Project /Contract Administrator

About the Company

UGL Pty Limited is a leading provider of end-to-end engineering, construction and maintenance services. We are active across rail and transport, communications and technology systems, oil and gas, power, renewables and resources, water and defence markets. UGL partners with some of the world’s largest blue-chip companies and government agencies, private enterprises and public institutions. We are a member of the CIMIC Group of companies.

As a diversified services organisation, UGL appreciates the diversity and richness of its people, and seeks to create inclusive environments that promote your talent and skills.

About the Role

UGL Industrials & Resources division have an opportunity for a suitably experienced Contract / Project Administrator for our Project team for site based work at a Lake Macquarie Power Station.

This is a permanent full-time role. This position is Monday-Friday for 38 hours per week.

This position is a residential role with no living away from home provisions or facility for non-local employees. Local applicants from the Newcastle/Central Coast region are strongly encouraged to apply.

This opportunity will see you join a highly experienced team with a reputation for delivery and working together with our customers to develop and provide solutions.

ABOUT THE ROLE

The role works collaboratively with the Project Teams to support the timely execution of all administration tasks associated with contracts, project work and finance.

Key Responsibilities

• Coordination of all site mobilisation & demobilisation requirements ranging from travel, accommodation, inductions, training, PPE, IT access and new starter information, including subcontractors
• Meet and greet new starters / transfers on arrival.
• Coordinate Visitors and Sub-Contractors travel, accommodation and site access.
• First point of contact for all payroll queries, to be responded to within appropriate timeframes.
• Upload of site labour to client and internal system on a weekly basis.
• Raising vendor and subcontractors purchase order requisition, processing vendor and subcontractor invoices within required timeframe (e.g. support good receipting, equipment deliveries, tracking of maintenance needs /damage reports etc).
• Maintain filing systems and databases to ensure compliance to quality management systems.
• Maintain site training matrix and records.
• Ad-hoc administration tasks required by the project team.
• Good receipt of vendor invoices.
• Purchase order set up.
• Timesheet changes in SAP.
• Subcontractor set up and reporting

Other

• Promote Continuous Improvement
• Comply with all UGL systems used to meet its health and safety obligations.
• General ad hoc duties as requested
• Promote and live “The UGL Way” but work independently - take responsibility; Work with details and understand the context; Act now - think long term; Build know how through continuous learning; and Stimulate commitment through involvement
• Foster and promote a safe and healthy work environment maintaining safe work practices at all times and to work within and comply with Company safety policies and procedures.
• Promote and work with the divisional finance function to ensure uniform quality standards in all areas of the business
• Ensure compliance with internal financial and accounting policies and procedures

Qualifications & Certifications

• Minimum 2 years’ experience in a similar position

Skills Requirements

• Experience in using SAP (preferable)
• Excel skills
• Demonstrated strong analytical and problem-solving skills
• Strong communication skills (oral & written) including strong negotiation and influencing skills and the ability to establish effective working relationships with a variety of people at different levels, both internally and externally.
• Demonstrated ability to work independently to organise and prioritise demands, handle multiple complex tasks simultaneously, set and meet deadlines and follow through within a fast-paced environment with multiple and competing demands
• Must be customer focused, team oriented, accountable and results driven
• Must be flexible in hours required to work as the daily routine can change at short notice and you may be required to work outside normal office hours.
• Ability to cope under pressure
• Must be energetic with a positive can-do attitude
• Ability and willingness to adapt, quickly learn and put to use new skills and knowledge brought about by rapidly changing structure, process, information and/or technology

What we offer

• Diverse opportunities to grow, back yourself and achieve
• A chance to join a 6,000+ strong organisation owned by the CIMIC Group, one of the world’s leading international contractors
• Competitive group remuneration and benefits including
• Health and wellbeing program with company-funded salary continuance insurance
• A culture that values diversity and innovation, evolving with market changes and new technologies

About Us

UGL Pty Limited is a leading provider of end-to-end engineering, construction and maintenance services. We are active across rail and transport, communications and technology systems, oil and gas, power, renewables and resources, water and defence markets. UGL partners with some of the world’s largest blue-chip companies and government agencies, private enterprises and public institutions. We are a member of the CIMIC Group of companies.

As a diversified services organisation, UGL appreciates the diversity and richness of its people, and seeks to create inclusive environments that promote your talent and skills.