Team Administrator

2 weeks ago

Seven Hills, Australia John Holland Full time

Sydney, NSW, AU, 2147**About John Holland**:
At John Holland, our purpose is simple - we transform lives with everything we do.
We’ve always known that infrastructure is about people — our customers, our employees, and the communities in which we work every day.
That’s our difference. Deep experience and capability with a genuine care about creating better lives for people along the way.

Be part of the team that’s up for the challenge of transforming lives for good.

We are currently looking for a Team Administrator to join the John Holland Rail Infrastructure Services (RIS) team working from our Seven Hills based site. As the Team Administrator you will provide high level administrative support to the project management team and complete general broad scope project administrative duties. You will drive the successful coordination and submission of EOI’s and tender processes within the pre-contracts area of RIS NSW/ACT and provide broad scope community relations support.

**Responsibilities of the role include**:

- Provide submissions coordination and in house graphic design support for EOI’s and Tenders
- Manage/support end to end coordination and production of EOI’s, tenders and other publications from concept to delivery
- Oversee all Salesforce administration for RIS NSW/ACT
- Coordinate and set priorities on multiple work requirements to meet deadlines
- Lead the development of best practice submission guidelines and protocols within the RIS team
- Manage and maintain the RIS NSW SharePoint portal
- Ensure a high attention to detail with an emphasis on accuracy and thoroughness for written communications
- Ensure documentation is thoroughly prepared and reviewed by relevant parties and provision is made for the incorporation of updates and revisions
- Develop and maintain records management systems, ensuring that information is accurate, up-to
- date and stored safely
- Provide accurate information and customer service to the client, external vendors, subcontractors, and community stakeholders.
- Successfully utilise key software packages and online data management systems, such as MS Office Suite, Salesforce, Aconex and SharePoint
- Support the management of client relationships through effective and prompt communication
- Assist other team members with JH systems and programs
- Perform all duties in accordance with John Holland policies, processes, reporting, systems and procedures
- As required, support the broader project administration team in areas such as procurement, accounts/invoices, plant management and training.

**Role Specific tasks**:

- Salesforce and tendering support
- Maintaining a tendering calendar in Outlook (shared with leadership team)
- Weekly Team update minutes and sending out newsletter
- Maintaining our SharePoint site, so it has up to date info
- Maintaining our Capability Statement
- Organising team events (inc monthly R&R BBQ) / visits by external parties
- Finding a list of industry awards and helping us compile/make submissions
- Set up an Outlook group calendar to show works planned to be carried out
- Processing expense claims for relevant senior management
- Invoicing and processing purchase orders for allocated suppliers
- Booking travel and accommodation as required
- Managing uniform ordering and allocation
- Management of ICT allocation -i.e phones, laptops, docks
- New starter onboarding and desk allocation
- Other adhoc support as required

**To be successful in this role, you will have**:

- Tertiary qualification in Business Administration, Communications, Graphic Design or related
- Intermediate to Advanced MS Word skills and proficient in MS Office
- Site based experience in heavy industry strongly preferred
- Basic knowledge of accounting, data and administrative management practices.
- A general understanding of the technology and systems associated with records management
- Knowledge of administrative practices and procedures
- Knowledge of document management procedures and processes

**We offer**:

- Competitive remuneration with salary continuance, and salary sacrifice options.
- Great leave benefits including 18 weeks paid parental leave with super and up to an extra 18 weeks of super paid on further periods of unpaid parental leave, multicultural leave exchange and two extra days to prioritise your wellbeing.
- Career progression underpinned by our exciting pipeline of work means you’ll have the opportunity to work on iconic projects that are shaping cities and communities.
- Learning and development opportunities where you’ll have access to emerging talent programs, building your career through clear career pathways, plus technical and leadership training and development opportunities.

Inclusion, diversity and equity is part of how we work. We want everyone at John Holland to feel that they belong - that’s why we’re working hard every day to foster a more inclusive culture, backed by a business-wide inclusion strategy to b

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