Senior Team Administrator

at  Urbis

WHO WE ARE:

Urbis is people focussed, and we want the best for our team, our clients, and our communities. We are a community of passionate problem solvers, sought out by clients for our fresh thinking and approach to their city-shaping projects. Our mission is to help create meaningful, sustainable cities & communities.
Urbis is an employer of choice for gender equality (EOCGE), recognised through the Workplace Gender Equality Agency (WGEA), and active participants in the Federal Career Revive Initiative which supports the attraction and retention of women returning to work after a career break.
We pride ourselves in empowering our employees and supporting them to be the best they can be. Here you will make a tangible difference and positive impact, while gaining incredible industry experience and broad ranging exposure to the most exciting work.

URBIS, SHAPING FUTURES YOUR WAY!

The Opportunity:
A fantastic opportunity has arisen for an experienced Senior Team Administrator to join Urbis Heritage team, and become an integral part of our close-knit, high performing collaborative team.
We are looking for a proactive self-starter, with the right combination of talent, energy and a commitment to excellence, to provide high quality support to our dynamic and collaborative market leading Planning team. You will have the ability to deliver outstanding secretarial, word processing and administrative support, achieved through exceptional personal organisation and time management. You will also play a significant role in the support of Urbis’ practice management system, BST.

• Serve as a staff and client interface, coordinating appointments and providing assistance where appropriate.
• Prepare tender responses, presentations, and reports.
• Coordinate tender documents and response inputs from different Urbis teams.
• Set up new assignments on the Urbis Practice Management System (BST), ensuring relevant Terms of Agreement and Sub-Consultants agreements are obtained.
• Manage and oversee monthly project invoicing for the team.
• Create relevant expense reports and manage expense entries into the expense management system and BST.
• Provide administrative support to the Directors and wider team, including invoicing support, project scheduling, and high-level report formatting.
• Offer technical support on the Microsoft Office Suite, Urbis Practice Management System (BST), and expense management systems.
• Manage emails, diary, conferences, workshops, and meeting room bookings, including catering and video conference arrangements.
• Oversee the coordination of team meetings, marketing activities, and events.
• Contribute new ideas and identify opportunities for continuous improvements and initiatives for the Planning and wider administration team.
• Assisting with ad hoc administrative activities such a