Operations Administrator

Market Energy & Power At Jacobs, we're challenging today to reinvent tomorrow by solving the world's most critical problems for thriving cities, resilient environments, mission-critical outcomes, operational advancement, scientific discovery and cutting-edge manufacturing, turning abstract ideas into realities that transform the world for good.
Your impact It is an exciting time to be part of the energy transition at Jacobs as our Energy & Power business continues to experience rapid growth.
We are working with established clients across the globe to deliver the energy transition.
From major renewable energy projects to high voltage direct current inter country interconnectors and offshore grids, we're integrating a multitude of these solution elements to build a cleaner and more resilient energy future.
Jacobs is currently seeking an Operations Administrator to join our Energy and Power Team, reporting to the APAC Geographic Manager – Generation.
In this role, you will provide comprehensive administrative support to the Geographic Manager and the broader Generation team.
The role will also provide support to the Advisory team.
As the subject matter expert on Jacobs' processes and systems, you will guide team members to ensure the efficient operation of the Generation and Advisory teams.
Additionally, you will collaborate with the Technical Team on various project tasks.
Key Responsibilities: Collect and collate information, updating logs, documents, spreadsheets, and systems.
Assist with travel planning and approvals.
Provide administrative support to operations-led opportunities, including registration in SalesForce and compiling the proposal.
Assist the team with supplier management.
Maintain a library of CVs for the team, including regular updates to both CVs and the team's org.
chart.
Monitor and report on team availability, including expediting updates to Work Force Planning and producing weekly billability reports.
Assist with timesheet approvals and expense claims as required, including supporting weekly labour corrections and reporting on pending hours.
Arrange and help facilitate internal meetings including compiling the presentation for the monthly townhall meeting.
Organise and coordinate internal and external meetings, including recording and distributing meeting minutes.
Assist in organising key in-person and virtual events for the Generation and Advisory teams..
Continuously improve and maintain administration systems and processes.
Support other administrators with overflow duties and mentor junior administrators.
Additional duties may include, but not be limited to, ordering PPE safety equipment, helping to coordinate the onboarding of new starters, Sydney office administrative tasks, preparing and processing expenses and invoices.
Here's what you'll need Highly skilled and proactive with a strong background in administrative tasks.
Excellent computer and communication skills.
Solid administrative experience, preferably in an office environment.
Proficient in data entry, report generation, and advanced Excel functions.
Ability to work independently, gather information from various sources, collaborate effectively with diverse teams, and manage a busy workload.
Ability to progress and prioritize multiple tasks for multiple people.
Working towards a relevant tertiary qualification with a view to moving into a technical role is highly desirable.
Strong organisational skills including ability to maintain to-do lists for yourself and others.
Jacobs.
A world where you can.
At Jacobs, we support your personal life and career journeys.
From our inclusive employee networks to our positive mental health champions, we're committed to driving a culture of caring where you can be you.
With safety and flexibility always top of mind, we've gone beyond traditional ways of working to help you uncover a working arrangement that delivers the flexibility, tools and space to maximise your potential.
We're the 2023 winners of the Consult Australia People First Award for our suite of employee benefits that support all our employees in all stages of their personal and professional lives.
For the 6th consecutive year, we've been named an Employer of Choice for Gender Equality by the Workplace Gender Equality Agency (Australia).
In New Zealand, we're a founding member of The Diversity Agenda and are committed to making our industry more inclusive and diverse.
In Australia, our Reconciliation journey continues to be a considerable focus across all levels of the Jacobs community as we progress our Innovate level Reconciliation Action Plan (RAP).
Our Silver Employer status in the Australian Workplace Equality Index for LGBTI+ inclusion recognises our progress in creating an environment where our Jacobs employees can bring their whole selves to work.
We aim to embed inclusion and diversity in everything we do.
We know that if we're inclusive, we're more connected, and if diverse, we're more creative.
We accept people for who they are, regardless of age, disability, gender identity, marital status, mental health, race, faith or belief, sexual orientation, socioeconomic background, and whether you're pregnant or on family leave.
This is reflected in our eight global Jacobs employee networks centred on driving inclusion and diversity – ACE, Careers, Enlace, Harambee, OneWorld, Prism, Vetnet, and our Women's Network – find out more about our Jacobs Employee Networks here.
No matter what drives you, you'll discover a way to cultivate, nurture and achieve your goals – all at a single global company.
We're an equal opportunity employer and encourage candidates of diverse backgrounds to apply.
Aboriginal and Torres Strait Islander peoples are strongly encouraged to apply.
Jacobs aims to provide cultural safety at our interviews.
Aboriginal and Torres Strait Islander people are invited to nominate a cultural representative to participate on the interview panel; please let your recruiter know in your application.
Accessibility Please contact the team if you require support or reasonable adjustments regarding our recruitment process (for example, you need the application form in a different format).
Don't meet every single requirement?
Studies have shown that women and people from marginalised or underrepresented backgrounds are less likely to apply for jobs unless they meet every qualification.
At Jacobs, we're dedicated to building a diverse, inclusive and authentic workplace, so if you're excited about this role but your experience doesn't align with every requirement in the job description, we encourage you to apply anyway.
You may be the right candidate for this or other roles.
Please note:? If you are being represented by a recruitment agency you will not be considered, to be considered you will need to apply directly to Jacobs.
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