Team Administrator

3 weeks ago

Perth, Australia Urbis Full time

About this role

Who we are:

Urbis is people focussed, and we want the best for our team, our clients, and our communities. Our mission is about helping people create meaningful, sustainable cities & communities. We are a community of passionate problem solvers, sought out by clients for our fresh thinking and approach to their city-shaping projects. Here you will make a tangible difference and positive impact, while gaining incredible industry experience and broad ranging exposure to the most exciting work.

We pride ourselves in empowering our employees and supporting them to be the best they can be. You will have the benefits of salary continuance insurance, generous parental leave policy for both primary & secondary carers, work life balance, health & wellbeing programs and much more.

Urbis is an employer of choice for gender equality (EOCGE), recognised through the Workplace Gender Equality Agency (WGEA).

Urbis shaping Futures your way

The Opportunity

An exciting opportunity has become available for a high performing team administrator to join Urbis. This role supports Perth's Urban Planning and Economics & Property business units.

This position is open to Full Time or Part Time, and is based in our Perth office.

As a Team Administrator, you will be providing high-quality support to Economics (E&P) and Planning team members. This includes delivering high-quality secretarial, word processing and administrative support, achieved through exceptional personal organization and time management.

You will be: 

Managing and monitoring of emails, diary, conferences and meeting room bookings, catering and video conference arrangements;  Acting as a staff and client interface (fielding and responding to calls, coordinating appointments etc.) for members of the team;  Entry of disbursements into the Urbis Practice Management System;  Managing and creating specific systems and procedures for the Business Unit to optimise workload;  Creating relevant expense reports on behalf of Directors including reconciliation and entry of expense items and receipts;  Organising travel arrangements as needed which may include flight and hotel bookings, car hire arrangements, and other transportation arrangements;  Assisting with financial management revenue reporting;  Coordinating team meetings, marketing activities, events and resources;  Providing administrative support to the wider team including report and document preparation, including compilation and formatting, word processing, data entry support and excel formatting;  Coordinating tender responses and document production generally, in a fast and accurate manner;  Coordinating the preparation of project sheets and project lists as required;  Assisting with the teams weekly monitoring and reporting around Work In Progress (WIP), workload planning and resourcing, where requested;  Assisting with monthly invoicing for the team and coordinating invoicing with Directors;  Setting up of new assignments in the Urbis Practice Management System and ensuring relevant Terms of Agreement and Sub-Consultants agreements are obtained; 

About You: 

Proven skills in Microsoft Office suite  Previous experience in a similar role  Demonstrates advanced time management skills, ability to manage competing tasks, timeframes and priorities autonomously and efficiently;

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