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Project Coordinator

2 months ago

Perth, Western Australia Mills Recruitment Full time
About the Role

The Project Administrative Assistant is a key member of our team at Mills Recruitment, responsible for providing administrative and secretarial support to ensure the smooth functioning of our department or project.

Key Responsibilities
  • Coordinate requests from clients, managers, and in-house staff, determining action on important or emergency matters and knowing whom to contact in the absence of the manager.
  • Collect, review, and distribute incoming hard copy and electronic mail, independently handling mail that does not require the manager's attention.
  • Coordinate complex travel arrangements, including details of business plans, and prepare itineraries and expense reports.
  • Coordinate meetings, arrange for facilities, equipment, and refreshments, and may prepare and distribute notices, agendas, information packets, and minutes.
  • Maintain a hard copy or electronic calendar for the responsible manager.
  • Develop and guide the implementation of office procedures and filing and record-keeping systems.
  • May prepare or provide input to daily work planning, training, and/or employee evaluations of assigned personnel.
  • Review incoming communications, work orders, and service requests for subject matter content and route them to the appropriate supervisor's attention.
  • Compose routine correspondence in response to requests for department services and answer inquiries from other departments, area offices, or outside entities.
  • Monitor all follow-up actions required by the supervisor/manager.
  • Extract data from reference material, either semi-technical or non-technical in scope.
  • Compile, analyze, and prepare or help prepare information for studies or reports, such as organization planning, charts, graphs, and workload forecasts.
  • Organize material for meetings, presentations, and training sessions.
  • May implement records management programs.
  • Maintain files of various historical data.
  • Work with customers and stakeholders to schedule meetings.
About You

We are looking for a highly organized and proactive individual with excellent interpersonal and communication skills, who can build relationships and take responsibility for their work.

  • Proven ability to multitask and juggle multiple work streams.
  • Demonstrated knowledge of filing systems and common office procedures.
  • System knowledge of Aconex, Sharepoint, and MS Office.
  • Creative and analytical skills to support PowerPoint presentation development and collation of market information.
  • A flexible team player who enthusiastically collaborates across our teams.