THE POSITION
Purpose
- This is a key role in a multi-disciplinary office, which operates with a high level of autonomy
- Provide a secretarial assistant role to the Managing Director – Australia
- Facilitate administration of Brisbane Office
- Provide administrative and secretarial support to all technical team members (engineers and geologists) based in Brisbane Office and liaise with staff based in the head office in Pittsburgh, USA and other company offices located in Beijing, PRC and Bogota, Colombia
- The role reports to the Managing Director - Australia
Key Responsibilities
Secretarial Assistant:
- Monitor and maintain diary commitments, appointments, upcoming events
- Organise appointments and travel
- Facilitate administration pertaining to Managing Director (i.e. expense claim forms, timesheets, emails, call screening, liaise with current and prospective clients)
- Host clients and international visitors
- Organise meetings and networking events: lunch, dinner, sporting events
- Research and marketing support/coordination
Secretarial Administration:
- Preparation of reports within given templates and report formats in Microsoft Word, PowerPoint and Excel
- All document preparation and typing requirements, e.g. proposals, formal reports, letters, memos, spreadsheets, presentations
- Proofing of reports: format, grammar, spelling
- Provision of assistance to engineers and geologists with report layouts, templates, formatting
- Travel arrangements for all staff (in conjunction with a travel agent)
- Minutes of meetings
- Completion of policies and procedures for office and personnel
- Closely liaise with US Head Office with various job tasks and issues
- Monthly financial reporting coordination
- Marketing/LinkedIn
General Office:
- All reception and general daily office duties as required, to support a smoothly functioning office, but also support to consultants travelling for work
- Organise and maintain office stationery supplies, monitor equipment maintenance agreements (e.g., photocopier, internet provider)
- Maintain filing, library and storage systems
- Liaise with suppliers
- Maintain staff amenities (including ordering of supplies and equipment, washing tea towels)
- Premises and equipment maintenance – coordination with building management
- Housekeeping
Book-keeping:
- Maintain accounts payable processes
- Maintain accounts receivables processes
- Monthly invoicing and financial reporting
- Timesheets
The Person
Technical Skills
- Experience in office management, with experience in a consulting/mining/engineering environment advantageous
- Microsoft Word - Advanced with minimum 70 wpm (i.e. mail merge, labels, templates, section breaks, tables, headers and footers, table of contents, images, find and replace, styles, headers)
- Outlook - Intermediate to advanced (i.e. calendar, appointments, categories, and mailing from contacts)
- PowerPoint - Intermediate to advanced e.g. complex flowcharts
- Excel - Intermediate
- Adobe Acrobat – Intermediate to advanced
- Internet Explorer – Intermediate to advanced
- XERO/ProjectWorks (training can be provided as required)
- LinkedIn
Personal qualities
- Maturity, with a adaptable approach
- A sense of humour
- Excellent language skills – grammar, spelling, etc.
- Well-developed interpersonal skills with the ability to work across diverse personalities and cultures
- Initiative and self-drive
- Strong work ethic and high work standards
- Completion skills
- Ability to work with competing priorities both as a team member and autonomously
Terms
- Full-time position from Monday to Friday
- Hours – typically 8:00 to 5:00 pm with a 1 hour lunch break
- An expectation to work extra hours on occasions when required; (i.e. project report deadlines etc.)
Please go to to learn more.
Apply Today
Please send your application and resume by clicking the apply button.
Please note that this position is available only to permanent Australian residents or applicants who hold the relevant approvals and authorities to work in Australia. Please ensure this information is clearly provided in your application.
At this time no agency applications will be accepted.
📌 Office Administrator
🏢 John T. Boyd
📍 Brisbane