Lucy Theron

• Successfully negotiated contracts with multiple vendors to secure advisory services essential for project completion.
• Assisted with cost reductions while enhancing service quality by leveraging competitive bids and market analysis.
• Ensured access to specialized expertise by selecting vendors with proven track records in relevant fields.
• Streamlined admin and operational processes by implementing efficient administrative systems, resulting in increased productivity and reduced operational costs.
• Promoted a positive workplace culture by addressing employee concerns promptly and implementing initiatives aimed at boosting morale and job satisfaction.
• Assisted with budget preparation and financial reporting, enabling effective allocation of resources and timely identification of potential cost savings.
• Optimized resource utilization by efficiently allocating personnel/contractors, equipment, and facilities to meet organizational needs.
• Reviewed internal processes to identify areas for improvement and implement corrective measures promptly.
• Liaised with external stakeholders including clients, suppliers, and regulatory bodies to maintain strong working relationships beneficial to the organization's success.
• Facilitated the hiring process in candidate screening, interviewing, and onboarding new staff members and contractors.
• Facilitated regular meetings, fostering collaboration and cohesive decision-making across the organization, with offices in South Africa and the US.
• Coordinated customer, vendor and stakeholder relations for smooth communication flows.
• Developed and implemented improved filing systems for enhanced order and accuracy.
• Organized and updated databases, records and other information resources.
• Created reports, presentations and other materials for executive staff.
• Prepared and executed contracts for vendors and new clients.
• Optimized organizational systems for payment collections, AP/AR, deposits, and recordkeeping.

• Reporting Structure: Report to the Sales and Marketing Executive.
• Support Functions: Provide administrative support to the Executive Sales and Marketing Manager and regional sales teams.
  Update sales tools, prepare presentations, and manage proposals.
• Client Engagement: Prepare commercial quotes for new clients in various countries.
  Assist in proposal design and tender management.
• Project Management: Manage the responsibility matrix to ensure timely client responses.
  Attend reviews to ensure alignment with agreed processes.
  Prepare final documents for submission and follow up on bids with stakeholders.
• Vendor Management: Complete vendor registration documents as per client expectations.
  Set up and finalize Service Level Agreements (SLAs) in alignment with cost rate schedule details.
• Research & Coordination: Conduct strategic research to assist sales teams.
  Collaborate with Operations team/Country Managers for site setups.
• Reporting: Manage Africa sales reports, including a weekly sales pipeline report.
  Maintain a central document repository, ensuring all documents are relevant and up-to-date.
  
• Reporting Structure: Report to the Executive Operations Manager (Africa) and General Managers in Ghana, Zambia, Namibia, DRC, and South Sudan.
• Recruitment Process: Oversee recruitment from screening to offer stages.
• Compliance & Auditing: Conduct compliance checks in collaboration with auditors and compliance managers regarding stats, taxes, leave provisions, and working hours.
• Project Management: Manage large mining projects, facilitating employee mobilization and ensuring compliance.
  Assist with employee induction and onboarding, including Third Country Nationals [TCN] mobilization from Thailand and the Philippines.
• Documentation & Legal Compliance: Facilitate HR administration, documentation, visa and work permit applications, and legalization with the Department of Labour and Embassies.
  Prepare employee contracts ensuring compliance with local legislation.
• Insurance & Benefits Management: Negotiate and manage medical evacuation and life cover insurances.
  Implement tax structuring and ensure compliance with local tax legislation.
• Payroll Management: Set up and process payroll in Durban, acting as a liaison with the payroll department.
  Implement updates for new employees, salary increases, and authorize payroll bi-weekly and monthly.
• Financial Reporting: Ensure accurate monthly stats reports are prepared and sent out for payment.
  Manage ad-hoc billing, monthly medical schedules, and office costs for Namibia.
  Assist the GM with queries regarding monthly management accounts.
  
• Successfully managed the recruitment and onboarding of over 600 employees across multiple countries for various mining projects.
• Streamlined the proposal and tender management process, ensuring timely submissions and improved client satisfaction.
• Negotiated favorable insurance and benefit packages that enhanced employee retention and satisfaction.

• Industry Focus: Specialize in recruitment and selection of candidates within the EPCM sectors, including mining, power generation, petrochemicals, and construction.
• Candidate Sourcing: Utilize referrals and search engines to identify suitable candidates.
  Screen CVs, conduct interviews, and shortlist candidates for client review.
• Advertising: Create and place job advertisements on search engines, ensuring comprehensive descriptions of positions.
• Background Checks: Complete Kroll checks and reference verifications for candidates to ensure qualifications and reliability.
• Interview Coordination: Set up and facilitate interviews between candidates and clients.
• Offer Preparation: Prepare and negotiate employment offers, ensuring alignment with client and candidate expectations.
• Contract Management: Draft contracts for contractors (LDC) and clients (SLA), ensuring clarity in terms and conditions.
• Invoicing: Ensure placement fees are accurately invoiced and processed in a timely manner.
• Salary Structuring: Structure salary packages considering site conditions and tax efficiency to maximize contractor satisfaction.
  
• Contractor Administration: Oversee all white-collar contractors, managing their records and information both on-site and at head office.
• Reporting: Update and manage weekly and monthly internal and management reports regarding contractor statuses and activities.
• Disciplinary Process: Attend disciplinary hearings alongside the IR Manager, administering necessary documentation and procedures as required.
• Payroll Management: Handle remuneration calculations, payroll data input, and query resolutions.
  Communicate site conditions and ensure contractors are informed about their tax compliance requirements.
• Contractor Mobilization: Manage the mobilization and demobilization processes for contractors to sites in South Africa, Mozambique, Malawi, and the Middle East.
  
• Successfully recruited and placed numerous candidates across various sectors, contributing to project efficiency and team performance.
• Streamlined the recruitment process, reducing time-to-hire while maintaining high-quality candidate standards.
• Developed comprehensive reporting systems that improved visibility and management of contractor performance and compliance.

Client: Fluor SA

Location: Head Office and Client Sites (Johannesburg, Durban, Secunda)

• Candidate Sourcing: Supplied Fluor with suitable candidates across various disciplines for project support, site staff, and management positions in the mining, construction, and petrochemical industries.
  
• Client Collaboration: Attended weekly meetings with Line Managers to gain insights into outstanding and forecasted positions, ensuring alignment with project needs.
  
• Recruitment Process Management: Conducted the entire recruitment process, from sourcing candidates to coordinating interviews and finalizing contracts.
  Collaborated with a dedicated accounts manager on-site to facilitate contract signing for selected candidates.
  
• Discipline Coverage: Focused on recruiting for diverse roles, ensuring a strong talent pipeline for Fluor's various operational needs across multiple locations.
  
• Successfully filled numerous critical positions, enhancing project team capabilities and operational efficiency.
• Built strong relationships with Line Managers, resulting in improved understanding of staffing requirements and faster recruitment cycles.
• Developed a streamlined recruitment process that enhanced candidate experience and engagement.

• Client Sourcing: Identified potential clients and contractors through referrals and networking efforts.
  
• Brand Promotion: Promoted the Capital Outsourcing brand as a Labour Broker and payroll bureau, enhancing visibility in the market.
  
• Consultative Selling:
  Sold various financial products, including: Medical aids
  Life policies
  Income protection policies
  Retirement policies for tax-efficient salary structuring.
  
• Position Types:
  Managed recruitment for contracting and permanent positions, both locally and internationally, with a focus on: Mining and minerals
  Power generation
  Petrochemical
  Oil and gas
  Primarily targeted white-collar roles.
  
• Recruitment Process: Advertised open positions on various search engines.
  Screened and selected CVs, following up on feedback to candidates and clients.
  Conducted reference checks on candidates.
  Negotiated rates and terms of contracts with clients.
  Managed the setup and completion of contracts or placements, including international mobilization of candidates.
  
• Client Relationship Management: Built and maintained strong relationships between Capital Outsourcing and clients.
  Engaged with existing clients to negotiate rate increases and ensure all contracts remained up to date.
  Collected new job specifications from clients and negotiated contracts with agreed payment terms.
  
• Invoicing and Payments: Ensured accuracy in invoicing and managed the payment process for company accounts.
  Addressed and resolved all invoicing queries promptly.
  
• Payroll Management: Addressed and rectified all payroll queries related to contractors.
  Structured salaries for tax efficiency.
  Coordinated timesheets from site to payroll department, ensuring accuracy in pay slips.
  
• Benefit Administration: Assisted with queries related to medical aid and retirement annuities.
  Created and sent all schedules to life and medical aid companies.
  
• Networking: Visited contractors twice a month to strengthen relationships and network for new business opportunities.
  
• Successfully expanded the client base through effective networking and relationship-building.
• Streamlined the recruitment and payroll processes, significantly reducing turnaround times.
• Enhanced revenue through strategic negotiations with clients for rate increases and new contract agreements.

• Increased client satisfaction by building strong relationships and addressing their needs promptly.
• Successfully resolved escalated issues, preventing potential loss of valuable clients while maintaining positive relationships with all parties involved.
• Maintained high client retention rate by providing exceptional customer service and anticipating client needs.
• Collaborated with sales team to identify potential upsell opportunities and expand client base.
• Provided comprehensive reporting on account performance, enabling clients to make data-driven decisions about future investments.
• Established clear communication channels between clients and internal teams, ensuring seamless project execution.
• Negotiated contract terms with clients, securing favorable agreements for both parties.
• Cultivated long-term relationships with key stakeholders in assigned accounts, fostering trust and loyalty among clients.

• Promoted: Assistant / Restaurant Manager