Our client, a creative design studio, is on the lookout for an exceptional Office and Project Administrator. This role provides day-to-day support to their Sydney Design team across project administration, office coordination and the submission of tenders. They are searching for someone special, an office superstar and administration ninja. The right candidate will be approachable, dependable and the glue that keeps their teams humming along. The successful candidate will bring their own flare to the role but also be willing to and thirsty to learn new skills. They need to be friendly, process and priority driven. They will have excellent time management, interpersonal skills and independent problem-solving abilities.
Responsibilities
Every day will be a little different, but here's a taste of what you'll get stuck into:
General Office Operations
• Scheduling of office activities, meeting room and diary management, booking and managing travel.
• Reception coordination – welcoming visitors, managing phones and assisting with events
• Support the Leadership Team with administrative and project tasks
Coordination of office purchasing and petty cash (stationery, amenities etc.)
• Support all operational functions with day-to-day ad-hoc duties
• Assist with Culture & Wellness and D&I activities and events
• Support Business Development and client events
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Project Administration
• Provide administration support for Project Managers
• Oversight of timesheets and project WIP
• Coordination of monthly invoicing
• Assist Project Managers with quality assurance administration
• Assist with forecast preparation: monthly coordination of forecasting of revenue in conjunction with Senior Staff
• Assist with weekly resource co-ordination
• Support the Leadership Team with preparation of tenders and upload tenders to relevant portals. About You
• 2+ years of experience in a similar environment as an office coordinator or administrator
• Experience within a project-based environment
• Experience with Total Synergy or similar project management program
• Proficiency with MS Outlook and MS Office programs
• Working knowledge of InDesign and Adobe
• Understanding of the competitive tender process
• Exceptional organisational and multi-tasking skills
• A clear communicator who's easy to approach and enjoys helping others
• Curious and willing to learn
• Trustworthy and punctual
• The ability to problem solve, providing fast and effective solutions
• The ability to work autonomously and proactively
• Empathetic, team player able to harness the respect and support of colleagues Bonus Points
• Landscape Architecture, Planning or AEC Industry experience
• Proficiency in InDesign
• Graphic design skills
• Quality Assurance administration experience