Pa And Business Admin

About CivPlan

CivPlan is an established and growing civil engineering consultancy specialising in the design and client-side project management for a broad range of land development and civil infrastructure projects. Our client base is from both the public and private sectors, with ongoing and future projects across NSW. Our work covers the entire life cycle of any project, from the planning and conceptual design, through to the detailed design and delivery phases. CivPlan is a modern work environment that is task, outcome, and client focused. 

As we continue to grow, we are seeking a dynamic individual to join our team and support Directors for PA requirements and handle Business Administration tasks for our team. This part-time role offers flexibility to accommodate the needs of both the candidates and the business.

Role Objectives:

• Provide administrative assistance to the Business Manager, and when required the Operations Manager and/or the Director, with the day-to-day documentation, communications, marketing, and operations, of business activities. 
• Ensure all documentation meet’s CivPlan’s professional and statutory requirements prior to being issued. 
• Administration support of all business, and when required, project requirements. 
• Work effectively within the company team and with minimal supervision to ensure that the outcomes for company leadership, clients and key stakeholders are met, delivering quality product within the time allocated. 
• Liaise with clients, authorities, and other stakeholders to provide administrative input as required. 
• Participate in and contribute to the ongoing improvement of CivPlan’s professional services and systems. 
• Maintain CivPlan’s professional standards, company objectives, service quality, company reputation and systems requirements including but not limited to Quality, Safety, Environmental and Community standards. 

Roles, Tasks & Responsibilities:

Business Administration

• Undertake all tasks allocated by the Business Manager, and when required the Operations Manager and/or the Director. 
• Maintain CivPlan’s professional standards, company objectives, service quality, company reputation and systems requirements including but not limited to Quality, Safety, Environmental and Community standards. 
• Maintain appropriate professional relationships and networks within the industry to ensure that CivPlan retains a high level of respect and regard. 
• Perform all work in a manner that is safe and without risk to themselves, team members or the community. 
• Be prepared to undertake stewardship on a rotational basis for the development, maintenance, and management of: 
  • Quality Management System and WH&S. 
  • Facilities, Equipment and Fire Safety. 
  • Purpose, Culture and Values. 
  • Marketing and Social Media. 
• Assist the Business Manager and/or the Director with communication management, including but not limited to email, written, and verbal correspondence. 
• Assist the Business Manager and/or the Director with written document drafting and formatting. 
• Assist the Business Manager and/or the Director with the company marketing and networking efforts with potential ideal clients and high performing individuals.
• Manage and deconflict the calendar schedules of the Business Manager and the Director. 
• Prepare, document, and release meeting agendas, minutes, and outcomes/tasks. 
• Plan, prepare, and organise company events, meetings, functions, training, etc. 
• Assist the Business Manager with business development activities. 
• Create, develop, and maintain company registers, systems, and procedures. 
• Maintain the cleanliness and equipment associated with company assets, includes tools, equipment, and plant (including company vehicles). 
• Be prepared to assist and temporarily undertake the tasks required by the Project Administrator, under the guidance and supervision of the Team Leaders.

Building and Facility Administration

• Undertake all tasks allocated by the Business Manager, and when required the Operations Manager and/or the Director. 
• Manage the front of building/reception, including support to other tenants within the building.
• Ensure that building administrative needs are planned and achieved, including supplies, maintenance, and cleanliness.

Personal Administration

• Undertake all tasks allocated by the Business Manager, and when required the Director. 
• Assist with personal administration matters for the Business Manager.

Authority (decision making and delegation powers):

• As directed by the Business Manager, this position has the authority to take reasonable action that is consistent with the responsibilities of the position and required to ensure the safe and efficient delivery of work, subject to any limitations imposed by management and/or company policies and procedures. 

Key Measures:

• Achieve efficient administrative support to the company and client’s satisfaction. 
• Complete administrative tasks in a timely manner in accordance with the Business Managers direction. 

Attributes: 

• Commitment to high quality product and service delivery with an eye for detail and accuracy. 
• Self-motivated and an ability to work with minimal supervision, demonstrate initiative and transition easily to a collaborative team environment. 
• Excellent written and verbal skills, including client, authority, and stakeholder communication in a timely and concise manner. 
• Ability to remain flexible and adapt to a changing work environment, maintaining a calm approach to project challenges. 
• Ability to prioritise and understand critical items. 
• Establish rapport with clients, authorities, and stakeholders. 
• Commitment to ongoing professional development. 

Skills & Competencies: 

• A valid driver’s licence. 

 Qualifications & Accreditations: 

• Certificate IV in Business Administration or equivalent experience. 

If you're passionate about contributing to impactful projects and thrive in a client-focused setting, we invite you to join us at CivPlan and be part of our dedicated team