Team Assistant

We've made it our business to understand how people want to live and work today, tomorrow and beyond and as you'd expect, we practise what we preach in our own workplace as well.For more than two decades, Investa has led the way in making positive change in Australia's workplaces.We're an Australian diversified real estate company.We have a recognised track record of investment and development across both office and living markets.Our purpose is to create a legacy of positive impact for our people, our customers, and for our investment partners.Investa designs buildings and communities for the way people work and live today – and the way we want to work and live in the future.At Investa, we're looking for a proactive, detail-oriented, and tech-savvy Team Assistant to join a growing team. This newly created role provides essential administrative support to senior leaders, our Chief Technology Officer and General Manager, Transformation & Business Planning. This broad role will see no two days the same, with a variety of database management, invoicing, and project-based duties. This role requires someone with hands-on experience as a TA within large teams. There's plenty of scope to grow and develop as you shape this role and make an impact. If you're passionate about making things run smoothly and love the idea of contributing to big projects in IT, process improvement, and transformation, this role is for you!Key Responsibilities:Procure-to-Pay ProcessTake ownership of end-to-end procure-to-pay processes, including vendor setup and management via Yardi Voyager.Facilitate document execution for contracts and agreements, ensuring coordination of internal/external reviews through our CLM system.Raise and manage OPEX and CAPEX contracts, ensuring prompt payment for Corporate Operations projects.Process invoices accurately and manage leasing invoices for technology assets, ensuring all details are recorded in the Asset Management System.Assist department heads with expenses.Team AdministrationSupport document production and formatting, including preparing presentations and workshop materials.Coordinate meetings, draft minutes, track action items, and follow up as needed.Arrange domestic and international travel for team members through our corporate travel partner.Support the Corporate Operations business planning process, ensuring delivery of project and operational requirements.Proactively enhance team processes, seeking opportunities to streamline and improve efficiency.Financial ManagementMaintain budgeting and forecasting records for IT and Transformation, supporting the Finance Business Partner and Project Managers.Establish CAPEX projects in Yardi Voyager and produce monthly CAPEX reports, identifying variances and ensuring project budgets are on track.Provide financial tracking and risk analysis to Project Managers for effective budget management.Event CoordinationOrganise and manage corporate events, workshops, and large meetings, arranging logistics, catering, and materials.Assist in scheduling key meetings and support the broader Workplace Services and Administration teams as needed.IT Asset ManagementReview leasing contracts for accuracy prior to approval, ensuring terms align with delegated authorities.Oversee IT asset tracking, including serial numbers for warranty and repair.Notify the IT team of lease expirations to ensure timely decisions on return, extension, or buyout of assets.What We Offer:Growth Opportunities: Gain invaluable experience working closely with executive-level teams and handling diverse responsibilities.Professional Development: Build skills in financial management, IT asset tracking, and project support, all while working in a collaborative, supportive team.Empowerment to Innovate: Shape this role to fit your strengths and contribute to continuous improvements within the team.Networking: Join team events and expand your professional network, gaining insight into Investa's strategic objectives.Collaborative Culture: Work within a close-knit team and learn from other Assistants, fostering a culture of collaboration and problem-solving.What You'll Bring:At least 2 years of administrative or office management experience.Strong organisational skills with high attention to detail and ability to work independently.Effective communication and relationship-building skills.Proficiency in Microsoft Office (Word, Excel, PowerPoint), with an eagerness to learn.This permanent position provides an exceptional opportunity to work in the heart of Sydney's CBD with a team that values collaboration, initiative, and professional growth. If you're ready to contribute to a dynamic team while developing your career, we'd love to hear from you!Why join Investa?We're an organisation known for our culture – we're unique, friendly and transparent. We work hard to maintain our culture and we've received some pretty cool accolades along the way:Workplace Gender Equality Agency (WGEA) Employer of Choice for Gender Equality (EOCGE) for 2023-25Australian Workplace Equality Index (AWEI) LGBTQ Inclusion 2024 Silver (Small Employer)Certified Family Friendly Workplace since 2020AFR Boss Best Places to Work (Property, Construction, Transport sector) – First Place (2021)Australian HR Awards – Excellence Award: Best Workplace Flexibility ProgramIt's not all about the awards though! We offer our people opportunity to grow and shape their career, with support including Leadership programs, education assistance, study assistance, professional membership fee support and generous parental leave and return to work benefits.We know that the lines between work and home life have blurred over the past few years and we do our best to support our people with having the flexibility they need to be able to do the things that are important to them. Whether it's a morning surf before work, leaving a little earlier to take the kids to sport our flexible working policy provides over 21 different formal flexible working options. The truth is though that the options are unlimited – talk to us about what works for you, and we'll do our best to make it work for us too.Back to the environment we create though, we are so proud that Investa is a safe, diverse and inclusive workplace where you can truly be yourself. We particularly welcome applications from individuals in Aboriginal and Torres Strait Islander communities, as well as those identifying as LGBTQ or neurodivergent. Even if you don't meet all criteria, we encourage you to apply and let us know more about you – if this isn't the right opportunity for you, there may be another opportunity coming up.We understand that traditional hiring processes can come with challenges for some people. If you have a disability, identify as gender diverse or are neurodivergent, please reach out to our Talent Acquisition Manager, Ella Mannix at ****** and Ella will tailor our processes to accommodate your specific needs. If you require no additional assistance to accommodate your requirements and wish to be considered for this position, kindly submit your application online.We are inundated with a high volume of application responses, therefore, we request that applications not be submitted directly to an email address.
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