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Administrative Support Specialist

2 months ago

Perth, Western Australia Workpac Full time

Job Summary

We are seeking an experienced Administrative Support Specialist to join our team at WorkPac. As an Administrative Support Specialist, you will provide high-level administrative support to our Projects, Engineering, and Assets teams, ensuring the smooth operation of our business.

Key Responsibilities

  • Provide administrative support to the Projects, Engineering, and Assets teams, including correspondence, documentation, and data entry.
  • Assist with the preparation, review, and distribution of reports, presentations, and other documentation.
  • Record and register relevant correspondence in line with our records management guidelines.
  • Contribute to the continuous improvement of our business by assisting in the ongoing review and updating of information, including policies, procedures, and processes.
  • Coordinate the review of operational documentation in line with review schedules.
  • Accurately record and maintain data relevant to your team's responsibilities.
  • Compile statistical data and information for internal and external reports, including end-of-month reporting, as requested.
  • Liaise with external authorities to report relevant issues impacting shared infrastructure or responsibilities, as requested.
  • Schedule internal and external meetings with relevant stakeholders, as required.
  • Prepare and distribute agendas and minutes for departmental meetings.
  • Assist with purchasing tasks to ensure efficient and compliant procurement within authorized limits.
  • 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.
  • Assist in the development and distribution of promotional materials.
  • Research and collate information to support team programs and projects.
  • Respond to internal and external customer enquiries relating to Projects, Engineering, and Assets, in accordance with our Customer Service Charter.

Requirements

  • 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 organizational 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 driver's license.

About WorkPac

WorkPac is Australia's largest privately owned workforce solutions business. We add value to our candidates by providing recruitment, skills, and career development opportunities across various industries.