Office and Projects Administrator

2 weeks ago

Perth, Western Australia Rambøll Full time

The Office and Projects Administrator is responsible for overseeing the day-to-day operations of the Ramboll Perth Office and ensuring successful completion of various projects assigned. This role requires excellent organisational, communication and leadership skills.

Responsibilities:

  • Oversee the general operations of the office, including scheduling appointments, managing correspondence and organising meetings;
  • Managing office operations including maintaining office supplies, managing office equipment, coordinating maintenance and repairs and ensuring a clean and organised office space;
  • Local CRM administration including quality assurance of the stored data;
  • Project administration including preparation of proposals, contracts and sub-consultant agreements;
  • Processing of invoices, managing budgets for projects and management of external client portal accounts;
  • Liaising with internal stakeholders and external partners to ensure effective communication between all parties involved in the project;
  • Tracking project progress and reporting on project status to management;
  • Identifying and resolving any issues that arise during project execution;
  • Preparation and submittal of internal compliance documents;
  • Preparation of recruitment ads, managing recruitment portals, filtering applications, preparing work contracts and onboard new employees;
  • Communication and correspondence including managing email correspondence, answering phone calls and routing inquiries to the appropriate personnel, drafting and distributing memos, letters and other official documents;
  • Record management including maintaining and updating project databases, files and records, ensuring proper documentation and archiving for easy retrieval and reference;
  • Meeting coordination including scheduling and organising meetings, preparing agendas, taking meeting minutes, distributing meeting materials and coordinating travel arrangements for project team members;
  • Providing support to other team members in administrative tasks such as calendar management, expense reporting, filing, data entry and other administrative tasks as required;
  • Ensuring that all administrative processes and procedures are efficient and effective.
Qualifications

Requirements:

  • A bachelor's degree in administration, business or a related field;
  • 2-5 years of relevant experience in an office or project-based environment;
  • Strong communication skills, both verbal and written;
  • Ability to prioritise tasks and manage time effectively;
  • Attention to detail, with a high level of accuracy in record keeping and data management;
  • Strong organisational and problem-solving skills;
  • Proficiency in Microsoft Office applications;
  • Experience with project management software is a plus.
Additional Information

Ramboll in Middle East, Asia Pacific and Africa

Ramboll has more than 1,500 experts working across 15 offices in the Middle East, Asia Pacific and Africa. We are present in Dubai, Doha, Saudi Arabia, Quarter, the United Arab Emirates, China, India, Malaysia, Hong Kong, Australia, New Zealand, Singapore and South Africa. Our experts are applying their passion to deliver innovative solutions in markets as diverse as Buildings, Transport, Planning & Urban Design, Water, Environment & Health and Energy. Founded in Denmark, Ramboll is a people company. We invite you to contribute to a sustainable future working in an open, collaborative and empowering culture.

How to apply

Apply online. Attach your CV, cover letter and relevant documents showcasing why you are the right fit for the role, and when you are available to start. We look forward to receiving your application.

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