Procurement and Administrative Support Specialist

4 weeks ago


Brisbane, Queensland, Australia UGL Full time
Job Title: Admin and Procurement Assistant

Job Purpose

The Admin and Procurement Assistant is responsible for delivering site procurement administrative tasks and supporting the UGL Facilities Maintenance (FM) team on Cross River Rail (CRR) and Brisbane Busways. This will be achieved through the establishment of a robust system of documentation, operating systems, and a reporting regime to ensure compliance against the project deliverables detailed in the FM Subcontract, Project Scope and Technical Requirements and associated project contractual documents.

Responsibilities

- Identifying potential suppliers and negotiating contracts
- Managing procurement processes and coordinating with suppliers
- Ensuring the quality of purchased products and services
- Keeping up with market trends and maintaining relationships with vendors
- Assessing products, services, and suppliers and negotiating contracts
- Working within the set budget to purchase goods and services
- Monitoring and enforcing the site's procurement policies and procedures
- Reviewing, comparing, evaluating, and approving products and services
- Managing inventories and maintaining accurate records
- Maintaining and updating supplier information
- Maintaining good supplier relations
- Researching and evaluating prospective suppliers
- Preparing budgets, cost analyses, and reports
- Responsible for administrative document flow and control
- Organising and scheduling appointments
- Planning meetings and minutes to meet management and client expectations
- Assisting in the preparation of regular scheduled reports
- Developing and maintaining a file structure/system
- Organising travel arrangements
- Updating and maintaining office policies and procedures
- Managing office supplies and suppliers
- Maintaining a staff contact list and information
- Providing administrative support to management and employees
- Providing general support to visitors
- Handling office ad-hoc duties such as answering phones, organising files, and drafting letters

Qualifications and Experience

- Prior proven experience working as a Procurement and Administration Officer or similar role
- Knowledge of office management systems and procedures
- Computer literate and advanced word processing skills including proficiency in Microsoft Office and Excel
- High level of typing skills including accuracy
- Proficiency in procurement and administrative supply management
- Skills related to editing and proofreading documentation

Key Skills

- Procurement and administrative support
- Office management and coordination
- Supplier management and negotiation
- Budgeting and cost analysis
- Report preparation and presentation
- Time management and prioritisation
- Communication and interpersonal skills

Working with UGL

At UGL, we deliver critical assets and essential services that sustain and enhance the environment in which we live. Our capabilities extend across a broad range of services and whole-of-life solutions for diverse industries, utilising world-leading, sustainable, and innovative technologies. We partner with some of the world's largest blue-chip companies, government agencies, private enterprise, and public institutions.

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