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Administrative Support Specialist

2 months ago

Bunbury, Western Australia Workpac Full time
Job Description

Job Title: Administration Projects, Engineering

Job Summary:

We are seeking an experienced Administration Projects, Engineering professional to join our team at Workpac. The successful candidate will provide high-level customer service and administrative support to the Projects, Engineering and Assets teams, ensuring the delivery of departmental and organisational goals.

Key Responsibilities:
  • Administration:
    • Undertake general administrative tasks to support the Projects, Engineering & Assets team, including correspondence and documentation.
    • Assist with the preparation, review and distribution of correspondence, reports, presentations, and other documentation.
    • Record and register relevant correspondence in line with the Shire's records management guidelines.
    • Contribute to the continuous improvement of Projects, Engineering & Assets by assisting in the ongoing review and updating of information including policies, procedures, information sheets and processes.
    • Coordinate the review of operational documentation in line with review schedules.
  • Data Entry & Reporting:
    • Accurately record and maintain data relevant to your teams responsibilities.
    • Compile statistical data and information for internal and external reports, including end of month reporting, as requested.
    • Collate and contribute information to internal and external publications as required.
    • Liaise with external authorities to report relevant issues impacting shared infrastructure or responsibilities as requested.
  • Meeting Coordination and Administration:
    • Schedule internal and external meetings with relevant stakeholders as required.
    • Prepare and distribute agendas and minutes for departmental meetings.
  • Purchasing, Contract Administration & Financial Reporting:
    • Assist with purchasing tasks to ensure efficient and compliant procurement within authorised limit.
    • Collate the necessary documentation to call for Expressions of Interest (EOIs), Requests for Tender (RFTs) and Requests for Quotations (RFQs) in consultation with the Procurement Officer and other relevant Shire officers.
    • Distribute RFQs to appropriate suppliers and provide responses to relevant officers.
    • Assist with contract administration, including meeting coordination and general correspondence.
    • Monitor project expenditure and prepare job costing reports as required to meet operational needs.
    • Assist with the administration of grant funded projects, including compilation of information for reports and acquittals.
  • Marketing & Promotion:
    • Assist in the development and distribution of promotional materials.
  • Research:
    • Research and collate information to support team programs and projects.
  • Customer Service (Administration Officers):
    • Respond to internal and external customer enquiries relating to Projects, Engineering & Assets, in accordance with the Shire's Customer Service Charter.
    • Act as first point of contact for customer enquiries and requests relating to Projects, Engineering & Assets.
    • Triage customer requests and task to the appropriate officer.
    • Review customer response timeframes and provide support with customer services.
Requirements:
  • Essential:
    • Strong computer skills in MS Office, databases, spreadsheets, internet, and email.
    • Previous administration experience.
    • Strong verbal and written communication skills including correspondence and report writing.
    • Accurate data entry, record keeping and numeracy skills.
    • Experience in the creation of templates and pro-forma documents.
    • High attention to detail and productivity.
    • Exceptional interpersonal and customer service skills.
    • Effective time management and organisational skills, with demonstrated ability to meet deadlines.
    • Strong problem-solving and research skills.
    • Ability to work independently and in a collaborative team environment.
    • Current 'C' Class drivers licence.
  • Desirable:
    • Working knowledge of Synergy Soft.
    • Knowledge of and experience in Local Government organisational structure, function, and protocols.
    • Experience with the administration of procurement, contract, and tender processes.
    • Qualifications in Administration.

Language: English