Office Administrator

The Company

 

Formed in 2012, SwitchCo Australia are a client-side project management business providing specialist project management services through our highly skilled and motivated team of professionals. SwitchCo Australia offers a comprehensive range of services, with a focus on partnering with clients around Australia to add value and achieve clear goals, including:

  • Project and Programme Management;

  • Feasibility Study Management;

  • Owners Engineer;

  • Health, Safety and Environment;

  • Design Engineering Documentation;

  • Fuel System Design and Documentation;

  • Dangerous Goods Consultation;

  • Procurement; and

  • Specialist Advisory Services.

 

Our impressive Client list speaks for itself and is the result of listening to and understanding client’s needs, delivering on promises and attention to detail. Our main industry sectors and areas of expertise are:

 

  • Energy;

  • Retail and Fuel;

  • Dangerous goods;

  • Infrastructure; and

  • Facilities Management.

 

About the role

 

We are currently seeking a motivated, eager & flexible team member to join our team as an Office Administrator. The Office Administrator plays a pivotal role in supporting and coordinating the day-to-day administrative operations for the SwitchCo team and ensuring that the office runs smoothly and efficiently. The Office Administrator forms part of the overall support function for the SwitchCo team.

Responsibilities

 

As Office Administrator, you will be expected to:

  • Act as a first point of contact for Clients and visitors to SwitchCo office;

  • Answering the telephone and managing phone messages and emails for the team;

  • Providing administrative support to Directors including phone messages, diary management and general administrative support as required;

  • General administrative duties including word processing, producing PowerPoint presentations, Excel spreadsheets and report preparation;

  • Document management including assistance in creation of formal documents as required;

  • Coordinating and supporting team meetings including preparing and distributing agendas and minutes as required;

  • Assisting with organising company activities, catering and events as required;

  • Preparation of monthly/adhoc reporting for the Company and specific projects;

  • Travel booking (including flights, flights, accommodation, hire vehicles etc) and monthly reconciliation, ensuring expenditure is in accordance with SwitchCo’s Travel Policy.

  • Ordering, distribution and management of office equipment and supplies, ensuring adequate stock levels of key items;

  • Assisting with Credit Card expense coding and reconciliation on a monthly basis;

  • Creation and distribution of monthly Client invoices;

  • Assistance with circulating weekly payables information and follow-up on Client payments with internal team;

  • Assisting in the administration of financial information for external accountants including PAYG summaries, BAS statements, Superannuation and Payroll tax, as required;

  • Assisting with the development of standard office forms/reporting to support efficient functioning of the team;

  • Organising meetings, coordinating meeting rooms for both internal and external appointments, arranging catering as required;

  • Creating and maintaining paper and electronic filing;

  • Record, open, sort and distribute incoming mail and other correspondence;

  • Accurate personal time and expense recording via SwitchCo Project’s internal software systems (Abtrac and Receiptbank);

  • Assistance in the administration of SwitchCo’s internal software systems; Abtrac, Receiptbank, Xero and Happy HR, ensuring all employee and business records are accurate and up to date; and

  • Adhoc administrative duties as required.

 

The role will be based on-site at our West Melbourne office.

About You

 

The right candidate will demonstrate that they:

  • Act with honesty and integrity in all business interactions;

  • Highly developed organisational skills and the ability to effectively prioritise work to meet deadlines;

  • Sound written, verbal and presentation skills and the ability to effectively, appropriately and professionally communicate/liaise with internal and external stakeholders as required;

  • Neat, tidy and professional personal presentation and telephone manner;

  • High level of attention to detail and the ability to perform work with a high degree of accuracy; and

  • A personal commitment to enhancing your existing skills and independently familiarise yourself with new subjects and/or seek support or guidance as required.

 

Mandatory:

  • Melbourne based.

 

Preferred:

  • Competent in Microsoft Office incl MS Project;

  • Exceptional ability to communicate at all levels; and

  • Efficient time management and organisation.

If your experience and career plan match our company and the role, please apply by providing a tailored covering letter to SwitchCo Australia at Hireme@switchco.com.au with your resume. We need to know how much you want to work with us and why we would be a great fit!