Overview
This is a part-time position, ideally working 09:00 - 13:00 Monday - Friday.
Job Title: Department Administrator
Responsibilities
* General office coordination including monitoring and restocking office suppliers; scheduling services and managing office supplier invoices. Coordinate with internal IT on upgrades and equipment logs.
* Registering new opportunities and jobs on appropriate systems, creation of conflict check reports and creation of appropriate files
* Assisting with Engagement Letter preparation, ensuring it is signed and saved on file.
* Assisting in typing & formatting of correspondence and reports
* Assisting the team with local marketing and advertising including updating online adverts; ordering brochures and signage and scheduling and logging newspaper adverts.
* Assisting in creation & formatting of PowerPoint Presentations for the Team
* Raising of invoices/credit notes using the B20 system
* Creating new customers, suppliers on B2O/Workday
* Manage international fee shares (Intercompany Agreements)
* Managing the team’s meeting minutes, work in progress records and forecasting.
* Proactive management of team contact databases
* Managing telephone calls and accurate message taking
* Creating and updating various lists, spreadsheets & schedules using Excel, to an intermediate level
* Updating internal systems such as Engage and local agency database
* Undertake voluntary or nominated duties in order to ensure the smooth flow of work through the team or business unit.
* File management, archiving and ad hoc duties; monitoring and completing file opening and closure processes and following relevant procedures in order to ensure that all job and audit protocols are met.
* Prioritizing workloads and generally assisting a busy team. Attendance and participation in meetings, as required.
* General office coordination including monitoring and restocking office suppliers; scheduling services and managing office supplier invoices. Also coordinate with internal IT on upgrades and equipment logs.
Qualifications
* Experience in administrative/office coordination roles and ability to support a busy team.
* Proficiency in typing and formatting correspondence and reports; intermediate Excel and PowerPoint skills.
* Familiarity with invoicing and financial processes (e.g., B20 system) and creating customers/suppliers on B2O/Workday.
* Experience updating and maintaining databases and internal systems (e.g., Engage and local agency databases).
* Strong organizational skills, attention to detail, and ability to work independently and as part of a team.
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