Administrative Officer

About the job

We are seeking an Administrative Officer to join our Head Office on the construction field in Australia!

• The primary focus of this role is to be responsible for streamlining administrative procedures, delivering multiple administrative support activities and services in line with agreed standards, timeframes and milestones, given tight timeframes and the need to maintain accuracy and attention to detail. This is a great opportunity for a hands-on admin professional to develop a career within a high-profile international group. The Administration Officer will be responsible for: Financial Coordination:Payment Processing: Coordinate invoice payments for the HR team, including the creation and management of Purchase Orders (POs) and tracking payment processes through SAP to ensure timely and accurate financial operations.
• Expenses Claim Approval: Review and approve expenses claims, ensuring adherence to internal policies and accuracy in documentation and reimbursement.
• Cost Tracking and Reporting: Monitor and analyse ongoing costs throughout the year, creating reports for the Finance Team to assist in budget management and financial forecasting.

• Office and Facility Management:Building Liaison: Coordinate with building management to address maintenance needs and ensure office premises are maintained to high cleanliness and tidiness standards.
• Office Cleanliness: Keep the office environment clean and orderly, contributing to a productive work setting.
• Inventory Management: Oversee the purchase and inventory of office supplies, including stationery and kitchen essentials, maintaining optimal stock levels and ensuring timely replenishment.
• Locker and Access Card Administration: Manage the allocation of lockers and access cards, including preparing detailed records for annual audits to ensure security and compliance.
• Ad Hoc Duties Management: Flexibly handle additional duties as they arise, adapting to immediate needs and maintaining efficient office operations.

• Travel Coordination:Booking Management: Utilize the Egencia Travel platform to arrange and approve travel bookings, offering support to employees as needed to ensure seamless travel arrangements.
• Travel Reporting: Compile and generate detailed travel reports for various projects, providing insights and data to support project management and budgeting.
• Vendor Negotiations: Engage with airlines and hotels to negotiate and establish favourable agreements, optimizing travel arrangements and costs for the organization.

• Phone Management:Handset and Service Line Administration: Manage requests for handsets and service lines, monitor invoices, and handle the porting or cancellation of lines following employee termination to maintain efficient telecom operations.
• Cost Allocation Coordination: Collaborate with project teams to ensure accurate cost allocations for phone services across all projects, supporting effective budget management and financial transparency.

• HR Support:Pre-Employment Coordination: Organize pre-employment medical bookings and set up employee profiles within the internal people management portal (ARGOS) to ensure a smooth onboarding process.
• Relocation and Visa Assistance: Provide support for employee relocation processes, including guiding visa applications, to facilitate seamless transitions for new hires and international assignments.

• Skills and KnowledgeCommunication Excellence: Outstanding verbal and written communication abilities, effectively conveying information and fostering understanding.
• MS Office Proficiency: High level of proficiency with Microsoft Office suite, including Excel, Word, PowerPoint, and Outlook, enabling efficient data management and presentation.
• Relationship Building: Strong relationship-building skills, capable of engaging effectively across all organizational levels to cultivate collaboration and teamwork.
• Organizational Expertise: Excellent prioritization and organizational skills, adept at managing tasks and projects efficiently to meet deadlines and achieve objectives.
• Independent and Team Work: Capable of working autonomously or collaboratively within a team, demonstrating flexibility and initiative.
• Trust and Confidentiality: Build a high level of trust through maintaining confidentiality, ensuring sensitive information is handled with discretion and integrity.
• Multitasking Ability: Skilled in multitasking, able to manage multiple projects simultaneously while maintaining attention to detail.
• ERP System Knowledge: Familiar with ERP systems such as SAP, Oracle ERP Cloud, Microsoft Dynamics, or similar platforms, facilitating effective enterprise resource planning and management.

About us Bouygues Construction Australia is part of the Bouygues Construction Group – a global construction and civil engineering company dedicated to sharing innovations to create and deliver some of the world’s most ambitious projects across the building, civil and energy & services markets. Active in over 80 countries and with annual sales of AUD17bn, Bouygues Construction employs more than 50,000 staff worldwide. The Australian business is undergoing a period of exponential growth, following a run of successful PPP, D&C and EPC and O&M tenders in the major transport, renewable energy and building sectors. Bouygues is delivering the Melbourne Metro and Torrens to Darlington projects and a number of large scale Solar Farms across Australia.

As part of BYCA recruitment commitment, we provide equal opportunity and committed to workplace diversity and to providing flexible work opportunities at our projects. We support women in construction and Indigenous advancement and participation and encourage people of all cultural backgrounds to apply.

This is a fantastic opportunity to join one of Australia's largest infrastructure projects and play your part in building Australia's future!