About this roleThe OpportunityA fantastic opportunity has arisen for an experienced Senior Team Administrator to join Urbis Planning team and become an integral part of our close-knit, high performing collaborative team.We are looking for a proactive self-starter, with the right combination of talent, energy and a commitment to excellence, to provide high quality support to our dynamic and collaborative market leading Planning team.
You will have the ability to deliver outstanding secretarial, word processing and administrative support, achieved through exceptional personal organisation and time management.
You will also play a significant role in the support of Urbis' practice management system, BST.Your role:As a pivotal part of our team, you'll be the backbone of our operations, ensuring everything runs smoothly and efficiently.
You'll be responsible for: Serve as a staff and client interface, coordinating appointments and providing assistance where appropriate.Prepare tender responses, presentations, and reports.Coordinate tender documents and response inputs from different Urbis teams.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.Create relevant expense reports and manage expense entries into the expense management system and BST.Act as a 'trouble shooter' and escalation point for complex BST queries.Provide administrative support to the Directors and wider team, including invoicing support, project scheduling, and high-level report formatting.Offer technical support on the Microsoft Office Suite, Urbis Practice Management System (BST), and expense management systems.Manage emails, diary, conferences, workshops, and meeting room bookings, including catering and video conference arrangements.Oversee the coordination of team meetings, marketing activities, and events.Contribute new ideas and identify opportunities for continuous improvements and initiatives for the Planning and wider administration team.
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, work life balance, health & wellbeing programs and generous parental leave policy for both primary & secondary carers.
This includes leave to organise adoptions, surrogacy, and foster care arrangements.Urbis is an employer of choice for gender equality (EOCGE), recognised through the Workplace Gender Equality Agency (WGEA).Urbis shaping futures your way!About You: Experience in a similar role supporting multiple people.Intermediate to advance 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.Attention to detail and lateral thinking are second nature to you, making you a key asset to our team.As a clear, concise, and confident communicator, you excel in managing expectations and priorities.Your ability to work decisively and handle competing demands and projects sets you apart.You're eager to contribute to the improvement of administration and project coordination processesExperience in project coordination and invoicing is crucial to this role.Completion of a secretarial studies/business administration course or equivalent would be ideal, but not mandatory.
