Sharon Wong

                                                                                                 PROFESSIONAL  PROFILE     SUMMARY   I  am  based  in  Victoria,  Australia  and  have  a  broad  background  in  business   administration  and  EA/PA  support  gained  over  the  last  30+  years  with  IBM,   Unisys,  West  Farmers,  Hirsch  Bedner  Assoc,  and  others  in  a  variety  of  fields   including  banking,  finance,  accounting,  training,  IT,  business  development,   audits,  architecture  and  interior  design.   I  have  successfully  supported  and  provided  continuing/long  term  level   business  and  Executive  Assistant  support  to  my  previous  employers  with   strong  management  skills  which  includes  Human  Resources  and  Financial   management  together  with  a  high  degree  of  commercial  acumen,  ensuring   high  outcome  in  all  aspects  of  responsibilities  ensuring  profitability.   I  have  strong  business  acumen  in  running  an  office  from  base  up  to  cost   control  to  budgeting  and  full  operations.    I  have  the  ability  to  understand   both  customers’  needs  and  working  closely  with  clients  to  enhance  to   company  brand  and  reputation  building  strong  customer  client  relationship.     SHARON   W ONG                   s I  have  above  average  and  articulate  English  skills,  both  written  and  spoken.  I   am  also  fluent  in  Bahasa  Malaysia  and  Cantonese  and  a  few  other  Chinese   dialects.  I  am  competent,  self  motivated,  pro-­‐active,  professional  and  highly   organized  with  detail  work  ethics.  I  like  to  see  a  task  through  to  its  successful   conclusion  and  am  comfortable  working  to  deadlines  and  my  commitment  is   to  exceed  expectations  in  terms  of  delivery.     BENEFITS  OF  WORKING  WITH  A  VIRTUAL  ASSISTANT:   I  am  an  independent  contractor,  so  you  are  not  responsible  for  any  employee   related  taxes,  insurances,  superannuation,  holiday  pay,  leave  loading,  sick   pay  or  other  benefits.   You  reduce  your  office  expenses  as  I  work  from  my  home  office  and  am   already  equipped  with  a  laptop  /  PC,  mobile  phone,  high  speed  internet  and   a  printer/scanner  to  handle  your  business  demands.   You  save  money,  by  paying  me  only  for  the  hours  I  work  for  you.   I  am  flexible,  and  work  is  completed  in  the  timeframe  given  by  you.   You  increase  productivity,  have  less  downtime,  no  more  breaks  or  extended   lunch  breaks  to  decrease  office  productivity.   Lastly,  I  believe  the  most  important  factor  is  that  I  am  able  to  focus  on  the   parts  of  your  business  that  take  up  your  precious  time  in  order  to  give  you   back  that  time  and  allow  you  to  concentrate  on  growing  your  business  and   raising  your  bottom  line.     SERVICES  PROVIDED:   Business  Practice  Management   -­‐ Project  Management   -­‐ Reporting   -­‐ Budget  &  Project  Profitability   -­‐ Staff  Efficiency  Analysis   -­‐ Financial  Control   -­‐ o Invoicing   o Accounts  Receivables   o Account  Payables   o Collections   o Expenses  Reconciliation   o Bank  Reconciliation   o Data  Entry   o End  of  Month  /  End  of  Year  Financial  Reports   o Cash  flow  /  Budgeting  Forecasting   o Monthly  Invoicing  Forecasting   o Payroll   o Payroll  Tax   o Superannuation   Human  Resources  &  Recruitment   o Position  Descriptions   o Job  Ads   o C.V.  Screening   o Setting  up  Interviews  with  Candidates   o 1st  round  Interview  Screening   o Operations  and  Staff  Handbook   o Staff  Induction   o Staff  Mediation   o Exit  Interviews   o Employment  Contracts                 o -­‐ Termination  Letters   O  H  &  S   o Safety  Induction   o Safety  Training   o Quality  Control   o WorkFlow  Templates   o Forms   -­‐ Online  research   -­‐ Data  analysis  and  statistical  reporting   -­‐ Create  and  maintain  registers  and  contact  databases   -­‐ Invoicing,  raising  purchase  orders  and  quotations   General  EA/PA  Support   -­‐ Email  management/prioritising/  weeding  out  spam  and  junk  mail   -­‐ Calendar  management  -­‐  scheduling  and  appointment  setting   -­‐ Client  communication  –  emails  and  telephone  calls   -­‐ Travel  management   -­‐ Monitor  customer  satisfaction  levels   -­‐ Creating  processes,  standing  operating  procedures  and  manuals   -­‐ Document  creation,  formatting  and  proofing   -­‐ Word  processing,  spread  sheets,  pivot  tables,  charts,  graphs,  flowcharts,  organisation  charts   and  presentations   -­‐ High   level   working   knowledge   of   Microsoft   Office   Suite,   including   MS   Word,   MS   Excel,   MS   PowerPoint     -­‐ Data  entry   -­‐ Online  research   -­‐ Data  analysis  and  statistical  reporting   -­‐ Create  and  maintain  registers  and  contact  databases   -­‐ Invoicing,  raising  purchase  orders  and  quotations   Document  Control     -­‐ Administer  end  to  end  document  control  process  activities   -­‐ Ensure  all  documents  are  formatted  in  accordance  with  style  guide   -­‐ Ensure  version  control/revisions  are  systematic  and  aligned  to  document  histories                 -­‐ Setup  and  maintenance  of  filing  systems   Tendering   -­‐ Research  and  track  upcoming  projects/tenders   -­‐ Cold  call/email  potential  Clients  expressing  interest  to  price  works  packages   -­‐ Tender  preparation   -­‐ o Manage  and  coordinate  compilation  of  tender  submission   o Liaise   with   Client   for   completion   of   bill   of   quantities/written   responses   to   tender   schedules   o Draft  staff  resumes  for  inclusion  in  tender  submission   Collate  and  lodge  tender  submission     Audit  Preparation   -­‐ Provide  support  in  preparing  and  implementing  systems  and  processes  to  meet  compliance   accreditation  requirements.   -­‐ Manage   observations   and   non-­‐conformances   to   ensure   they   are   closed   out   in   a   timely   manner.   BUSINESS  CREDENTIALS:   -­‐ Bachelor  of  Banking  &  Finance   -­‐ Bachelor  of  Accounting                   C.V. of Sharon Wong Employment History Nov 2018 – May 2019 Practice Manager Plus Architecture Pty Ltd Duties: • • • • • • • • • • • • • • • • • • • Resourcing and forecasting for teams and projects Project Management – Project financial reports and analysis Xero – Cash Flow and reconciliation Accounts Payable Accounts Receivable Monitors Project Cash flow Resources Cost control, analysis and project profitability Manage schedules Liaising with Book-keepers and Accountant Board Meetings, Associate Meetings HR – recruitment, Contracts, Induction & Setup, Probation Review, Performance Review, Training, Work Experience, Disciplinary, Counseling/Problem Resolution/Mediation, Exit Interviews, Termination, Staff Ceiling and Allocation, HR Consultants, Management Reports, Staff Efficiency Reports IT – Coordination with External IT Services, Software/Hardware , Coordinate IT issues Quality Assurance – Project Audits, System Audits, Document Control Safety – Office Processes, Staff Safety Training, Safety Initiatives, System Audits Business Development – Pre-tender Feasibility, submission co-ordination, PQC Registration, Quarterly Reporting Finance – Centralised distribution, Cash Flow, Data capture, Process approvals, Payment Execution, Reconciliation (Banks, Accounts Receivables/Payables) , Reporting, KPIs, Forecasting, Monthly Performance, Cash flow, Staff Expense Approvals, Budget setting and variance reporting, Asset Registers, Depreciation Schedules, Policies and manuals, WFM Training General Finance – Overlooking PAYG, BAS, State Payroll Tax, FBT, TPAR, Superannuation, Insurances (PI, PL, Workcover, Directors, Travel, Vehicles)           • • •     Vehicle Maintenance, Building Maintenance, Facilities Management General Admin and Operations - Company Registration – ASIC etc, Travel and Accommodation, Develop and maintain operational manuals, telephone and mobile phones, cleaners and maintenance contractors, overseeing all Administration functions. Liaise with other Plus offices and coordination with the other Plus offices Operations Managers, giving directions and support. May 2017 – Oct 2018 Studio Manager for Brisbane & Melbourne Offices Guymer Bailey Architects Duties: • • • • • • • • • • • • • • • • • • • • Running both Brisbane and Melbourne offices Resourcing and Costing for teams and projects including external resources for audits Project Support – Fee Proposals, Job Setup, Client Billings, Sub-consultants, Project Archiving, MYOB/XERO XERO implementation, testing and integration into Work Flow Max Accounts Payable Accounts Receivable Monitors Project Cash flow Resources Cost control, analysis and project profitability Manage schedules HR – recruitment, Contracts, Induction & Setup, Probation Review, Performance Review, Training, Work Experience, Disciplinary, Counselling/Problem Resolution/Mediation, Exit Interviews, Termination, Staff Ceiling and Allocation, HR Consultants IT – Coordination with External IT Services, Software/Hardward , Coordinate IT issues Quality Assurance – Project Audits, System Audits, Document Control Safety – Office Processes, Staff Safety Training, Safety Initiatives, System Audits Business Development – Pre-tender Feasibility, submission co-ordination, PQC Registration, Quarterly Reporting Marketing – Reviewing marketing staff productivity vs return on marketing investment Finance – Centralised distribution, Cash Flow, Data capture, Process approvals, Payment Execution, Reconciliation (Banks, Accounts Receivables/Payables) , Reporting, KPIs, Forecasting, Monthly Performance, Cash flow, Staff Expense Approvals, Budget setting and variance reporting, Asset Registers, Depreciation Schedules, Payroll General Finance – PAYG, BAS, State Payroll Tax, FBT, TPAR, Superannuation, Insurances (PI, PL,               • • Workcover, Directors, Travel, Vehicles) Vehicle Maintenance, Building Maintenance, Facilities Management General Admin – Company Registration – ASIC etc, Travel and Accommodation, Develop and maintain operational manuals, telephone and mobile phones, cleaners and maintenance contractors, overseeing all Administration functions. April 2015 – June 2016 Managing Director Luxury Design Consultancy Duties: • • • • • • • • • • • Start up and formation of company Business Plans and Marketing Plans Overall running of company in all business related areas from administration, finance, HR, and IT. Business Development in China and South East Asia and UAE Working closely with developers, architects, designers and operators from planning to delivery of projects. Preparation of capability statements, team charts, fee proposals, fee negotiation, resourcing right up to invoicing clients and delivery of projects. Problem solving and client liaison with clients to resolve issues and problems. Creating MOUs with these group of entities to ensure slow of information on new projects coming up and ensuring we are in the selection. Maintaining and responsible for ongoing Client management, including initial client brief the presentation of capability statements. Preparation of capability statements and RFP and working on fees to ensure profitability, team charts and resourcing. Preparation of all contracts to clients and ongoing support to client Aug 2012 – Feb 2015(2 years 7 months) Admin & Finance and BD Director Hirsch Bedner Associates Pty Ltd               Duties: • • • • • • • • • • • • • Business Development in China and South East Asia Working closely with developers, architects, designers and operators from planning to delivery of projects. Preparation of capability statements, team charts, fee proposals, fee negotiation, resourcing right up to invoicing clients and delivery of projects. Problem solving and client liaison with clients to resolve issues and problems. Creating MOUs with these group of entities to ensure slow of information on new projects coming up and ensuring we are in the selection. Maintaining and responsible for ongoing Client management, including initial client brief the presentation of capability statements. Preparation of capability statements and RFP and working on fees to ensure profitability, team charts and resourcing. Preparation of all contracts to clients and ongoing support to client Full Financial Responsibility of HBA ensuring profitability and cash-flow Ensuring billings to clients are on a timely basis and payments are collected on a timely basis. Analysing cash flow, budget control to stationery order and supply, pantry orders are part of my responsibility. Full Admin Responsibility of HBA including facility management and travel management to event organization. Full HR Responsibility right up to recruitment, staff induction and payroll June 2010 – Current (4 weeks Temp Position) Office Manager Fitted For Work Ltd (A Non Profit Organisation) Duties: • • • • • • • • • Reviewing and upgrading the administrative process and documenting the process and rewriting the Admin Operations Manual. Streamlining of Job description and activities and gearing it towards the respective Job Descriptions. Payment of invoices, processing payroll. Receipts of donations and all receipts and reconciliation. Maintaining HR records, Employment contracts, Volunteer records and positions. Recruitment of New Hires through advertisements. Bank liaisons – changes in signatories and mandates Credit Card facilitation Reorganising and cleaning up of internal drives and shared public disks.           • • •     Annual Appeal coordination and Fund Drives. Delegation of tasks to Admin Trainees. Administer email addresses for new hires and managing the email enquiries from websites. March 2006 – 28 May 2010 Office Manager SSP Asia Pacific Pty Ltd Duties: • • • • • • • • • • • • • • • Directs the efficient and effective day-to-day operation of SSP AP office administration. Directs the activities of all administration, secretarial, logistics, reception and HR support to ensure consistence of procedures and high quality of support. In conjunction with Senior Management, develops and implements administration procedures to improve operations in the above areas. Full responsibility of creation of monthly, time and material invoices to customers and having full responsibility in the accounts receivable and accounts payable areas. Direct procurement and vendor management activities for SSP AP. This includes managing supplier relationships obtaining competitive pricing, issuing of ALL purchase orders to suppliers and tracking status, goods receipt verification and management of purchasing records to reconciliation of both assets and softwares. Ensure data entry into Quickbooks accounting system is done timely and accurately as well as the maintenance of Petty Cash. This includes negotiation with hotels for preferential corporate rates. Direct administration and secretarial personnel to ensure consistence and high quality external correspondence is achieved. Executive support to General Manager and Senior Managers. Develop and enforce policies and procedures in conjunction with Senior Managers in relation to Company records management including filing and protection of Company records. This includes both electronic solutions like business imaging system and/or manual systems. Ensure all company critical documents are scanned/filed and a Obligation register created for audit and compliance. This includes the electronic archiving system. Develop, implement and enforce processes to ensure a high professional standard of office presentation. This includes directing the booking and setting up of conference rooms and facilities. Control equipment booking and tracking procedures for all group conference and meetings. Coordinate all travel arrangements in the company both local and overseas and hotel bookings. Event management and catering for schedules functions Preparation of Board papers for board meetings Minutes taking and preparation of executive management meeting and implementing decisions and procedures A team player in the Executive management team. Responsibility and management of tenants in the building. Develop and direct building maintenance and logistics activities within Koukia’s office building. Direct the provision of staff amenities (water filters, kitchen supplies, stationery supplies, minor maintenance and cleaning services (carpet, air-conditioning etc.) Direct setup and maintenance of work stations for employees. This includes asset tracking and re-allocation, telephone connections and extensions and               providing guidance on general office procedures. Liaising with banks on banking requirements, bank cards, signatories, credit cards etc. Provide first point of contact for OH & S matters and Warden training coordination. Maintaining sick leave and annual leave and reconciliation on a monthly basis Setting up induction package for new employees Maintaining of all employee’s personnel data as well as contactors data and employment contracts. Reviewing all CVs, liaising with recruitment agents and scheduling of interviews and issuance of Letters of Offers to new hires. • • • • • • May 2003 – Oct 2005 Executive Assistant to CEO Intel bay SDN BHD Duties: • Provided MD with secretarial support and assistance and to communicate and liaise with colleagues, the Management team, customers, and partners. • • Overall administration and running of the Company. Setting up of press conference and event management for partners and press releases and announcements and organization of events and functions. • Role of HR manager with responsibilities in payroll, Employees Provident Fund (equivalent to Super), Inland Revenue Dept (Income Tax deductions) etc. • • Liaising with Immigration for work permits for consultants and expatriates. Responsibilities include basic accounting and journal entries, issuing of cheques for payment and payroll. Liaise with the bank on the Company's banking needs and requirements. • • Preparation of Proposals and Contracts and assisting in due diligence for projects. Working with Company Secretary on contracts and terms and conditions for Joint Ventures and Affiliates. • Setting Schedules and appointments at the same time making sure that there is balance in work and personal life • In-road to Senior Management of Multi Nationals and major Corporate Clients in the Financial Sector. • • • Compile and implemented Company's hand-book for HR. Setting up meetings internally, and overseas via conference calls. Taking care of MD’s emails, correspondence, schedules, appointments, travels and hotel accommodation           •   In the MD’s absence, including external and internal meetings, to ensure that all important matters are handle promptly and effectively by all appropriate parties in   a professional manner. This includes • • Redirecting and responding to emails on his behalf in his absence. Dealing with vendors and suppliers in a professional manner. Oct 2000 – April 2003 Executive Assistant to Managing Director Unisys Malaysia Sdn Bhd Duties: • • • • • • • • • • • Provided MD with secretarial support and assistance and to communicate and liaise with colleagues, the Management team, customers, partners, etc with minimum supervision and at the same time collaborating team spirit and teamwork amongst the Unisys staff My job requires me to plan effectively and to ensure good time management in my MD’s daily and weekly schedule to allow him to constructively lead and guide his team to increase sales, explore new markets and to focus on major accounts and close major deals while building relationships and rapport with the customers to achieve his objectives and targets Dealing with Marketing and communications, i.e. media, event management etc Setting Schedules and appointments at the same time making sure that there is balance in work and personal life Setting up meetings internally, and overseas via conference calls. Taking care of MD’s travels and hotel accommodation Preparing payments for his monthly bill payments for credit cards, telephone bills, clubs subscription etc In the MD’s absence, including external and internal meetings, to ensure that all important matters are handle promptly and effectively by all appropriate parties in a professional manner. This includes redirecting and responding to emails on his behalf in his absence To assist HR whenever and wherever possible when dealing with staff/secretaries or in organising HR related events and also to render assistance to MD’s family as and when the need arises. To ensure smooth and effective maintenance of the office facilities so as to allow staff to have a more conducive working environment and at the same time instilling ‘ownership’ of problems on hand instead of ‘passing the buck’ attitude To take on the supervisory role to the team of secretaries, despatch clerk and receptionist, providing support and guidance, back-up where necessary ensuring effective and efficient support to the respective Sales Function/Team Jan 1999 – July 2000 Operations Manager Ecnet (M) Sdn Bhd Duties: • To implement and execute Standard Operating Procedures           • • • • • • • • • • • • • • • • • • • • • • • • •     To improve and fine tune on existing operating office procedures To implement office security and administrative guidelines, claim procedures, travel claim procedures To effectively and efficiently handle all administrative matters for the company from office maintenance to internal infrastructure and networking To develop Internal Disaster Recovery process and procedure plans and backup in the event of a disaster To draw up the Company's operating budget for the year To look for new office place for expansion To develop cost reduction programs and cut operating cost effectively To ensure that Customer Service performs and supports our customers efficiently, effectively and professionally Submitted proposal for 24 x 7 regional support for Customer Service and Helpdesk complete with recommendations for Customer Relations Management Software system and costing To oversee the Project team and to ensure that their spec-ing is up to mark and that there is proper sign-off before pursuing for a slot with the Engineers To liaise and work closely with the Sales Team and provide operational support to them To roll out Hubs Contract as soon as the proposal is prepared As a liaison for customers and legal and to settle legal issues and concerns on Hub Contract/Master Agreement To oversee and administer the Malaysian marketing programs and activities eg Seminars, Road shows, name cards, advertising/advertorials and marketing tool kits To liaise closely with our PR Agency and the Senior Marcom person in Singapore To oversee the Penang office operations and to ensure that the Penang staff are updated on changes in processes and procedures Coordinating Staff monthly meetings and planning the meeting agenda To oversee the training requirements of the Malaysian staff and that of customers To ensure that each and every new hire is given the proper training and orientation and that each new hire has a training schedule drawn-up To conduct in-house self-development training modules for the staff eg Presentation Skills etc To identify needs and training requirements of the current Customer Service team to upgrade them from time to time To manage and oversee the staff welfare and well being To act as a channel of communication amongst the staff to management and a key player in resolution of problems and issues To act as a mediator in times of conflicts between staff and inter-departments Hiring of Customer Service, Admin Staff and Project Staff My accomplishments in 1999 Duties: • Implemented Security guidelines, travel procedures, claim procedures • Executed Standard Operating Procedures for Customer Service, Project, Sales and overall Company administrative procedures • Liaison between Engineering and Project and Customer Service • Coordinated better teamwork and understanding between Engineering and Project and Customer Service • Conducted Presentation Skills module with all Sales and Project Team               • Helped resolved major legal issues and secured 2nd list of Supplier list from a major customer • Resolved training issues with major MNC Company • Coordinated and came up with 2 training modules for Customers – Basic Internet Course and Train the Trainer Course • Relocated office due to expansion- Business Development Manager NG Brothers Company Duties: • • • Helping parent’s Company restructure and reorganise Implement new management policies Implement HR policies July 1982 – Jan 1997 Senior Distribution Analyst IBM World Trade Corporation Duties: • • • • • • US Export Regulation Executive ensuring compliance for licensing and Import and Government requirements. Provided training for all staff and new hires Software Administrator and Designated Instructor for Software Administration for the Asia Pacific Group Build to Plan Coordinator and Scheduler, dealing with country's inventory forecast and reporting to the Asia Pacific Group Implemented IDDE (International Distribution and Data Exchange) an in-house EDI program which links the distribution centres to freight forwarders for paperless transaction of invoices and intercompany invoices Administered the Department's Disaster Recovery Plan and implemented new procedures and processes and mechanization of reports and procedures Weekly presentation to Senior Management on status report Education Banking and Finance – London Institute of Banking and Finance               Accountancy – Chamber of Commerce, London Skills/Attributes • • • • • • • • • • • • • • • • • • • Customer service and customer driven Computer package Willing to learn new skills Effective listening Demonstrated Communication skills Well developed interpersonal skills Ability to manage difficult customers Proven negotiation skills Able to follow instructions and work with minimal or no supervision Office procedures-Faxing, Photocopying and filling Managing credit card Team Player Able to work under pressure Able to work to time schedules meeting tight dealines Excellent time management skills Able to lead and solve problems Able to make decisions and work independently Fluent spoken in English, Bahasa Malaysia, Chinese Victorian driver's licence and own transport Referees – Upon Request