Admin Assistant

Job description

About the role:
Our client the NSW Government is looking for a Team Administrator and Coordinator to join their team on a 3-month fixed term contract in their West Ryde Office. You will be a key part of the Business Support Services Team and ensure that all data entry and administrative needs are completed in a timely and efficient manner.
 
The primary role of the Team Assistant/Coordinator is to manage and process applications and data entry of customer details and work orders. You will also be responsible for traditional Team Assistant Duties including processing expenses, booking meeting rooms, taking minutes and collating discrepancy reports.
 
Responsibilities:
Data Entry

• Input work orders including costs
• Input timesheet data into corporate systems Artemis and Maximo
• Accurately enter data including allowance sheets and timesheets
• Input and reconcile work order data
• Data and information validation and correction including Maxmon errors and verifying timesheet information
• Prepare discrepancy report

 
Procurement

• Reconcile PCards and prepare expense reimbursements for field-based staff
• Create purchase orders and contractor payment
• Process purchase orders as per relevant procurement policies and processes
• Reconcile payment discrepancies including contractor payments
• Order goods and service
• Resolve delivery and other issue
• Obtain pricing from suppliers

 
Team Assistant

• Collate attendance sheets
• Create TRIM/SWIM files
• Archive files
• Collate, distribute and file information
• Manage incoming mail both physical and electronic and distribute accordingly
• Liaise with customers and stakeholders by phone, email and in-person
• Manage vehicle bookings
• Maintain attendance books
• Conduct on-the-job training as required, including use of systems and workflow
• Take minutes of meetings and distribute
• Process customer rebates in Hydra
• Conduct research within corporate systems for business reports including ministerial inquiries and distribute as required
• Arrange meeting rooms and set up presentation equipment as required
• Adhere to local partnership agreements
• Create customer complaints in CMS
• Carry out receptionist duties as require
• Operate and maintain office equipment as allocated

 
About you:

• Must have at least two years previous Team Assistant experience
• TRIM and SWIM knowledge is preferred
• Proactive and organised
• Able to work to a fast paced and high-volume environment
• Previous Government experience is preferred

What next: 
If you believe you are suitable for this role, please contact Jessica Vrtaric 02 9641 2447 / jessica@charterhouse.com.au