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Job Information

AECOM Administration Assistant in Cairns, Australia

Job Summary

AECOM’s Cairns Office has an opportunity for an enthusiastic Administration Assistant to join our team This role offers someone the opportunity to work with a wide range of stakeholders in our close-knit office in Far North Queensland.

As part of your role, you will provide professional support to all AECOM employees and clients. You will undertake core reception duties, as well as supporting project teams and project managers with document formatting, compiling reports and tenders and assist with tender evaluations and progress claims where required. Working closely with others in the administration and facilities team, you will support the successful running of the office and have direct responsibility for the management of the office bookable resources including cars and meeting rooms.

Key Responsibilities:

Reception

  • Responsible for greeting clients and visitors, sign in and out register and induction

  • Manage the phone system ensuring phones are answered in a professional and friendly manner, redirect calls to relevant staff and when necessary take accurate messages and pass on to relevant staff

  • Booking and organising office couriers

  • Booking and tracking of cameras, mobile phones, satellite phones and GPS units for business use, ensure cameras are charged on a daily basis and equipment is in good working order

  • Booking of meeting rooms

  • Manage vehicle bookings and associated requirements

Catering & Meeting Rooms

  • Responsible for ordering and delivery of catering requirements for office meetings, events or functions

  • Assist with function set up and clean up as required

  • Responsible for booking meeting room, meeting room set up and clean up as required

  • Assist with the coordination of venues as required

  • Responsible for kitchen, dishwasher clean up as required

Administration Support

  • Assist in the provision of clerical and administrative duties as required i.e. Correspondence, pen pics, CV’s, minutes, agendas, reports, tenders etc.

  • Assist in the provision of document copying and binding as required

  • Ensure documents are filed correctly and in a timely manner

  • Supporting team in writing tasks and basic editing

  • Research (basic as required)

  • Assist in Tender evaluation as required

  • Support staff with mileage claims, I-Expense claims, timesheets & diary management (as appropriate)

  • Manage leave register

  • Credit card reconciliation – as required

Document Control / Filing System

  • Responsible for document control/filing for the office

  • Responsible for archiving and retrieval of records

  • Ensure all mail is logged and distributed in a timely manner

  • Manage library

Logistics

  • Assist in the management of office and building maintenance

  • Assist with necessary errands as requested

  • Collect and distribute fruit & milk as required

  • Manage office and kitchen supplies including stationary, tea, coffee, biscuits etc.

Back up support

  • Provide back up support to Senior Administration Officer.

In addition to the duties outlined above you may be required to perform other necessary administrative functions on an as required basis.

Minimum Requirements

  • 2+ years previous experience working in a fast-paced, corporate environment

  • Previous experience working in engineering / construction industry - highly regarded

  • Well-developed time management skills with a demonstrated ability to prioritise and manage conflicting key priorities

  • Effective communication skills and a proactive approach

  • Positive “can-do” attitude and strong client service focus.

  • Polite, courteous and friendly demeanour

  • A pro-active and helpful attitude

  • Effective communication with other team members

  • Sound computer skills including a good knowledge of Microsoft Office products including Excel and Word

  • Organisational skills to manage a busy workload

  • Excellent written and verbal communication skills

  • Ability to meet tight deadlines

  • Articulate and confident phone manner

Preferred Qualifications

  • Previous experience and knowledge in Microsoft Office Suite

  • Solid documentation experience formatting and grammar

What We Offer

We will give you the flexibility you need to do your best work with hybrid work options. Whether you’re working from an AECOM office, remote location or at a client site, you will be working in a dynamic environment where your integrity, entrepreneurial spirit and pioneering mindset are championed.

You will help us foster a culture of equity, diversity and inclusion – a safe and respectful workplace, where we invite everyone to bring their whole selves to work using their unique talents, backgrounds and expertise to create transformational outcomes for our clients.

We will encourage you to grow and develop your career with us through our technical and professional development programs and diverse career opportunities. We believe in leadership at all levels. No matter where you sit in the organization you can make a lasting impact on the projects you work on, the teams and committees you join and our business.

We offer competitive pay and benefits, well-being programs to support you and your family, and the development resources you need to advance your career.

When you join us, you will connect and collaborate with a global network of experts – planners, designers, engineers, scientists, consultants, program and construction managers – leading the change toward a more sustainable and equitable future. Join us and let’s get started.

As an Equal Opportunity Employer, we believe in each person’s potential, and we’ll help you reach yours.

Job Category Engineering - Project / Program / Management

Business Line Geography OH

Business Group Design and Consulting Services Group (DCS)

Country Australia

Position Status Full Time

Requisition/Vacancy No. 258378BR

Virtual: No

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status.

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