Business Support

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Salary Package -  Pending Experience

Shepparton, Victoria

Hours negotiable - school hours, part time or full time

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Job Description:

As Business Support, you will play a crucial role in ensuring the smooth operation of our offices and tender processes through:
 - Organisational efficiency
 - Communication management
 - Record keeping
 - Office supplies management
-  Staff support
-  Customer service
-  Financial tasks
 - Compliance support
The position will work closely with the Directors, General Manager and Team Leaders.

Key Responsibilities:

​- Responsible for all things administrative, ensuring general management of the office by
overseeing operational efficiency, effective communications in compliance with company
policies and procedures.
- Manage incoming phone calls and correspondence (e-mail, letters, packages etc.) Daily
 Greeting office visitors and assisting with enquiries
 - Meeting and event planning 
 - Manage travel arrangements for all staff as required 
 - Attend nominated meetings and take minutes, prepare agendas, action items and follow
up actions with Team Leaders
 - Track stock of office supplies and place orders when necessary
 - Ensure buildings and surrounds are maintained and arrange repairs as required
 - Assist in management of the company social media accounts
 - Maintain document management system, compliance and issue resolution assistance for
staff and liaise with software provider.
 - Manage company templates within document management system
 - Assist Senior Management and HSEQ Manager in preparing for and conducting internal/
external audits. This is inclusive of closing out actions as required.
 - Undertake general data entry, filing and archiving
 - Assist staff in the management of company vehicles and equipment, including regular
discussions with suppliers, organising repairs, replacements, quotes, etc.
 - Liaise with Senior Management, staff and IT Consultant to maintain IT infrastructure
including software and software licences
 - Provide organisational and administrative support to Directors, General Manager and
Team Leaders.

- Assist General Manager onboard new employees including creation of employment
packs, circulation and completion of all onboarding requirements.
 - Assist all staff in completion of timesheets. Work with General Manager to review reports
and follow up staff to ensure timesheets are complete.
 - Assist General Manager handle a variety of complex and confidential situations which
require a high level of maturity of judgement, discretion and confidentiality.
 - Submit timely reports and prepare presentations/proposals as assigned
 Organise staff development and training as approved by Senior Management As required
 Run reports for Senior Management, assisting with end of month tasks Monthly
 - Provide input into the development of new systems, procedures, and processes in order
to improve efficiency and effectiveness within the department
 - Complete tasks as required across multiple locations which may require nights away from
home
Proposals
-  Set up proposals in Deltek, Harvest and Smartsheet as required
 - Manage tender email folder. Review and advise the business on appropriate
opportunities with Team Leaders
 - Organise proposal kick off meetings as required
 - Assist the Proposal Manager to ensure proposals are completed to CAF’s standards and
are submitted on time
 - Assist Proposal Manager in creation of submission documents as required e.g.
schedules, fee estimates, letters, etc
-  Liaise with CAF’s wider team to obtain information as may be required to complete a
proposal
 - Ensure proposal information in Deltek is maintained and up to date

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Required Skills

- Strong written and verbal communication skills
-  Strong organisational skills
 - Ability to take the initiative with strong problem solving skills
 - Strong work ethic with a high level of personal motivation
 - Flexible in your approach, ability to work with people from a range of backgrounds
 - Strong skills in Microsoft Office products; Excel, Outlook, Word, MS Teams and PowerPoint
 - Familiar with document management systems, Deltek preferred
 - Outgoing and friendly disposition
 - Ability to work under pressure, to deadlines and prioritise workload accordingly
 - Punctual
 - Familiar with timesheet tracking software
 - Experience in developing internal and filing processes

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Required Experience:

- Minimum 5 years previous experience working in a business support role whether team or for a director / senior management team.
- Preference for previous experience in engineering, construction or similar professional services sectors

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Qualifications:

• Completion of Year 12 High School

•  Bachelor’s Degree/ Diploma or qualifications in Office Administration or relevant studies

How to Apply: Please send your resume and a cover letter detailing your experience and qualifications to : admin@cafconsulting.com.au