Team Administrator

Company Description

From the inception of a project through to completion and beyond, Turner & Townsend help to deliver the outcomes that matter through transformational programs covering the full spectrum of consultancy, project delivery and post-project operations.

With offices located globally, you're never far away from our services. Working from 133 offices in 49 countries, we make the difference to projects across the real estate, infrastructure, and natural resources sectors worldwide.

Our team is dynamic, innovative, and client-focused, supported by an inclusive and fun company culture. Our clients value our proactive approach, depth of expertise, integrity, and the quality we deliver. As a result, our people get to enjoy working on some of the most exciting projects in the world.

Our team is currently looking for Team Administrator to work with our Operations Team in Melbourne to provide administrative support to ensure efficient operations and to assist the business in achieving and maintaining best in class ‘gold standard’ service excellence.

Job Description

Administration and Office Management

• Act as the main point of contact for all admin-related enquiries for the PMVIC team and interface/seek guidance/escalate as required to the appropriate Turner & Townsend function (HR/IT or other).
• Ensure the smooth running of the PMVIC office day-to-day in collaborating with other Turner & Townsend teams and the wider CBRE office.
• Coordinate and support new project filing, set up project folders/MS Teams and other as required.
• Provide administrative support for printing/photocopying requests (Director-level), general correspondence (letters, reports and other documents) as directed.
• Assist the PMVIC team with basic IT requests and queries (including trouble shooting meeting room IT/AV) in conjunction with the local IT team member or TTHelpIT service desk.
• Manage and book staff travel arrangements (air, ground, hotel) maintaining cost-effectiveness and ensuring requests are issued minimum 2 weeks in advance (preference for 1 month in advance).
• Book GoGet, rental cars, couriers etc. as required to support project delivery.
  
  

People and Resource Management

• Manage preboarding/onboarding processes to ensure all activities (allocation of line manager/buddy, laptop setup, project allocation etc.) are actioned and new employees have a smooth first day.
• Coordinate inductions and orientations for new employees and familiarise them with Turner & Townsend policies/systems/platforms.
• Coordinate exit interviews for outgoing staff and manage Turner & Townsend property upon return (phone, laptop, access pass etc.).
• Maintain a current organisation chart for the PMVIC team capturing staff changes (new employees/resignations/promotions).
• Meet with Commission Managers and staff as required to review project resourcing and report changes to the Resource Team.
• Regularly maintain the resource tool and update changes to resourcing resulting from the Resource Management meetings and ensure that all data is accurate and current at all times.
• Attend Resource Management meetings and minute the actions/outcomes of the meeting.
• Support the leave request (and backfill) process and maintain a central register of approved leave for the PMVIC team based on weekly internal reporting from ANZ Human Resources.
  
  

Finance and Compliance

• Support with achieving and maintaining 'gold standard' compliance levels including regular reporting to the Management Team on PMVIC compliance metrics/trends.
• Coordinate with the Commission Manager on obtaining compliance documentation when securing new work (approvals/contracts/cashflows).
• Assist with creating new jobs in the Financial Management System (D365 and others as required) including work breakdown structures, agreed fee, cash flow etc.
• Assist with monthly invoicing ,manage and monitor timesheet compliance - actively follow up staff on outstanding timesheets impacting on T&M invoicing and overdue timesheets ensuring staff have no more than 1 month outstanding.
• Manage and monitor training/certification compliance - actively follow up overdue training on Advance and ensure all staff hold relevant certifications including white card etc.
• Update the Commission Manager tracker with the current status of all compliance items and filter for each Sector.
• Support the ANZ Business Management Systems team with PMVIC internal reporting requests and data cleansing/updating as required.
• Ensure compliance procedures and policies are maintained in line with Turner & Townsend business requirements.
  
  

Qualifications

• Professionally qualified in a relevant field.
• 1-2 years’ experience working in a business administration role.
• Microsoft Teams, SharePoint and Office Suite (PowerPoint, Word and Excel) intermediate user or above.
• Proficient knowledge of Microsoft D365 desirable.
• Personable, friendly and adept at working with large teams.
• Strong organisation skills and attention to detail.
• Excellent verbal and written communication skills (ability to communicate effectively across various levels within the business).
• Keen to learn, share knowledge and provide support to others.
• Courteous, respectful, and professional. Compliant and good attention to details
  
  

Additional Information

Our inspired people share our vision and mission. We provide a great place to work, where each person has the opportunity and voice to affect change.

We want our people to succeed both in work and life. To support this we promote a healthy, productive and flexible working environment that respects work-life balance.

Turner & Townsend is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees and actively encourage applications from all sectors of the community.

Please find out more about us at www.turnerandtownsend.com/

policy for candidates to pay any fee in relation to our recruitment process. No recruitment agency working with Turner & Townsend will ask candidates to pay a fee at any time.

Any unsolicited resumes/CVs submitted through our website or to Turner & Townsend personal e-mail accounts, are considered property of Turner & Townsend and are not subject to payment of agency fees. In order to be an authorised Recruitment Agency/Search Firm for Turner & Townsend, there must be a formal written agreement in place and the agency must be invited, by the Recruitment Team, to submit candidates for review.

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It is strictly against Turner & Townsend policy for candidates to pay any fee in relation to our recruitment process. No recruitment agency working with Turner & Townsend will ask candidates to pay a fee at any time.

Any unsolicited resumes/CVs submitted through our website or to Turner & Townsend personal e-mail accounts, are considered property of Turner & Townsend and are not subject to payment of agency fees. In order to be an authorised Recruitment Agency/Search Firm for Turner & Townsend, there must be a formal written agreement in place and the agency must be invited, by the Recruitment Team, to submit candidates for review.