senior administrator

1 week ago

City of Greater Bendigo, Australia Mj Quinn Integrated Services Ltd Full time

Position Overview: We are seeking a highly organised and detail-oriented Administrator to join our team. The ideal candidate will be responsible for overseeing various administrative tasks, including project invoicing, timesheet processing, travel arrangements, and reporting. This role requires a proactive individual who can efficiently manage multiple responsibilities and contribute to the smooth operation of the department. This role is covering a 12 month maternity leave.

Responsibilities:

  1. Project Invoicing:
  • Generate and process invoices for department projects accurately and in a timely manner.
  • Ensure compliance with client requirements.
  1. Timesheet Processing & Sub-contract Invoicing:
  • Collect, review, and process weekly timesheets.
  • Coordinate sub-contractor invoicing, verifying accuracy and completeness.
  1. Travel Coordination:
  • Book accommodations, flights, trains, and other travel arrangements for department staff as needed.
  • Ensure travel arrangements align with budgetary guidelines and travel policies.
  1. Document Management:
  • Maintain and update department invoicing documents, ensuring accuracy and completeness.
  • Organise and archive documentation for easy retrieval and reference.
  1. Reporting:
  • Complete monthly reports such as VBD (Volume Based Discount) report accurately and on schedule.
  • Compile data and prepare reports as required by management.
  1. Administrative Support:
  • Manage OBASS (Operational Building Access & Security Systems) access for department members, ensuring compliance with security protocols.
  • Handle warranty calls and allocate tasks to appropriate team members.

Requirements:

  • Bachelor's degree in Business Administration, Finance, or related field preferred.
  • Proven experience (2 years) in administrative roles, with a focus on invoicing, travel coordination, and reporting.
  • Proficiency in MS Office Suite (Excel, Word, PowerPoint) and accounting software.
  • Excellent organisational skills with a keen eye for detail.
  • Strong communication and interpersonal skills.
  • Ability to prioritise tasks and manage time effectively in a fast-paced environment.
  • Familiarity with project management principles is a plus.
  • Ability to maintain confidentiality and handle sensitive information with discretion.

Join our team and contribute to the efficient operation of our department by applying your administrative expertise to diverse tasks and responsibilities.


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