances accurately to ensure a smooth transition into Xero.
Importing Files: Imported bank statements, bills, and other financial documents into the system for processing.
Adding Employee Details: Entered and updated employee information in the payroll system with accuracy and confidentiality.
Input Bills/Expenses: Logged business expenses and supplier bills in Xero, maintaining up-to-date records.
Enter Invoices: Created and issued invoices based on client data, ensuring timely billing.
Run Payroll: Processed payroll runs, including timesheets, pay calculations, and payslip generation.
Bank Categorization & Reconciliation: Matched and categorized transactions, and reconciled bank statements to maintain clean records.
Generating Reports: Created financial reports to provide insights on cash flow, income, and expenses.

Key responsibilities:

Website Management: Assisted in updating website content, ensuring functionality, and optimizing user experience.
Social Media Content Creation: Designed and scheduled engaging posts to enhance online presence.
Email Marketing: Created and managed email campaigns to boost client engagement and retention.
Lead Generation: Researched and identified potential clients, helping expand business opportunities.
Appointment Setting: Scheduled and coordinated meetings efficiently for clients.

Key responsibilities:

Reached out to potential clients and qualified leads through social media messaging.
Scheduled appointments and maintained accurate records of client interactions.
Effectively communicated product/service information to prospects online.
Created designs and ads using Canva to support marketing efforts.
Managed social media pages and ran ad campaigns to increase engagement and conversions.

Like what you see? Get in touch to learn more.