Administration Assistant

ABOUT UDLA

UDLA is a leading Western Australian cross-disciplinary design studio with a focus on Landscape Architecture and Urban Design. With combined expertise in design, strategy, engagement and projects that span multiple scales and contexts, the UDLA team delivers solutions that respond to complex social and environmental challenges. We work in a collaborative studio environment where ideas, initiative and a passion for good design are highly valued.

Mission                                  

Our work is always grounded in real places and people. Whatever the project type, our mission is to respond to the physical and cultural contexts of each site. 

Vision                                     

Our vision at UDLA is to use collaborative, ideas-led processes to design places that make positive and lasting contributions to their settings.

Our Values                            

We respect Country, our work, our studio, our clients, our collaborators, our community and each other.

• We are clear in how we communicate. 
• We make things easier and simpler.
• We actually give a f*** when getting things done.

Job Title          Administration Assistant

Purpose of the role         

At UDLA, our Administration Assistant’s role is to provide day-to-day administrative support across the business and act as the first point of contact for clients and visitors.

Reporting to   Studio Principal

Hours               Part Time

Location          Fremantle

QUALIFICATIONS, SKILLS AND ATTRIBUTES

Preferred Qualifications

• Certificate in Business Administration

Skills, Knowledge and Professional Attributes

• Proven experience (ideally 1-2 years) in a fast-paced administration role or similar role
• Proficient in Microsoft Suite
• Ability to communicate clearly, both verbally and in writing
• Excellent telephone manner
• Exceptional attention to detail and thoroughness in completing all tasks.
• Ability to manage multiple tasks, set priorities and meet deadlines efficiently.
• Ability to work collaboratively with colleagues as well as individually.

KEY RESPONSIBILITIES

Executive Support

• Manage executive calendars, scheduling meetings and coordinating appointments.
• Prepare and organise documents, presentations, and reports for executive meetings.
• Assist with email management, correspondence, and communication on behalf of executives.
• Handle confidential information and always maintain discretion. 
   

Practice Related

• Answer and direct phone calls, taking and relaying messages when necessary.
• Welcome and assist visitors to the office.
• Ensure meetings are catered.
• Assist at out of hours events.
• Organise and maintain filing systems, both digital and physical.
• Support the team with data entry, spreadsheet creation and report generation.
• Handle incoming and outgoing mail, including sorting and distribution. 
• Ordering of office supplies.
• Liasing with building manager on building and office infrastructure 
• Preparation and issuing of invoices.