[Only 24h Left] Administration Support Officer

3 days ago

Newcastle City Council, Australia Www.chandlermacleod.com Full time

Job Title: Administration Support Officer
Location: Honeysuckle
Length of assignment: 6 months

About the Role
Our client is seeking a proactive and detail-oriented Administration Support Officer to support the Asset Solutions Group. This role provides administrative and document control support to the Group Manager, Delivery Managers, Project Managers, and functional teams, contributing to the smooth operation of infrastructure and asset-related projects.

Key Responsibilities

- Manage day-to-day Aconex document control activities, including:
- Workflow initiations
- Weekly workflow reminder notifications
- Administrator management
- Support to Project Managers and Contractors

- Monitor and action tasks from the Asset Solutions Administrative Support Task Board, such as:
- Catering coordination
- Creation of purchase requisitions
- Work order creation and closure
- Document formatting and general administrative tasks

- Manage customer complaints and enquiries
- Liaise with Delivery Managers, Project Managers, and the Community & Engagement Team to:
- Update correspondence in Velocity, MS Teams, and the Customer Complaints and Enquiries Register

- Process overtime approvals and submit to HR for payroll
- Collate monthly WHS and Environmental Reports, track progress, and send updates to key personnel
- Update WHS Monthly Contractor Management Report to meet corporate deadlines
- Collate quarterly Consultant and Contractor Performance Reports and ensure approval by Delivery Managers
- Manage uniforms and PPE inventory and distribution
- Oversee Group Pool Vehicles, including:
- Bookings
- Repairs
- Service scheduling
- Maintain the ASG intranet page (e.g. org chart, contact list)
- Regularly update Government Information Public Access (GIPA) records for Project Managers
- Prepare invoices for Accounts Payable
- Coordinate and minute meetings
- Provide support with Trim and Ellipse systems

Essential Criteria

- Certificate III in Business Administration or equivalent
- Proven administrative experience, including proficiency in Microsoft Office and document management systems
- Ability to work autonomously and manage competing priorities
- Strong discretion and confidentiality handling
- Demonstrated efficiency in deadline-driven environments
- Highly developed organisational, communication, and interpersonal skills
- Australian Driver’s License

Desirable Criteria

- Analytical and report writing skills with high attention to detail

How to Apply
If you're ready to contribute to a high-performing team and support impactful infrastructure projects, we encourage you to apply online.

At Chandler Macleod, we are committed to fostering a diverse workforce where everyone is welcome. We encourage applications from Aboriginal and Torres Strait Islander peoples, women, neurodiverse, people living with a disability and the LGBTIQA+ community.

You can read more about our commitment to diversity and inclusion at https://www.chandlermacleod.com/diversity-and-inclusion.

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