Project & Accounts Administrator - Silverwater, New South Wales Australia - 17620

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Job #: 17620
Title: Project & Accounts Administrator
Job Location: Silverwater, New South Wales - Australia
Employment Type:
Salary: contact recruiter for details
Employer Will Recruit From: Local
Relocation Paid?: NO


This role will report to the General Manager- Finance and be responsible for project administration, project reporting, order processing, freight coordination, shared services collaboration, inventory control, service administration support and other accounts and administrative tasks as required.



Project Administration

•     Raise purchase requisitions and place POs on suppliers for projects;

•     Process supplier invoices including checking, coding and seeking PM's approval;

•     Track expenses and assist with future cost forecast;

•     Monitor project status and enable billing of customer on time upon PM's approval;

•     Assist with bank guarantee establishment and returns and maintain the bank guarantee listing;

•     Coordinate with overseas project manager for onshore travel arrangement;

•     Liaise with overseas travel coordinator in respect of visa application related documentation;

•     Prepare and upload project data to Global reporting tool;

•     Update project report for cost to date and assist with project forecasting;

•     Monitor project progress and address potential issues;

•     Project record keeping;

•     Act as the point of contact for all stakeholders.

Order Processing

•     Distribution management, including coordination of customer pick-up schedule with warehouse and processing deliveries in the ERP System;

•     Assign a job number for all projects and forward the new jobs to shared services for processing;

•     Procurement of internal and external products as requested;

•     Oversee and assist with purchase orders and sales order processing;

•     Process stock receipts for ISS stock and service spare parts;

•     Assist with stock-take and stock adjustment;

•     Coordination of container delivery schedule with factory, warehouse and project managers;

•     Organisation of incoming freight to ensure timely and seamless clearance and coordination with site personnel;

•     Manage relationship with freight forwarders, ensuring on-time deliveries & smooth logistics processes;

•     Other office administrative duties as required.

Accounts Payable

•     Distribute supplier invoices to respective project managers for approval

•     Sort, code and match invoices

•     Summit invoices to Shared Service for processing

•     Cross check summitted invoices

•     Process local purchase orders

•     Reconcile accounts payable transactions including intercompany

•     Investigate and resolve invoice discrepancies and issues



·      Minimum 5 years' experience in a project-based environment as project admin, project controller, customer service or similar role;

·      High attention to detail;

·      Problem solver with ability to deliver process improvements within the team;

·      Excellent multitasking and organisational skills to ensure all deadlines and priorities are met efficiently and effectively;

·      Possess a sound level of interpersonal and communication skills;

·      Sound working knowledge of internal account processes, and ability to exercise discretion within scope;

·      Show energy, initiative and proven ability to think and act independently and take ownership of the role and achieving goals;

·      Have a mindset of continuous improvement and a passion to contribute to change.