Global civil engineering consultancy with excellent career opportunities Friendly working environment across the business Hybrid role within a flexible team About SMEC SMEC provides unique opportunities to work on iconic industry projects with experienced colleagues and leadership teams. We support and empower employees to drive innovation initiatives within a well-established and growing organisation. Every employee plays a key role in shaping our business and is driven by teamwork, progressive thinking and creative ideas. We are committed to providing platforms to enable our people to engage in the business, deliver value to clients and develop their careers. When you join SMEC, you join a flexible growing organisation that has a genuine commitment to CSR, diversity and improving the world we live in. SMEC delivers smart solutions for clients and communities in Infrastructure, Urban Development and Energy & Resources driven by a desire to improve the world in which we live. Our diverse and skilled teams are engaged in major projects across Transport, Water, Energy and renewables sectors. The Role We’re seeking an enthusiastic Team Administrator to join our team in Melbourne. Reporting to the National Manager, you’ll be responsible for providing quality administrative support to the Manager and the broader Transport team. Responsibilities include, but are not limited to: Handling complete segments of a Team's administrative work without supervision; Drafting of correspondence as required; Collating reports and statistical information and creating PowerPoint presentations within area of assigned activity; Resolving discrepancies and handling difficult exceptions, recognising problem areas as they arise and making recommendations for action; Preparing, co-ordinating and distributing documents, reports and presentations including team reports, blue sky/pipeline reports, monthly reports, resourcing planning and client material; Booking travel and training, reconcile invoices and monitor employees’ movements; Arranging team meetings and taking minutes Managing team assets and equipment including vehicles, Personal Protective Equipment and team specific software; Supporting hiring managers with the recruitment process and onboarding of new employees; Document management including physical and electronic archiving, filing and adhering to SMEC policies and procedures; Utilising client specific systems for the submission of proposals, project and financial documentation. Co-ordinating and compiling high quality proposals in response to both specific and generic opportunities; Actively contributing to the team’s proposal and marketing materials including resumes, Project Data Sheets, client presentations and Capability Statements; Co-ordinating the input of others, including third party organisations, into EOIs and proposals; Demonstrating a collaborative proactive approach to the completion of winning proposals under time and cost pressures; Maintaining document control systems and procedures for the lodging, distributing, receiving and monitoring of project deliverables using current software; Assisting Project Managers and Engineers with the preparation of project deliverables, documentation and transmittals; Supporting Project Managers with the financial aspects of projects including creation, programming/resourcing, invoicing and closing within the financial system; Assisting the Managers with panel management including monitoring opportunities, notifying changes to personnel (SMEC and client), tracking currency/renewal of panel membership; Understanding the requirements of the client and SMEC’s internal verification processes. Providing backup reception relief and backup administration support to other teams and offices within the area as required; Contributing to organising company, area and office events as required; Assisting Managers to ensure SMEC policies and procedures are adhered to including document management, project management, Workplace Health, Safety & Quality; Monitoring and reporting timesheet and expense submissions and identifying and undertaking corrective and preventative action as appropriate; About You Suitable applicants will be/have: TAFE qualifications or equivalent, with course work in business curriculum; Intermediate to advanced MS Office skills; Excellent interpersonal skills to work effectively within a culturally diverse and multi-disciplinary environment; Excellent time management skills to work effectively and efficiently towards deadlines Highly developed communication skills (both written and verbal) Innovative approach to problem solving In return, SMEC offers you the benefits that come from working in a global multidisciplinary consultancy in an environment where your fresh ideas and enthusiasm will be welcomed and rewarded. Link to benefits: http://www.smec.com/en_au/careers/your-career-with-SMEC How to Apply All applications must be submitted online. To apply, click on the "Apply Now" link below and follow the prompts. For a confidential discussion regarding this opportunity, please contact Ami Jordan: Ami.jordansmec.com To find out more about SMEC, please visit our careers page at www.smec.com/careers All recruitment activities go through our Recruitment & Talent function and currently, this role doesn’t require agency input. Please do not forward resume directly to SMEC employees/managers; we do not accept unsolicited resumes and are not responsible for any associated fees.