Purchasing and Administration Officer
Under the direction of the Executive Assistant and Contract Specialist (EACS), the role will assume responsibility for low‐value purchasing and administrative tasks. Tasks include purchase requisitions/good receipting, procurement support, travel planning, assisting with events and general administration activities. The role will also provide support to the Head of Technology & Cyber Security.
Key Accountabilities
* Raise and process purchase requisitions, ensuring accuracy and compliance with company policies.
* Verify and receipt invoices, ensuring timely and accurate processing.
* Assist in setting up new suppliers in the finance system.
* Review and address unused / lapsed purchase orders at the end of each financial year.
* Assist to create and maintain a categorised list of current third‐party suppliers that are managed via contracts and legal instruments.
* Identify opportunities to reduce expenditure through efficient procurement, amalgamation of existing purchases and/or through the application of existing contract terms.
Financial support
* Raise and process purchase requisitions, ensuring accuracy and compliance with company policies.
* Verify and receipt invoices, ensuring timely and accurate processing.
* Assist in setting up new suppliers in the finance system.
* Review and address unused / lapsed purchase orders at the end of each financial year.
* Assist to create and maintain a categorised list of current third‐party suppliers that are managed via contracts and legal instruments.
* Identify opportunities to reduce expenditure through efficient procurement, amalgamation of existing purchases and/or through the application of existing contract terms.
Administrative support
* Order and manage office supplies, ensuring adequate stock levels and timely replenishment.
* Arrange appropriate staff gifts (farewell, achievements, bereavement, etc.) and associated activities.
* Assist the team with the planning and booking of flights, accommodation, events and transportation.
* Support credit card expense and reconciliation processing.
* Assist with onboarding and offboarding process for staff and contractors, including coordinating inductions, documentation and exit sessions.
* Support the review of insurances and other legal obligations associated with the on‐site deployment of contract personnel.
* Support the planning and organisation of corporate and social events (e.g. welcome lunches, away days, morning teas, BBQ, etc.), including logistics, scheduling, catering and communication with internal stakeholders and vendors.
* Assist in the configuration and set‐up of meeting rooms.
* Attend meetings and provide support, including the preparation of agendas and the development of minutes and actions.
* Assist team members with their training compliance.
* Proactively monitor the outstanding risks and incidents and their review and closure.
* Provide administrative support for the valet operations, including complaint handling, investigation support, revenue review, reporting, attendance at operational meetings, minute‐taking, and liaison with relevant stakeholders.
* Provide administrative support to the Portfolio Delivery team, namely with resource tracking and resource forecast allocations.
Senior Management Support
* Assist with administrative tasks for the Head of Technology & Cyber Security, including credit card transaction processing, policy and procedure review planning and various compliance / audit completion planning and tracking. This work is estimated at 1 day per week.
Team
* Contribute to a collaborative, can‐do mindset that supports a positive workplace culture.
* Collaborate effectively with all members of the T&I and build strong cross‐functional relationships throughout the business.
* Establish effective working relationships with key internal and external customers and business partners.
* Embed customer service in attitudes and actions.
* Contribute to a safe, healthy and discrimination‐free workplace.
* Comply with the WHS Responsibility Guidelines.
* Comply with the Environmental Responsibility Procedure.
Live the AAL values
* Accountability – Excellence starts with ownership
* Integrity – Do the right thing, even when no one's around to see it
* Respect – Good humans make great workplaces
* Teamwork – Collaboration drives us Celebration unites us
* Customer Focused – Think customer. Always!
Qualifications & Skills
Qualifications
* Year 12 or equivalent; additional experience and/or qualifications in administration or finance are desirable.
Experience
* Administration support experience.
* Strong organisational and time management skills.
* Excellent attention to detail and accuracy.
* Proficient in Microsoft Office Suite (Word, Excel, Outlook).
* Ability to work independently, and as part of a team.
Beneficial
* Previous experience in an administrative or financial role.
* Previous experience using the TechnologyOne finance system.
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