Administration Projects, Engineering & Assets

Purpose
To provide high level customer service and administrative support to the Projects, Engineering and Assets
teams, to meet departmental and organisational goals.
Duties and responsibilities
Administration
? Undertake general administrative tasks to support the Projects, Engineering & Assets team, including:
Correspondence and documentation
- Assist with the preparation, review and distribution of correspondence, reports, presentations,
and other documentation
- Record and register relevant correspondence in line with the Shire's records management
guidelines
- Contribute to the continuous improvement of Projects, Engineering & Assets by assisting in
the ongoing review and updating of information including policies, procedures, information
sheets and processes
- Coordinate the review of operational documentation in line with review schedules
Data entry & reporting
- Accurately record and maintain data relevant to your teams responsibilities
- Compile statistical data and information for internal and external reports, including end of
month reporting, as requested
- Collate and contribute information to internal and external publications as required
- Liaise with external authorities to report relevant issues impacting shared infrastructure or
responsibilities as requested
Meeting coordination and administration
- Schedule internal and external meetings with relevant stakeholders as required
- Prepare and distribute agendas and minutes for departmental meetings
Purchasing, contract administration & financial reporting
- Assist with purchasing tasks to ensure efficient and compliant procurement
within authorised limit
- Collate the necessary documentation to call for Expressions of Interest (EOIs), Requests for
Tender (RFTs) and Requests for Quotations (RFQs) in consultation with the Procurement
Officer and other relevant Shire officers.
- Distribute RFQs to appropriate suppliers and provide responses to relevant officers.
- Assist with contract administration, including meeting coordination and general
correspondence.
- Monitor project expenditure and prepare job costing reports as required to meet operational
needs
- Assist with the administration of grant funded projects, including compilation of information
for reports and acquittals
Marketing & promotion
- Assist in the development and distribution of promotional materials
Research
- Research and collate information to support team programs and projects
Customer Service (Administration Officers)
? Respond to internal and external customer enquiries relating to Projects, Engineering & Assets, in
accordance with the Shires Customer Service Charter. This includes:
- Act as first point of contact for customer enquiries and requests relating to Projects, Engineering
& Assets
- Triage customer requests and task to the appropriate officer
- Review customer response timeframes and provide support with custome


Experience and qualifications
Essential
? Strong computer skills in MS Office, databases, spreadsheets, internet, and email
? Previous administration experience
? Strong verbal and written communication skills including correspondence and report writing
? Accurate data entry, record keeping and numeracy skills
? Experience in the creation of templates and pro-forma documents High attention to detail and
productivity
? Exceptional interpersonal and customer service skills
? Effective time management and organisational skills, with demonstrated ability to meet deadlines
? Strong problem-solving and research skills
? Ability to work independently and in a collaborative team environment
? Current 'C' Class drivers licence
Desirable
? Working knowledge of SynergySoft
? Knowledge of and experience in Local Government organisational structure, function, and protocols
? Experience with the administration of procurement, contract, and tender processes
? Qualifications in Administration

About WorkPac

WorkPac is Australia’s largest privately owned workforce solutions business. We add value to our candidates by providing recruitment, skills and career development opportunities across the Mining, Construction, Healthcare industries and more. Choosing WorkPac is always a Good Move.

Equal Employment Opportunity

At WorkPac, we foster a work environment where everyone feels welcome and valued. As an Equal Employment Opportunity employer, we welcome applicants from all backgrounds and embrace diversity in race, gender, age, religion, culture, and ability.