Personal Assistant & Administrator

Mirvac; Council of the City of Sydney; On-site; AUD 70,000 - 85,000; Full time

Job summary

A leading property and construction company is seeking a Personal Assistant & Administrator to support the Development Director and Project Director at their Harbourside project. The role involves managing diaries, organising meetings, and providing administrative support while driving process improvements. Successful candidates will possess advanced IT skills and experience in a similar setting. Join this dynamic team and contribute to impactful projects.

Qualifications

• Experience as a Personal Assistant in a fast-paced environment.
• Preferred experience in processing invoices.
• Experience in property/construction environments beneficial.

Responsibilities

• Manage diaries for the Development Director and Project Directors.
• Organise meetings, events, and travel arrangements.
• Process corporate credit card and personal expenses.
• Assist with onboarding and HR processes.

Skills

Administrative skills

Time management

IT proficiency

Problem-solving

Tools

Microsoft Office

Salesforce

Basware

MRI

MEX

Job description

Our opportunity

We have an opportunity for a Personal Assistant & Administrator to join our team based at our Harbourside project. In this role you will provide secretarial, financial, and administrative support to the Development Director and Project Director, office management and the administration of supplier payments.

Your responsibilities will include:

• Diary management for the Development Director and Project Directors
• Administration of supplier payments
• Providing team assistance to the wider team where required
• Building collaborative relationships with key internal and external stakeholders
• Organising activities, engagement initiatives, conferences and events
• Organising meetings, room bookings and desk bookings and preparing and distributing minutes/action items in a timely fashion
• Assisting in preparation, proofreading and formatting reports and additional correspondence including papers, presentations, briefings and proposals
• Collating and distributing legal contracts and documentation for submission, approvals and sign off where required
• Proactively assisting with administration requirements for the team, including but not limited to mail distribution, printing, photocopying, IT equipment, cabcharges, stationery and business card orders
• Accurately processing corporate credit card expenses and personal expenses on a monthly basis
• Driving improvements and maximising efficiency of administration processes and assisting with maintaining appropriate systems and procedures
• Completing tasks accurately, on time and to a consistently high standard
• Supporting HR people requirements (e.g. approving recruitment and employee change requests, organising signing of documentation, facilitating the onboarding and training of new employees, and ensuring accurate access and set up on commencement date)
• Reconciling expenses and organizing domestic and international travel arrangements when required
• Invoice administration and processing while adhering to payment deadlines
• Updating and managing consultant budgets against approved project budget
• Managing and preparing time allocations, liaising with finance to ensure they meet project budgets
• Vendor maintenance administration including onboarding new vendors into the AP system and submitting forms when required
• Journaling cost transfers to ensure project spend is allocated to the right project cost codes

Your point of difference

To be successful you will have previous experience working as a Personal Assistant in a fast-paced environment where there are often conflicting priorities. Previous experience processing invoices is preferred, and experience in a property / construction environment is beneficial.

You will have an advanced level of IT proficiency (e.g. Microsoft Office Package, MRI, Basware, MEX, Salesforce).

Your proactive and self-motivated approach, coupled with exceptional administration, time management and organisation skills with the ability to solve problems, improve system and procedural efficiency and effectiveness, and resolve issues as they arise will help you succeed in this role.

You can maintain a can-do attitude and accurately complete requests in a timely fashion, with a view to delivering exceptionally memorable and rewarding experiences to our operators, customers, guests, and communities.

All of these attributes are preferred, if you think you may be the right fit for the role please still apply.