Procurement And Administration Assistant

UGL is a diversified services company delivering critical assets and essential services that sustain and enhance the environment in which we live.  Our capabilities extend across a broad range of services and whole-of-life solutions for diverse industries, utilising world leading, sustainable and innovative technologies.

We partner with some of the world’s largest blue-chip companies, government agencies, private enterprise, and public institutions.  

Career progression & a long term opportunity of making an impact with a high performing, collaborative and professional team are just some of the benefits that UGL Transport will offer you.

Job Purpose

The Procurement and Administration Officer is responsible for the delivery of site procurement administrative tasks and to support to the UGL Facilities Maintenance (FM) team on Cross River Rail (CRR) and Brisbane Busways.  

This will be achieved through the establishment of a robust system of documentation, operating systems, and a reporting regime to ensure compliance against the project deliverables detailed in the FM Subcontract, Project Scope and Technical Requirements and associated project contractual documents.  

Ensuring further that all maintenance systems, project Procurement and CRR asset administrative related documentation is addressed in a timely manner supporting the project team in achieving a positive outcome to issues that may impact the project. 

The role will also establish delivery performance and improvements through its day-to-day operations and must ensure that this 24/7 service delivers against the project’s performance requirements for response to issues across the project. 

In addition, the role will assist in the administrative support to the Cross River Rail project and Busways team in the collation of reporting requirements both internally and external to UGL.

The role will support the Project Director & Business Services Manager in ensuring that the CRR project is continually operated in a safe manner for staff and users and that inconvenience to these is kept to a minimum through the co-ordination and management of all UGL administrative aspects. 

Responsibilities
–    identifying potential suppliers and negotiating contracts
–    managing procurement processes and coordinating with suppliers
–    ensuring the quality of purchased products and services
–    keeping up with market trends and maintaining relationships with vendors
–    assessing products, services and suppliers and negotiating contracts
–    working within the set budget to purchase goods and services
–    monitoring and enforcing the site’s procurement policies and procedures
–    reviewing, comparing, evaluating and approving products and services
–    managing inventories and maintaining accurate records
–    maintaining and updating supplier information
–    maintaining good supplier relations
–    researching and evaluating prospective suppliers
–    preparing budgets, cost analyses and reports
–    responsible for administrative document flow and control 
–    organising and scheduling appointments 
–    planning meeting and minutes to meet management and client expectations
–    assisting in the preparation of regular scheduled reports
–    developing and maintaining a file structure/system
–    organising travel arrangements
–    updating and maintaining office policies and procedures
–    managing office supplies and suppliers
–    maintaining a staff contact list and information
–    providing administrative support to management and employees
–    providing general support to visitors
–    handling office ad-hoc duties such as answering phones, organising files, and drafting letters 
–    ensure clear, concise, and respectful communications are undertaken for maintenance service responses
–    ability to prioritise work through excellent time management

Qualifications and Experience

–    prior proven experience working as a Procurement and Administration Officer or similar role
–    knowledge of office management systems and procedures
–    computer literate and advanced word processing skills including proficiency in Microsoft Office and Excel. 
–    high level of typing skills including accuracy 
–    proficiency in Procurement and administrative supply management
–    skills related to editing and proofreading documentation 

About Us 

UGL is well-known and respected for providing end-to-end engineering, construction, and maintenance services within, rail and transport, communications and technology systems, oil and gas, power, renewables and resources, water and defence markets. UGL partners with some of the world’s largest blue-chip companies and government agencies, private enterprises and public institutions. We are a member of the CIMIC Group of companies

At UGL, we value diversity – in the backgrounds, ideas, work styles and perspectives of our team. We are an Equal Opportunity Employer and strongly encourage people with disability, Aboriginal & Torres Strait Islander people, mature aged workers and people from culturally diverse backgrounds to apply.

Please note that relevant screening checks will be conducted as part of the recruitment process. These may include a national criminal history check and for you to undergo pre-employment medical assessment including drug and alcohol screen.

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