PURPOSE OF THIS POSITION

The Corporate Services Assistant is responsible for ensuring the tasks allocated to them and as described below, and as directed by the Financial Controller are completed comprehensively, punctually and to the best quality. Adherence to deadlines, attention to detail and general positive attitude towards supporting the team, process improvements and efficiencies are key components of this role. The role is also a back-up to other roles within the Corporate Services Team.

The Corporate Services Assistant is responsible for, but not limited to the following duties:

Administration:

• Ensure all data entry is completed in a timely manner and information is accurate, including:

• Maintain company records across all systems and databases

• Maintain employee records across all systems and databases

• Ensure correct project team is assigned to correct jobs in all systems and databases

• Provide administration assistance as part of the Corporate Services Team.

• Adherence and promotion of compliance to ISO9001.

• Answer phone, transfer to or relay message to appropriate personnel.

• Administer the Admin Inbox, responding to queries in a timely manner and redirecting queries as required

• Assist in the auditing of jobs from a document management perspective

• Assist in training and documentation of processes across the business

Accounts:

• Enter Tax invoices into job costing system and submit for approval

• Ensure Logs are kept up to date and KPIs measured

• Reconcile statements and rectify any discrepancies found

• Assist the Assistant Accountant to ensure month end close out dates are adhered to, supporting the operations teams where possible

• Ensure all credit card payments are vouchered and can be reconciled daily

Timesheets:

• Enter labour hire timesheets and match off to invoices as they are received

• Ensure staff timesheets are completed by 9am Monday (previous week)

Project Works

• Provide support to operations team for job costing and reporting purposes

General Accountabilities:

• To clearly demonstrate the Swan Group core values of Respect, Honesty and Quality in everything you do

• To promote Swan Group at every opportunity to clients/ subcontractors/ consultants/all and any stakeholders

• Contribute to productive working relationships. Enhance the trust and support of colleagues, of those to whom you report and develop and maintain relationships with people affected by one’s work

• Undertake personal development

• Ensure all work is in line with the company’s Management Procedures

• Constantly drive a high standard of quality in everything you do

• Have regular meetings with the project team, provide and share information on projects/ lessons learned and continuous improvements

• Problem solving, ‘outside of the box’ thinking.

• Contribute constructively to performance reviews and staff meetings

Position Competencies

Area

Requirement

Qualifications:

• Studying toward or completed Qualifications in Business Admin/ Corporate Services Assistant or similar

• Undertake further leadership training where required

Experience:

• Willingness to learn and understand the construction and fit out build process

• 2+ years practical / work experience in construction or similar preferable

• Ability communicate clearly and effectively at all levels

Specialist training required:

• Company induction

• Familiarisation with Swan Group management procedures

• Microsoft Office and Outlook

• Workbench financial software

• Dashpivot for site documentation

• IsCompliant for Safety Audit process

Specific aptitude/skill required

• Exceptional oral and written communication skills

• Attention to detail and ability to work at a fast pace

• High level of computer literacy

• Must be able to work autonomously and proactively to a high quality

• Team player in a supportive role

• Self-starter and motivated

• Work according to company values – respect/ honesty/quality

Personal Behaviour

• Be a good communicator to internal and external stakeholders, be able to promote the company values and standards in all actions.

• Professional personal presentation and cleanliness at all times.

Management and leadership

• Skills in self-motivation and creating a positive work environment.

• Able to effectively coordinate, contribute to, chair and record meetings and interactions. / Proactive in taking the lead/ownership of works, where appropriate.

• Approachable and excellent communicator

Health, Safety and Environment

• Must portray excellent HSE standards and values and demonstrate the Swan Group way.

Quality

• Quality in presentation/ communication/ delivery/ efficiencies and management.

• Accuracy, consistency and attention to detail in all form of works undertaken.

Corporate Services Assistant Admin/ Document Control

• Able to use relevant Swan Group software efficiently and provide training as necessary to staff to ensure consistency with processes.

• Able to manage workload and meet deadlines as required

• High quality attention to detail, work with minimal mistakes.