Procurement and Administrative Support Specialist

4 weeks ago


Brisbane, Queensland, Australia UGL Full time

Job Purpose

The Procurement and Administrative Support Specialist is responsible for the delivery of site procurement administrative tasks and to support 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.

The role will also establish delivery performance and improvements through its day-to-day operations and must ensure that this 24/7 service delivers against the project's performance requirements for response to issues across the project.

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 meeting 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

– Ensuring clear, concise, and respectful communications are undertaken for maintenance service responses

– Ability to prioritise work through excellent time management

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



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