Location: Newcastle
This position is vital to the seamless operation of our business, providing essential administrative support across multiple departments. This position is integral in assisting the National Administration Manager by offering crucial support across various sectors, services, and business functions, enhancing communication, and maintaining organisational systems. The role will primarily focus on collaborating with administrative staff to prioritise and meet corporate needs, as well as coordinating the day-to-day functions and amenities of our Newcastle office spaces.
Key Responsibilities:
Delegating, or being delegated, tasks within the administration team, ensuring that they are completed in accordance with existing policies and procedures as well as the Quality Management System processes. Work collaboratively with the Project Delivery Principal on the prioritisation of project delivery tasks to ensure business needs are being met.
Coordinating and managing office duties, including, but not limited to, answering and routing phones, responding to emails in a timely manner, data entry for timesheets and expenses across business as required.
Oversee day-to-day office functions and amenities, ensuring that office supplies are stocked, equipment is maintained, and facilities are in good working order for the Newcastle office, including backfilling in times of absence or leave for other national offices that have dedicated admin support by providing first point of contact for any requests. Foster a positive office culture through being point of contact for organising in-office events in conjunction with the Marketing team.
Address day-to-day queries and questions in relation to administration across the business. Working with the National Administration Manager, plan for and appropriately resource business needs relating to administration duties nationally during periods of leave.
During periods of leave for the National Administration Manager, take on team responsibilities such as approving timesheets and leave requests.
Serve as a point of contact for internal and external inquiries, directing them to the appropriate personnel or department.
Assisting with special projects, such as process improvements.
Coordinate travel arrangements and accommodations for staff and executives when required.
When required, undertake word processing tasks, including proofreading, editing, and formatting, of a variety of documents from letters and proposals to large, complex, multi-volume reports in accordance with the Umwelt style guide and templates as required in accordance with timelines and tasks supplied via the Administration Ticket Desk in Umwelt's SharePoint system.
About You
The successful applicant for this position will be a highly motivated and enthusiastic Senior Administrator experienced in the below areas:
Minimum 3+ years of experience in a similar role preferably within a professional services firm.
Strong attention to detail with excellent verbal and written communication.
Ability to work under pressure to strict deadlines, prioritising tasks and coordinating others to ensure deadlines are met.
High degree of professional integrity and takes pride in the quality of work with a strong ownership of responsibilities/accountabilities.
Be inquisitive to improve and seek opportunities to enhance presentation and quality of documents.
Effective delegation skills.
Work proactively with the National Administration Manager to develop and implement initiatives to support business-wide administration functions.
Advanced skills in Microsoft applications: Word, PowerPoint, Excel, and Outlook.
Advanced proficiency in Adobe Acrobat.
Join the Umwelt Team
If you believe you meet the criteria for this opportunity, your application should include a cover letter addressing how you meet the above criteria and your resume outlining your previous experience.
To be eligible for this position you must have legal work rights to work in Australia.
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