Au - Business Support Specialist

Department: DevelopmentJob Location: Melbourne or Brisbane, AustraliaReporting to: Country Manager, AustraliaTravel required: Limited travel requiredCompany Overview:A world free of fossil fuels. If you share our vision, then join us on our mission.This is your opportunity to make a real difference in averting the climate crisis, in an organisation that is at the forefront of the global transition to renewable energy.Mainstream Renewable Power is a recognised global leader in renewable energy; and the pride we all get from developing, constructing and operating our projects is one reason why we are officially recognised as a Great Place to Work.Now we are looking for people who can power our progress to a new level. If you want to make a real difference in the world, working with our extraordinary team across six continents, check out our newly created role.Summary of Role:Primary point of contact for Business Support related issues (HR, IT, HSE, Procurement, PR). Responsible for overseeing and executing all office-management related activities, including; office operations, facilities, filing and data management. Providing internal Business Support in line with organisational policies and procedures and with general direction from the Country Manager in order to support / facilitate business processes, activities and colleagues in the execution of their work.What you will do?Office Policies and Procedures:

• Designs, implements, improves and overseas the adherence to general office policies and procedures in line with other business processes and with general direction of the Country Manager.
• Ensures consistency and quality within office operations.
• Monitors and reports staff adherence to key HR policies and procedures, e.g Time attendance/absence recording and vacation planning, communicating and coordinating with internal Management and Group HR / Function Heads.
• Monitors and reports staff adherence to Group compliance policies
• Ensures consistent standards are observed relating to all aspects of corporate branding, e.g. business cards, stationary, corporate gifts, etc. with guidance from Group Head of PR.

Office Operations:

• Runs the day-to-day office operations, including the coordination and/or execution of scheduling, bookings, events appointments and business travels.
• Welcomes visitors, arrange meeting venues and facilitates catering and other provisions as required.
• Orders office supplies, in order to facilitate and support colleagues at work.

Administration:

• Executes a variety of administrative tasks, mainly within Business Support processes such as HR, Finance, Procurement, Public Relations and IT, to ensure information is processed, recorded and accessible for relevant stakeholders.
• Assisting the Development Managers with receipt and the registering of monthly invoices, raising and tracking Purchase Requisitions in Sharepoint and following up with regional finance teams, monitoring invoice generation and ensuring payments to service providers are made on-time as per contractual requirements
• Plays a significant role in the development and maintenance of local HR policies and procedures, with guidance from Group & Regional HR
• Plays a significant role in the development and maintenance of local HSE policies and procedures, with guidance from Group & Regional HSE
• Maintains a consistent approach to procurement processes inline with Group guidance.

Facilities:

• Handles all facility-related inquiries and activities within the office space in order to ensure a safe and secure working environment, facilitating and supporting colleagues in their work.
• Works with external providers and experts to ensure compliance with local legislation on health and safety matters.

Filing:

• Designs and implements archives, filing systems and procedures, ensuring these systems are maintained.
• Ensures processes are followed in order to make sure documents are filed / archived according to relevant rules and regulations.
• Ensures colleagues have relevant access to archived documentation.

Data Management:

• Establishes and monitors procedures for record keeping.
• Ensures security, integrity and confidentiality of data, in line with relevant rules and regulations.

Communications and Working Relationships:Internal Interactions:

• Management Team
• Employees
• Group & Regional HR
• Group & Regional HSE
• Regional Finance
• Group PR
• Group & Regional IT

External Interactions:

• Suppliers
• Travel Agents
• Catering Providers
• Courier Services
• Partners

What we require?

• University education in business related subject
• Excellent computer skills
• 10 years experience in similar general office management role
• Sound knowledge of HR, HSE and compliance practice
• Excellent written and verbal communication skills
• Must be detailed oriented and organised
• Proficient in MS Excel, Word, and PowerPoint
• Must have the ability to maintain focus in a fast paced environment
• Strong sense of urgency and problem solving skills
• Ability to interface with all levels of management
• Ability to prioritize work volumes with limited supervision
• Self-starter, ability to work independently with confidence.
• Strong communication and interpersonal skills with sensitivity to different cultures.
• Ability to build trust and effective personal relations both within the organization and with all relevant external stakeholders.

What we offer?We offer you the opportunity to work in a dynamic and entrepreneurial organization, in a growing market in a fast-paced industry. You will receive a very competitive total benefits package including an excellent base salary and bonus scheme.