Administrative Support Specialist

3 weeks ago

Sydney, New South Wales, Australia Urbis Full time

About Urbis

Urbis is a people-focused company that empowers its employees to be the best they can be. We pride ourselves on creating meaningful, sustainable cities and communities through our work.

The Opportunity

We are seeking a proactive and motivated individual to join our Planning Team as an Administrative Support Specialist in our Sydney CBD office. This role is an integral part of our operations, providing high-quality administrative and word processing support to the wider team.

Your Role:

  • Serve as a staff and client interface, coordinating appointments and providing assistance where appropriate.
  • Set up new assignments on the Urbis Practice Management System (BST), ensuring relevant Terms of Agreement and Sub-Consultants agreements are obtained.
  • Manage and oversee monthly project invoicing for the team.
  • Provide administrative support to the Directors and wider team, including invoicing support, project scheduling, and high-level report formatting.
  • Creation of relevant expense reports and entry of disbursements on behalf of Directors including reconciliation and entry of expense items and receipts.
  • Managing and monitoring of emails, diary, conference and meeting room bookings, catering, and video conference arrangements.
  • Supporting the coordination of team meetings, marketing activities, events, and resources.

About You:

  • Experience in a similar role supporting multiple people.
  • Intermediate level of experience using the Microsoft Office suite of products (Outlook, Word, Excel, and PowerPoint).
  • You have previous experience working with Project/Business Management Systems, including invoicing.
  • You have exceptional written and verbal communication skills.
  • Proven ability to multi-task and successfully manage multiple priorities simultaneously.
  • Thriving in a collaborative environment, you're a true team player.

What We Offer:

  • A competitive salary ranging from $60,000 to $80,000 per annum, depending on experience.
  • Salary continuance insurance.
  • Work life balance.
  • Health & wellbeing programs.
  • Generous parental leave policy for both primary & secondary carers.

About Us:

Urbis is an employer of choice for gender equality (EOCGE), recognised through the Workplace Gender Equality Agency (WGEA). We strive to create a positive impact and make a tangible difference in our communities through our work.

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