Fit - Outs Administrator
4 weeks ago
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- Job by industries
The following job objectives relevant to this job:
Administration and Support
- Provide coordination and administrative support to Project Managers
- Take and timeously distribute meeting minutes
- Assist Project Managers with daily tasks as needed
- Set up and compile information for technical meetings and provide feedback to tenants
- Liaise with Tenant/s Main Contractors regarding indemnity documents
- Follow up on and store signed indemnity documents and H&S files
- Arrange and assist with pre-opening inspections
- Ensure relevant documents are received before pre-opening inspections
- Team action for Technical and Projects Installation Meetings
- Maintain Project Installation Management database, data and filing system
- Manage Council Submission documents and approvals
- Suggest improvements and solutions on problems within field of responsibility to ensure best practice
- Assist Fit-out manager & Project Managers with project related documents (Fit-out Manuals, Specification documents,
- Assists CAD manager with maintaining the V&AW CAD system and base plans.
- Assists CAD manager with large scale format printing for the business
- Assists CAD manager with managing and coordinating drawing requests internally for the various departments:
- Development, Retail, Commercial, Marine, Operations, Finance department
- Externally for the various stakeholders ie. Tenants, architects, building services consultants, precinct underground & bulk services consultants.
- Assists CAD manager with managing and preparing overall building leasing plans, base plans, QS certificates for the new MRI finance & leasing system. (Project still in planning phase)
- Assists CAD manager with managing and updating the V&A CAD filing system
- (As-built architectural and consultant’s drawings, precinct services drawings, tenant leasing base plans, archiving, document retrieval …etc)
- Assists with transferring process
- for drawings and documentation from drawings management systems to V&A CAD filing system such as B.I.W , Aconex, Blue-beam, BIM 360, Plannon, Autodesk Construction Cloud.
- Project Management Systems
- Assist with Development department support (Administrator) for PPO- Project Portfolio Office System
- Load purchase orders and invoices onto MRI
Reception Function
- Perform a reception function
- This includes answering telephones, emails, WhatsApp® messages, recording information, following up and returning calls
Secretarial Function
- Manage the Senior Managers diary, and arrange appointments, including being responsible for all correspondence and documentation
- Booking of meeting rooms and escorting of visitors and alerting the Senior Manager as the case may be
General Administrative Duties
- Assist with general office duties: copy, scan, filing, scheduling of meetings, etc.
- Deal with tenant/patron queries
- Processing of invoices for payment
- Assist with the preparation of tender documents and ensure compliance with tender policy as well as arranging, chasing, and processing of subsequent purchase orders and or CAPEX forms
Stakeholder Engagement
- Develop and maintain strong working relationships with all relevant stakeholders (internal /external)
- General tenant and contractor liaison
- Liaison between Project Managers and Property Department (Retail, Commercial, Marine & Industrial) as well as Operations department
- Liaise with internal/ external customers regarding tenant installation queries
- Interact with visitors and tenants to collaboratively address complaints
- Liaise with tenant/Project Management’s outstanding approval documentation
Requirements
The following educational requirements relevant to this job:
- Diploma / Bachelor's Degree in Business Administration
Advantageous:
- Project Management Certificate
- AutoCAD knowledge and Experience
- Council Submission Process Experience
- The following knowledge requirements relevant to this job:
- Administration of contracts and procurement processes
- Planning, organising, document management
- Project management and support
- Fraxion (or related financial management knowledge)
- Building/infrastructure/construction (industry knowledge)
- Construction and Building Codes
- Health and Safety
- The following skills requirements relevant to this job:
- Diagnostic / Tactical thinking
- Planning, organising and coordinating
- Multi-tasking
- Analytical and Detail-oriented
- Logical Problem-solving
- Collaboration
- Financial/Numerical Acumen
- Communication skill (both written and verbal)
- People management
- Customer service skill
- Mechanical/technical reasoning
The following experience relevant to this job:
- 3+ Years Relevant Working Experience
- Administrative / Management jobs
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