About this role Who we are: Urbis is people focussed, and we want the best for our team, our clients, and our communities. Our mission is about helping people create meaningful, sustainable cities & communities. We are a community of passionate problem solvers, sought out by clients for our fresh thinking and approach to their city-shaping projects. Here you will make a tangible difference and positive impact, while gaining incredible industry experience and broad ranging exposure to the most exciting work. We pride ourselves in empowering our employees and supporting them to be the best they can be. You will have the benefits of salary continuance insurance, work life balance, health & wellbeing programs and generous parental leave policy for both primary & secondary carers. This includes leave to organise adoptions, surrogacy, and foster care arrangements. Urbis is an employer of choice for gender equality (EOCGE), recognised through the Workplace Gender Equality Agency (WGEA). We are also an AWEI Bronze Employer, honoured by the Australian Workplace Equality Index (AWEI) for our commitment to fostering genuine inclusion and accessibility for all employees. Urbis shaping futures your way! The Opportunity Are you highly organised and passionate about supporting a busy team? Join Urbis as a Team Administrator in our Heritage team and make a real impact! We're looking for a proactive and highly organised Team Administrator to support our Heritage team in Melbourne. In this pivotal role, you'll play a key part in ensuring smooth operations by delivering top-notch invoicing, account coordination, and day-to-day administrative support. You'll thrive if you have a sharp eye for detail, love keeping things running efficiently, and can juggle multiple priorities with confidence and professionalism. Familiarity with practice and account management systems like BST is a bonus—but your ability to stay composed under pressure and manage deadlines is what will set you apart. You will: Act as a key point of contact for Directors by coordinating appointments, managing emails and diaries, booking meeting rooms, catering, and video conferences. Prepare and reconcile expense reports, including accurate entry of expense items and receipts into the expense management system and BST, and manage disbursements on behalf of Directors. Organise travel arrangements as required, including booking flights, accommodation, car hire, and other transport needs. Provide administrative support to the wider team across the Microsoft Office suite, including report preparation, data entry, document formatting, and tender coordination. Support team coordination for meetings, events, marketing activities, and resource management; assist with general office administration and reception relief when required. Assist Project Managers and the Heritage team with project file maintenance, job setup in the Practice Management System, monthly invoicing, project reporting, budget tracking, and ensuring necessary agreements are in place. About You: Strong organisational skills, time management, and a proactive attitude. Previous experience in a similar role preferred, but not required Intermediate level of experience using Microsoft products (Outlook, Word, Excel, PowerPoint, Teams and Skype for Business) Previous experience in working with Project/Business Management Systems, including invoicing preferred but not required. Why Urbis? Urbis is committed to fostering an inclusive, flexible, and diverse work environment. We encourage applications from Aboriginal and Torres Strait Islander individuals and those returning to work after a career break. By joining us you will receive many benefits including: Salary continuance insurance, a generous parental leave policy, health & wellbeing programs and much more. Active mentorship by the best in the business, development of career goals and support in achieving them. Investment in ongoing training with all employees provided with an annual training budget. Monthly morning teas and regular social events to celebrate professional and personal wins. Our commitment to Inclusion At Urbis, we encourage everyone to be themselves and share their unique views which are shaped by their individual identity. We are proud of our ongoing recognition as a champion of workplace inclusion amongst our professional services peers. We encourage applications from people of all ages, cultures (including Aboriginal and Torres Strait Islander peoples), abilities, sexual orientation and gender identities. If you need any accommodations, please inform your recruiting contact upon initial connection. How to Apply? Are you ready to embark on a journey with some of the brightest minds in the industry? Are you passionate about making a difference for our clients, community, and team? If so, click on "Apply for this job." LifeAtUrbis CityShapers CommunityMakers Recruitment Agencies - thank you for thinking of us. We endeavour to fill our opportunities through direct channels wherever possible, however, if we find that we do need agency assistance, we'll be in touch.