Nicky Ford

Personal Details Full Names Nicolette Ford (known as Nicky) Contact Number - Personal Email Address - Area of residence Roodepoort, Johannesburg Nationality Coloured Date of Birth 20th October 1977 Educational Background Secondary School Wittebome Senior School, Grade 12, 1997 Additional Courses Executrain MS Word Advanced Executrain MS Excel Advanced Damelin Principles of Marketing FNB Learning Centre First Aid Course – Level 1 FNB Learning Centre Business Writing Skills Mortgage SA Telephone Training Skills DAV Professional Placement Group Presentation Skills, Sales Techniques, Marketing principles, Recruitment Specifics, Communication skills, Voice Training skills, Gordons Institute of Business Science Project Management Course (2015) Human Resources Management University of Cape Town – Certificate (2017) • Develop a career in HR • HR and statutory requirements • HR systems, policies & procedures • Recruitment, selection, assessment and onboarding • Performance Management • HR as a custodian of change • Employee well-being and organisational health and safety • Facilitating training and development • Incentives and retaining employees • Strategic Human Resource Management Professional History Company Freelancer Position Executive Virtual Assistant Capabilities I am independent worker who assists with administrative, business development, social media calendar management and other tasks. By taking on recurring tasks and administrative work, I free up time for small business owners, entrepreneurs and managers. I work remotely for clients all over the world. • Personal Assistant • Recruitment • Talent Management • Human Resources • Executive Support • Research • Project Management • Administrative Support • Operations Management Period of Employment Jan 2021 to date (Current) Collaborative Partner Lisa Swartz, Taflynn Worx -- Company Harcourts Rhino Industry Real Estate Position Property Consultant Key Responsibilities • • • • • • • • • • • Generate client leads to buy and sell property. Counsel clients on market conditions, prices, and mortgages. Develop a competitive market price by comparing properties. Create lists for real estate sale properties, with information location, features, square footage, etc. Show properties to potential buyers Present Offer to Purchasers to sellers. Facilitate negotiations between buyers and sellers. Review purchase contracts to ensure terms are met. Promote properties with ads, listings, and open houses. Prepare contracts, purchase agreements, deeds and other documents for each real estate transaction. Maintain your real estate license and knowledge. Period of Employment September 2018 to date (Current) Reference details To be advised Company Gerhard Unger Industry Engineering Position Office Manager & Executive PA to Managing Director Key Responsibilities • • • • Plan and coordinate administrative procedures and systems and devise ways to streamline processes Ensure the smooth and adequate flow of information within the company to facilitate other business operations Oversee and manage facilities services, maintenance activities and tradespersons (e.g electricians, plumbers, contractors etc.) Organize and supervise other office activities (recycling, renovations, event planning etc.) • • • • • • • • • • • • • • • • • • • • • • • Ensure operations adhere to policies and regulations Keep abreast with all organizational changes and business developments Organize and coordinate administration duties and office procedures. Create and maintain a pleasant work environment, Ensuring high levels of organizational effectiveness, communication and safety. Scheduling meetings and appointments, Making office supplies arrangements, Greeting visitors and providing general administrative support to the team Providing executive support to the Managing Director o Travel arrangements (local and international) o Calendar management o Setting up meetings Ensure the smooth running of the office and help to improve company procedures and day-to-day operation. Serve as the point person for office manager duties including: o Maintenance o Mailing o Supplies o Equipment o Bills o Errands o Shopping Organize the office layout and order stationery and equipment Maintain the office condition and arrange necessary repairs Partner with HR to update and maintain office policies as necessary Partner with HR to ensure all HR activities are executed from recruiting, onboarding to exiting. Coordinate with IT department on all office equipment and requirements Ensure that all items are invoiced and paid on time Manage contract and price negotiations with office vendors, service providers and office lease Manage office General & Administrative budget, ensure accurate and timely reporting Provide general support to visitors Address employees queries regarding office management issues (e.g. stationery, Hardware and travel arrangements) Liaise with facility management vendors, including cleaning, catering and security services Coordinate all company events, staff parties, celebrations and conferences Period of employment 1 May 2018 to 30 August 2019 (Short Term Contract) Reference details Peter Steyn – CEO - Company LifeCo UnLtd SA Industry Social Enterprise Position Manager: Operations & Impact Key Responsibilities My role incorporates 5 specific areas: • Operations Management • Talent Management • Facilities Management • Events Management • Executive Support MORE DETAIL: OPERATIONS MANAGER • Oversees the daily operations of the business. Plans, manages, and implements schedules to ensure deadlines are met, and maintains a high-quality standard of driving impact and delivering outcomes. Responsibilities: • Manages the growth and success of the team • Coordinates activities that affect operational decisions and business requirements Responsible for the planning of daily operations Communicates with all relevant employees to ensure deadlines times are met Plans, schedules, and reviews workload and resources to make sure targets are being met on a cost-effective basis Manages the stock control, and checks that inventory records are accurate Creates a detailed schedule based on strict deadlines Communicates any changes in the order or delivery date to relevant parties Makes sure the working environment maintains access to quality services Purchases materials and services required for running of programmes, workshops, training session etc. – internal & external. Organises, plans, and implements inventory activity Confirms that health and safety regulations are followed Provides guidance to employees Reporting progress on all projects at monthly OPCO’s and EXCO meetings (if required) Monitoring developments and flagging any concerns or deadlines not met. • • • • • • • • • • • • • TALENT MANAGEMENT Attract, Engage, Develop and Retain • Ensuring that we have a passionate, purposeful, productive high performing team • Coordinate the on-boarding process for new employees, provide support throughout the employee life cycle and coordinate the exit process. • Provide guidance, ensuring all leaders are educated on their options and the risks • Proactive education of leaders on company minimum standards and best practice HR and people management practices • Create and facilitate engaging training sessions • Act as first point of contact for all HR related queries • Constantly refine the recruitment process to improve talent alignment, performance and retention • Develop, maintain and refine the recruitment policy • Implement and facilitate the entire recruitment process in conjunction with line management. • Monitor, implement and ensure compliance to HR policies, procedures and practices. Participate in the improvement thereof to support line management with advise on HR processes and procedures. • Optimise relevant HR processes and systems, to improve the manager and employee experience. • Coordinate Performance Management Reviews and provide support and guidance to line management on the process and improvement plans. • Conduct quality checks on performance contracting, appraisals and personal development plans. • • • • • Participate in the talent management process and monitor accordingly. Coordinate and participate in disciplinary and grievance procedures and assist with conflict resolution. Assist in the facilitation and administration of annual salary reviews, interim increases, bonusses and incentives, and employee benefits. Participate in organisational development initiatives and provide support to ensure successful implementation and change management. Maintain employee files, HR administration and maintain HR data integrity Performance management • • Ensure that performance documents are in place for all employees and aligned with business and departmental strategies. Conduct annual calibration meetings to ensure that performance ratings are consistent and fair across departments. Talent Wellness Programme • Manage and implement a Talent Wellness Programme that actively improves the health status and well-being of our talent with an aim to improve the teams’ productivity and engagement. • Ensure the alignment of the organisations vision and strategy • Ensure that it is cost effective and meaningful Talent Development & Optimisation • Refine the organisations performance management tools and processes which aims to: • build a high-performance culture for both the individual and the team (organisation) so that they jointly take the responsibility of improving the business processes on a continuous basis and at the same time raise the competence bar by upgrading their own skills in service of the organisations mandate and its beneficiaries. • Clarify goals enabling individuals to do the right things in the right time. • Unlock the full capacity and potential of the individual in favour of the employee and the organization, • Defines expectations in terms of roles, responsibilities and accountabilities • Defines the required competencies and expected attitudes and behaviours. Cultural Alignment • Driving the development of meaningful and relevant team building sessions to build team cohesion and execution. Quality Assurance, Administration & Industrial Relations • Ensure that the company Policies & Procedures are updated and refined • Refinements communicated to all staff – who sign acknowledgement of updated versions. • Ensure all industrial relations matters are dealt with professionally and effectively. FACILITIES MANAGEMENT Responsible for making sure that buildings and their services meet the needs of the people that work in them. Accountable for services such as cleaning, security and parking, to make sure the surrounding environment is in a suitable condition to work. Responsible for preserving the good condition of infrastructure and ensure that facilities are safe and well-functioning. The goal is to ensure our business’s accommodation is problem-free and safe so that employees can work under the best conditions. Responsibilities • Plan and coordinate all installations (telecommunications, heat, electricity etc.) and refurbishments • Manage the upkeep of equipment and supplies to meet health and safety standards • Inspect buildings’ structures to determine the need for repairs or renovations • Review utilities consumption and strive to minimize costs • Supervise all staff facilities staff (custodians, technicians, groundskeepers etc.) and external contractors • Control activities like parking space allocation, waste disposal, building security etc. • Allocate office space according to needs • Handle insurance plans and service contracts • Keep financial and non-financial records • Perform analysis and forecasting EVENT MANAGEMENT Work closely with Project Managers to execute a meaningful experience for all partners, beneficiaries and participants during the event and/or workshop. Responsibilities: • • • • • • • • • • • Event planning, design and production while managing all project delivery elements within time limits Liaise with project managers, partners and beneficiaries to identify their needs Gather information and negotiate costs with suppliers Provide feedback and progress reports Propose ideas to improve provided services and event quality Organize facilities and manage all event’s details such as decor, catering, entertainment, transportation, location, invitee list, special guests, equipment, promotional material etc Ensure compliance with insurance, legal, health and safety obligations Specify staff requirements and coordinate their activities Cooperate with marketing and PR to promote and publicize event Proactively handle any arising issues and troubleshoot any emerging problems on the event day Conduct pre- and post – event evaluations and report on outcomes OTHER RESPONSIBILITIES & CAPABILITIES • Travel arrangements & management • Event planning & coordinating • Oversee the operational requirements for all provincial offices • Manage the procurement process & Vetting of suppliers • Office Renovations & Management • Working closely with service providers and suppliers to ensure that we receive the highest quality of service. • Coordinate, oversee & delegate project tasks • Project tracking • HR Administration • Coordinate and attend all OPCO meetings • Ensure that the organisation’s Events Calendar is managed effectively and is kept updated Period of employment ACHIEVEMENTS • Promoted twice in 12 months • Received top employee award • Refined and implemented a robust recruitment process • Refined the company’s policies and procedures with regard to recruitment, operations & projects • Developed and implemented a project management tracking tool (along with my team) • Developed, coached and mentored an employee who reported to me from a Driver to a Coordinator level • Currently have 3 staff members reporting directly to me June 2014 to April 2018 Reason for leaving Wanting to leave the NGO space Reference details Sharon Lazarus – Executive: Finance & Governance - Company Shelhurst Components Industry Importing and Exporting Position Personal Assistant to Managing Director Key Responsibilities Screening calls Diary management Travel arrangements (local and international) Customer queries Liaising with sales team (pro forma invoices, queries, stock schedules) Sales support to the Sales Manager General correspondence (typing of letters, minutes of meetings, emails) Attending sales meetings Monthly sales reports Annual sales overview and projections Sales forecasting Monthly stock reports Ensuring that stock reports are updated accurately daily Dealing with suppliers with regards to orders and lead times Managing the smooth daily smooth running of the office Stationery and office supplies All secretarial and administrative functions Minutes of meeting Following up on orders with suppliers Managing and updating the database Managing and implementing new filing systems Collate invoices, quotes, brochures, samples for processing and filing purposes Create and maintain filing system both electronically and manually Period of employment March 2012 to March 2013 Reason for wanting to leave Started my own business in Real Estate Reference details Katrine Shelhurst - Tel:- Company The Blue Grass Group Industry Estate Management Position Key Accounts Manager, Facilities and Maintenance Coordinator / PA Key Responsibilities Providing the full PA function All secretarial and administrative functions Supporting Trustees and Chairman with administrative and secretarial tasks Coordinating Board & Trustee Meetings Ensuring proxies are in order Minutes of Trustee Meetings and annual AGM meetings Prepare Agenda for meetings Preparing Packs for meetings Following up on tasks and assignments Advanced PowerPoint Presentations Project Administration Managing and updating the database Managing and implementing new filing systems Manage and update the company’s website Write and design various estates monthly news letters Collate invoices, quotes, brochures, samples for processing and filing purposes Email correspondence and communication updates Attend to typing, editing, letters, presentations, faxes, e-mails Attend to typing, editing, finalization and quality control of reports, letters, presentations, faxes, e-mails Arrange for the distribution of reports, documents, information etc Create and maintain filing system both electronically and manually Ensure the smooth running of the office Use discretion to bring relevant matters to the attention of the Senior Manager Liaise with external and internal parties to source/obtain information, follow-up on requests, submit reports Manage the smooth running of the 9 Estates Registering of conduct and management rules Coordinate all maintenance and facility tasks and requirements Dealing & meeting with potential suppliers daily Sourcing quotes for maintenance and/or building developments Managing Caretaker & support staff with duties and responsibilities Dealing with Tenants and Owners daily with various queries and requests Providing quality & professional service at all times Ensuring that all Tenants and Owners comply to the Body Corporate Rules and Conduct Rules Issuing letters of complaints and managing professional direct communication Building relationship with clients, tenants, owners, suppliers, Trustees, staff etc. Following up on renovations, alterations, quotes etc. Ensuring deadlines are met with all tasks Support Senior Manager in all aspects of workload Enforcing the conduct rules at all times Dealing with and processing of insurance claims on the estates behalf AGM planning and prepping Period of employment April 2010 to February 2012 Reason for leaving Retrenched Reference details Sheila Cross (Director) Tel: - Cell: - Company The Consumer Group Industry Communications Position PA to CEO (Contract Position) Key Responsibilities Secretarial/Administrative responsibilities Support the CEO in all aspects of his workload Manage the CEO electronic diary and co-ordinate appointments, bookings and meetings Arrange conference calls and meet and greet visitors Attend to typing, editing, letters, presentations, faxes, e-mails Screen telephone calls and assist with information dissemination via telephone Edit/draw up MS Word documents and PowerPoint presentations Create and maintain filing system both electronically and manually Arrange for the distribution of reports, documents, information etc. Maintain a record of sales meetings and attend to minutes in this regard Liaise with external and internal parties to source/obtain information, follow-up on requests, submit reports Ensure the smooth running of the office whilst the CEO is travelling Support HR in the maintenance of sales staff files and collating of data for EE (Employment Equity) and Skills Development reports, Project administration Travel Arrangements Co-ordinate local travel arrangements for salesstaff in consultation with the PA to the MD Arrange the booking of flights, accommodation, car hire, and airport transfers Events management: manage / assist / coordinateand organise annual sales conferences Working closely with the IT Manager on various projects Period of employment May 2009 – February 2010 Reason for leaving Relocated to Johannesburg Reference details Sharnet Gordon – Human Resources Manager- -