Project Administrator recruitment
Project Administration and Support
• Coordinate with the business unit managers and project managers to collate updates and maintain project plans and progress information (e.g. tasks completed, milestones achieved, overruns/underruns, updates on risks and issues, etc).
• Provide support in the development and distribution of project materials, including presentation packs, status reports, etc.
• Provide support for project related and operational meetings through the preparation of agendas, booking and arranging facilities required, taking minutes and completing administrative project actions assigned.
People and Team
• Coordinate with the business unit managers and project managers to collate and compile data on KPIs associated with the performance of individuals, teams and the overall business unit.
• Coordinate with local and regional teams on policy and procedural structures to ensure correct process is being followed internally. Where there is need for change, be proactive in working towards a more efficient workflow to maximise the efficient use of time.
• Optimise the time utilisation of the WM IT Australian Head of Technology through the management of calendar entries, email and other correspondence, and other administrative tasks.
• Assist local and regional teams in the coordination of meetings and presentations across UBS locations as well as with external organisations.
• Assist local and regional teams with adhoc administrative tasks (e.g. stationary orders, maintain seating plans and coordinate desk moves, induction of new joiners, support for regional visitors, coordinate meals and transport associated with teams working outside normal hours, etc.
• Coordinate with the business unit managers and project managers to collate and maintain forecast travel requirements.
Financial
• Maintain budget forecasts and resource allocations (including accruals) in the business unit tracking systems.
• Coordinate with the business unit managers and project managers to collate and maintain budget estimates both for projects and ongoing operations.
• Process all invoices and receipts for expenses, coding and assigning costs accurately for subsequent approval.
Specific Requirements
• Experience working in a project orientated environment (e.g. estimated budget versus actual expenditure, concepts of critical milestones and tollgates, etc).
• Highly organised and methodical approach, with strong attention to detail.
• Sound and mature judgment, particularly in the representation of senior managers or project managers, and in working collaboratively with regional representatives.
• Solid PC skills. Essential to have Word, Excel (intermediate or above) and PowerPoint – Highly desirable to have Visio and project planning software.
• Strong numeracy skills.
Team player, willingness to work flexible hours when required.
If you are interested in this exciting new role please click 'apply online'. Please note only applicants with the right to work in Australia will be considered for the position.