Senior Site Administrator

Sydney Metro & Parklife JV is looking to appoint multiple Senior Site Administrators within our busy Construction Teams!

About Us:
Working in partnership with the NSW Government, the Parklife Metro consortium is working on an exciting new metro rail infrastructure project in Greater Western Sydney.
Comprising, Plenary, RATP Dev, Siemens and Webuild, the private sector partners are looking to build their metro rail expertise to deliver this city-shaping project, which will be delivered under a Public Private Partnership model and will provide a major economic stimulus for Western Sydney.
We are currently looking to appoint Senior Site Administrators to work within our project teams.
Benefits:

• Work on one of the biggest projects in Western Sydney that will pave the way for your career
• Growth and development opportunities
• Competitive remuneration package
• For our Western Sydney applicants, work close to home

Role Overview:
As a Senior Site Administrator, you will be responsible for providing administrative support, which may include managing the day-to-day activities of team, inclusive of diary management/scheduling, communications, reporting, records management, procurement, accounts/invoices, travelling & logistics and purchasing. Assistance may also be required in client relationship management including, events, and management meetings.
In addition, you will also be responsible for managing the Site Administrators.
We look forward to welcoming an energetic and positive individual to work in a supportive and dynamic team and to learn the skills and tools required to contribute to the continued success of the Construction team.
Key Responsibilities:
DOCKETS/RECEPTION:
- Maintain docket registers in Excel s/sheets accurately
- Receipt dockets for HG PO's in SAP in a timely manner
- File dockets by supplier until matched with invoices
- Clear old dockets from folders where invoices have occurred (automatch)
- Reconcile dockets and invoices and resolve any issues (docket missing)
- Verify accuracy of data being added to docket registers in Excel spreadsheets.
- Resolve goods receipted, not webcycled report quarterly
INVOICES:
- Balance invoices with dockets
- Process invoices (webcycle) within Edifice
- File invoices by supplier until sent to archives
- Support SA's with invoice issues as required
ACCRUALS:
- Ensure a good and current knowledge of Cost Codes for the site
- Prepare monthly listing of outstanding receptions for the Cost Controller
- Verify accuracy with Cost controller
- Ensure cost code lists are up to date
CREDITS:
- Create Credit note requests for each invoice as required
- Close out old Credit notes
- Support Site Administrator's to chase outstanding credits as required
PURCHASE ORDERS:
- Amend Purchase Orders as requested by Engineers
- Create and Update Purchase orders for Open Orders as required
- Maintain contract rates in spreadsheets
- Ensure sufficient pre-approvals for open orders every 6 months from PM's forecast
- Close out old PO's that have been completed (monthly)
IMPROVEMENTS AND REPORT:
- Prepare adhoc reports as required
- Provide feedback to SSA regarding any processes and recommend improvements
- Monitor quality of processes for the site
COMMUNICATION:
- Maintain good relationships with Site Team (Project Manager, Engineers etc)
- Escalate invoice rate discrepancies to Engineers or SSA's as appropriate
- Resolve specific invoice issues with AP as appropriate
- Communicate with Contracts and Purchasing as required with SAM input
- Liaise with other Senior Site Administrators', AP, Contracts, Purchasing, Cost Control and Suppliers
PEOPLE:
- Allocate workloads to team
- Monitor performance and adherence to procedures
- Conduct formal performance reviews for Site Administrators
- Ensure all Site Administrator's are appropriately trained
- Provide support to Site Administrator's in all matters
Criteria:

• Tertiary Qualification in Business Administration or similar field is desirable
• 3+ years experience as a Site Administrator
• Ability to manage people.
• Strong organizational and multitasking abilities.
• Excellent communication skills, both verbal and written.
• A quick learner

If this sounds like you, apply now!