Team Administrator

2 weeks ago

Sydney, New South Wales, Australia URBIS Full time

Who we are:

Urbis is people focussed, and we want the best for our team, our clients, and our friends. Our mission is about helping people create meaningful, environmentally friendly cities & communities. You'll want to work with us because we want to make a difference, be innovative and a problem solver. The skills you have are important because we elevate each other by being authentic and collaborative. We're looking for individuals who are driven and inspire those around them. Being at Urbis doesn't mean you are just a valuer, planner, heritage consultant, designer or team administrator. Everyone gets to influence outcomes here, that's how we shape our clients, cities, communities, and future.
Urbis shaping Futures your way

The Opportunity:

We are looking for a Team Administrator to work closely with the Office Services team and NSW Planning team. This role is responsible for providing an excellent client-centric service to all stakeholders including clients, employees and suppliers.

You will:

  • Ensure Urbis procedures and systems are implemented to facilitate effective local office operations;
  • Provide relief assistance in the absence of the Senior Team Administrator / Office Services Manager as required assuming all relevant duties are fulfilled; and
  • Partner with the Senior Team Administrator / Office Services Manager in respect of the daytoday operations of the office and where appropriate acting as their representative.
  • Manage and coordinate all front and back of house facilities including meeting rooms (including bookings), kitchen and break out areas to ensure the highest standards of customer service are provided to all employees, visitors and external providers;
  • Maintain stock levels of stationery, printing and kitchen supplies and order when required;
  • Assist with IT related tasks such as replacement of printer toners;
  • Coordinate and dispatch all incoming and outgoing mail and couriers;
  • Collaborate with the Senior Team Administrator / Office Services Manager to deliver outstanding office wide events and activities, including local Business Services Team Building events, office monthly morning teas, Friday night drinks, Christmas and End of Financial year functions;
  • Provide general office administrative support, and other Planning assistance when required and where capacity permits;
  • Setting up of new Projects on the Urbis Practice Management System (BST), entering disbursements, and ensuring relevant Terms of Agreement, Purchase Orders and Sub-Consultants agreements are obtained;
  • Assisting Senior Team Administrators with completing actions in the Urbis Practice Management System.
  • Assist Project Managers with reviewing project health and status e.g. run inquiries and generate reports, identify budget related activity, variances and required effort adjustments;
  • Support Project Managers with monthly project invoicing;
  • Creation of expense reports, including reconciliation and entry of expense items and receipts into the expense management system (Concur) and input of expenses into BST as required;
About You

  • Minimum 2 years' work experience preferred;
  • Previous experience in a similar role that supports multiple people;
  • Intermediate level of experience using the Microsoft Office suite of products (Outlook, Word, Excel and PowerPoint).
Why Urbis?

The heart of Urbis is our people, we believe every employee has the right to be invested with good leadership, a competitive salary and career development opportunities.

Urbis is committed to fostering a work environment that is inclusive, supports flexibility, and welcomes diversity. We are proud to be an equal opportunity employer. Aboriginal and Torres Strait Islander people are encouraged to apply.
How to Apply?

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