All applications are being managed by Jess Della-Verde from Robert Walters. To apply or for further information please call Jess on 8216 3530 or email, jess.della-verde@robertwalters.com.au

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.

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 (i.e. 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
Desirable
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.