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Assistant Project Officer

1 month ago

Newcastle, New South Wales, Australia NSW Department of Communities and Justice Full time

Administrative Assistant Project Officer

Your Role

We are seeking a proactive and detail-oriented Assistant Project Officer to join our Administrative Support Services team. This role is pivotal in delivering a wide range of administrative and project support functions that ensure smooth operations across multiple directorates within the Housing Portfolio.

You'll help manage fleet operations, procurement processes, resource allocation, and the coordination of establishment changes, all while contributing to continuous improvements in service delivery.

Key Responsibilities
  • Project Support & Coordination: Assist with the day-to-day management of administrative projects, including fleet booking, procurement, and facilities management. You'll coordinate operational tasks, track deliverables, and support project timelines to ensure smooth execution.
  • Resource Management: Support the replenishment and maintenance of essential items (such as fleet-related tools, PPE, and office supplies) and ensure proper documentation and tracking for resource allocation.
  • Stakeholder Liaison: Communicate project status and key updates to stakeholders. You'll work closely with both internal teams and external vendors, providing timely responses to inquiries and addressing issues that arise.
  • Documentation & Reporting: Prepare various project-related documents including status reports, budgets, briefing notes, and correspondence. You'll also support the preparation of financial reports, invoice processing, and procurement documentation.
  • Process Improvement & Analysis: Contribute to research and analysis efforts to streamline administrative processes and improve operational efficiency. You'll monitor and review activities across various project areas, helping to recommend improvements where necessary.
  • Project Management Methodologies: Apply project management methodologies to ensure projects are completed on time, within scope, and aligned with organizational objectives. You'll assist in tracking and reporting progress to ensure all deliverables meet set targets.
Requirements
  • Experience in Administration and Project Support: You bring experience supporting projects and operational activities, ideally within a complex organizational environment. Your ability to manage competing priorities while providing excellent administrative support will be key to success in this role.
  • Project Management Knowledge: Understanding of project management practices, including resource coordination, monitoring project timelines, and managing deliverables. You may also have exposure to project management software and tools.
  • Attention to Detail: Accuracy in managing records, budgets, procurement processes, and reporting is essential. You're someone who thrives in a detail-oriented role and takes pride in ensuring all tasks are completed with precision.
  • Excellent Communication Skills: You will be working with diverse stakeholders, so the ability to communicate clearly and professionally, both written and verbally, is a must.
  • Tertiary Qualifications: A qualification in a relevant field is preferred (e.g., business administration, project management) or equivalent experience with a demonstrated commitment to ongoing professional development.
  • Current Driver's License: A valid driver's license is required to travel to various locations as needed for project-related activities.
About Us

We are part of the Department of Communities and Justice (DCJ) and are committed to providing safe and secure housing for our 262,000 tenants. We work towards breaking the cycle of disadvantage, creating inclusive communities, and enhancing the lives of those in social housing.

What We Offer
  • A challenging and rewarding career
  • Flexible, autonomous work environment
  • Competitive pay and conditions
  • Training and development opportunities to build and maintain capabilities
  • Health & Wellbeing and Employee Assistance Programs.