Team Assistant - Engineering

Description:

Tactix-Sener is a result of a partnership between Tactix Group – one of Australia’s leading transport infrastructure advisory firms and Sener, one of Spain’s biggest private engineering and technology companies. This powerful combination makes Tactix-Sener the most comprehensive infrastructure advisory and delivery firm in Australia, with a portfolio of major public and private projects around the nation and globally.

We are seeking an experienced and detail orientated Team Assistant to join our Engineering & Design team! Reporting directly to the E&D Business Unit Director, this role will provide direct assistance to Director whilst also providing administration support to the wider E&D team nationwide.

This is a great opportunity for someone who has extensive operations, team, or personal assistant experience with preference given to those who have worked within the projects and/or engineering industries.

We welcome applications from candidates seeking either full-time employment or a part-time arrangement (four days per week).

• Provide support to the E&D Business Unit Director and provide administration support to the wider E&D team
• Support with onboarding and offboarding activities, coordinating with Managers, HR, IT and other stakeholders
• Assist with E&D travel arrangements and queries, including following up on quotes, travel options, setting up profiles and general maintenance of the teams’ profiles
• Manage E&D email distribution lists and calendars
• Assist with setting up meetings and coordination of events
• Attend E&D management meetings to record meeting minutes, actions and follow up any outstanding action items prior to the next meetings
• Support with E&D timesheets, ensuring they are submitted and approved within timeframes
• Assist with reporting within Pipedrive to support the E&D Director
• Administer E&D corporate card expenses and monthly coding
• Proofing and formatting of documentation and communications
• Document creation and preparation including reports, presentations, and other communications
• Manage the E&D SharePoint site, providing document control where applicable
• Provide administration support for specific projects including research, data collection, reporting and coordination with relevant internal and/or external parties
• Provide general administration support to the E&D team when required

• Demonstrated administration experience in a relevant role: Team and/or PA experience preferably within engineering, construction, and project industries
• Proficient in MS Office skills (Word, Excel, PowerPoint, Outlook, MS Teams) and other relevant software
• Excellent stakeholder management and experience supporting senior managers
• Ability to maintain confidentiality and handle sensitive information with discretion
• Proven experience formatting, proofing and finalising documentation and communications
• Proven ability to communicate effectively and confidentially
• Ability to priorities tasks and manage competing priorities and deadlines
• Excellent time management skills
• A self-starter who is enthusiastic and an early adopter for new systems

• Experience in use of proprietary database systems for the management of business development opportunities
• Experience in use of proprietary database systems for the management of timesheets and business resources
• Experience in the use of PowerBI and other smart data reporting tools.
• Reporting experience desirable
• Demonstrated experience working in Construction project or Design Consulting environments. Skills in document control or document management seen as desirable.

If you’re an enthusiastic self-starter with a passion for delivering high-quality administrative support, we’d love to hear from you!

A positive team culture, including regular shared learning experiences, staff gatherings and ongoing professional development.