Office Administrator

Position Description Purpose:

The purpose of this job description is to provide guidelines for performance expectations that form the basis for performance action and continuous learning and development.

Position Title:

Office Admin

Employment Status

• Full – Time

• Part -Time

• Casual

• Temporary/Contract

• Internship

Department:

Finance and Administration Department

Position Classification:

FIN - OA

Primary Location:

Rose Bay, Sydney

Supervisor Title:

CFO / Directors

Hours of Work:

12 - 24 hours per week

About Verdecon

Verdecon is a highly experienced and multi-award-winning commercial construction company that has been committed to personalised service for over 6 years. Verdecon prides themselves on a progressive culture that represents a team of self-motivated, vibrant and enthusiastic construction professionals who thrive on challenge and complexity.

About the Support and Administration Department

Verdecon’s Support and Administration department ensures the smooth flow of information and operations. The department's core function is to provide administrative aid to Verdecon’s core operational functions. Support and Administration provides Verdecon with efficient and effective services relating to material resource management extending to information, records and the delivery and receipt of correspondence.

About the Office Administrator

The position of Office Administrator is responsible for the basic office and administrative functions. The receptionist’s responsibility extends to reception duties and the facilitation of internal and external office resources.

Key Duties & Responsibilities

Key Result Area

Duties

Weighting

Office Admin duties

• Answering incoming call and email correspondence, determining correspondence purpose and forwarding to appropriate personnel or department between both offices.
• Answering questions about the organisation and providing callers with address, directions and other information as requested in a professional and courteous manner.
• Greeting and announcing guests to appropriate personnel and offering refreshments to clients/visitors awaiting Verdecon staff.
• Maintaining cleanliness and tidiness of reception and kitchen area ensuring appropriate inventory and equipment.
• Assist in organising and coordinating all end of year and staff offsite events

50%

Administrative duties

• Reviewing bills for correctness for weekly payrun, checking for failed transactions in OneCore, reviewing draft bills and submitting them for approval.
• Populating Timesheet spreadsheet & identifying any missing timecards. Email spreadsheet to Managers to locate missing data, update complete hours totals. Coding leave taken providing an easy to read spreadsheet for Managers & Directors for Payroll Processing. Assist Managers in cross checking subcontractor invoices.
• Reconciling credit card transactions & Main Account transactions
• Assist Office manager enacting executive requests including, travel, accommodation, catering, Newsletter, & Carbon Accounting, Manual Journals, BAS Prep.
• Onboarding new employees- setup in Xero, filing tax dec
• Promoting and maintaining effective communication, positive working relationships and good public relations with all levels of contacts;
• Submit Apprenticeship incentive claims, check that they are received.

50%

General Duties & Responsibilities

Compliance

• Compliance with Verdecon’s policies and procedures.
• Maintaining a high standard of professional conduct;
• Maintaining a professional approach to your workplace environment at all times; and
• Communicating with client representatives, consultants and user groups in a respectable manner.

Culture

• Protecting and contributing to Verdecon’s progressive culture; and
• Taking reasonable care for his/her own safety and health and for others in the workplace.
• Organise / co-ordinate and assist with the growth of our existing culture through events /

Professional Development

• Identify opportunities for improvement to further develop skills, knowledge and expertise that are relevant to the role; and
• Actively participating in all performance reviews with the Managing Director and undertaking all professional development required to fulfil role competencies and accountabilities.

Reporting Requirements

Frequency

Requirement

Title

Daily/Weekly

Pending Issues

Chief Financial Officer

Role Relationships

Internal

External

Managing Director

Clients

CFO

Suppliers

Construction Manager

Sub-contractors

Verdecon Staff

Key Selection Criteria

Skills & Attributes Required

Qualifications & Experience Required

Approach Required

• Intermediate Microsoft Office Software and email (outlook) skills;
• Excellent telephone manner and customer service skills;
• Ability to build, foster and maintain good working relationships with all stakeholders, internal and external to the business;
• High level of integrity, confidentiality and accountability;
• Strong communication skills (both written and verbal);
• Sound time management and prioritisation skills;
• Collaborative – integrates information across the company;
• High attention to detail;
• Self-motivated; ability to work autonomously; and
• Excellent work ethic.

• Demonstrated experience in a similar role;
• Previous experience with a construction company; and
• Current driver’s license.

• Can-do, positive approach – confident, resilient and optimistic.

Special Conditions

• Use of personal motor vehicle in the performance of the receptionist duties may be required from time to time.

Job Type: Part-time
Part-time hours: 24 per week

Salary: From $30.00 per hour

Benefits:

• Professional development assistance
• Work from home

Schedule:

• 8 hour shift

COVID-19 considerations:
Verdecon is a COVID safe environment and adheres to the appropriate government protocols

Ability to commute/relocate:

• Rose Bay, NSW 2029: Reliably commute or planning to relocate before starting work (Required)

Work Authorisation:

• Australia (Required)