Project Administrator

3 weeks ago

Gold Coast, Australia BG&E Full time

**About BG&E**

BG&E is an employee-owned engineering consultancy with more than half a century of experience. United by a common purpose - we believe that truly great engineering takes curiosity, bravery, and trust, and is the key to creating extraordinary built environments.

At BG&E, we live our values every day: to demonstrate care and integrity, strive to pursue excellence, and serve as one team, that is ‘The BG&E Way’. We empower our people to be empathic, high-performing, and creative, and contribute to communities.

**The Role**:
We have a fantastic opportunity for an experienced Project Administrator to manage project related documents and information along with providing general office administration support. We are looking for an individual who is a keen problem solver that thrives working in a versatile environment, is a meticulous administrator and organiser and who has had proven previous experience in a similar role.
- Key Accountabilities_:

- Work closely with the Gold Coast Discipline Leads by providing exceptional administrative support.
- Continually communicate and work alongside the wider Queensland and National Project Support team members.
- Take responsibility for the timely transmission, issuance, and distribution of documents to internal and external parties.
- Provide quality management and project administration support to project managers and technical leads.
- Assistance in the preparation of project proposals/submissions/reports and other project documentation.
- Downloading of documents from various portals and document platforms for distribution to team members on BG&E server.
- Proof reading and formatting of submissions, reports, letters, and other company documents.
- Assisting in consolidating and uploading submission documents through various project document platforms or tender portals.
- Maintaining database for tender portals and ensuring any subscriptions are current.
- Creation and maintenance of staff CV for projects and general submissions.
- Creation of Project Data Sheets for use in submissions and other marketing campaigns.
- Take responsibility for the storage/filing, retention and retrieval of all projects related documentation.
- Maintain and administer the document management system and ensure all staff are complying with company procedures and standards.
- Administration of Project QA throughout the life of the project from realisation to completion and close out.
- Overview and maintenance of the Project Register.
- Initiation of project related documents such as PCS forms, SID, PMP & Project Data Sheet.
- Regular project QA - task includes ensuring SID documents are finalized, contracts are fully executed and saved in the project folders, and PCS forms have been completed. Regular follow up with PM or PD when required.
- Check for signed contracts to be saved in job folder and follow up with PMs.
- Preparation of subconsultant appointment letters and purchase orders.
- Project close outs.
- Organise project related meetings / start up meetings
- Maintain Client feedback register.
- Assisting Project Managers with various tasks such as meeting scheduling, agendas, attending meetings, minutes taking and dissemination, time reporting and any other administration tasks.
- New Staff Induction and familiarisation.
- Assisting with other office operational duties of other disciplines as required.
- General office administration such as arranging morning tea/drinks/assisting organising events/clean up offices after meetings.

Your position and duties may vary from time to time in accordance with the needs of the Company and this will be done in consultation with you.

**About You**:
As a successful applicant you will have:

- At least 2 to 3 years' experience in a similar role (Project Administrator, Executive Assistant, Document Controller or Office Manager), ideally within an engineering consultancy or the construction industry.
- Understanding of quality assurance and document management systems.
- Excellent time management and the ability to set and follow priorities.
- High level of attention to detail.
- Motivation and ability to adopt new work practices and to initiate process improvements where opportunities exist.
- Very proficient with Microsoft Office suite (Word, PowerPoint, Outlook, Excel, SharePoint).
- Exceptional attention to detail along with excellent time management skills with the ability to handle fluctuating workloads.
- Positive attitude, willingness to help and take on any given task.
- Team focused.

**Life at BG&E**
- Health and wellbeing support via confidential EAP program,
- Competitive remuneration,
- Generous leave arrangements including a paid parental leave scheme and the ability to purchase additional annual leave.

**Diversity and Inclusion**

**Wellbeing, Health, and Safety**

We ensure our people enjoy healthy workplaces, deploy practices that reduce risk, comply with workplace Health & Safety regulations, impose zero h

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