Team Assistant - Engineering

About us

Tactix-Sener is a result of a partnership between Tactix Group – one of Australia’s leading transport infrastructure advisory firms and Sener, one of Spain’s biggest private engineering and technology companies. This powerful combination makes Tactix-Sener the most comprehensive infrastructure advisory and delivery firm in Australia, with a portfolio of major public and private projects around the nation and globally.

About the Opportunity

We are seeking an experienced and detail orientated Team Assistant to join our Engineering & Design team! Reporting directly to the E&D Business Unit Director, this role will provide direct assistance to Director whilst also providing administration support to the wider E&D team nationwide.

This is a great opportunity for someone who has extensive operations, team, or personal assistant experience with preference given to those who have worked within the projects and/or engineering industries.

We welcome applications from candidates seeking either full-time employment or a part-time arrangement (four days per week).

Role Responsibilities:

Provide support to the E&D Business Unit Director and provide administration support to the wider E&D team
Support with onboarding and offboarding activities, coordinating with Managers, HR, IT and other stakeholders
Assist with E&D travel arrangements and queries, including following up on quotes, travel options, setting up profiles and general maintenance of the teams’ profiles
Manage E&D email distribution lists and calendars
Assist with setting up meetings and coordination of events
Attend E&D management meetings to record meeting minutes, actions and follow up any outstanding action items prior to the next meetings
Support with E&D timesheets, ensuring they are submitted and approved within timeframes
Assist with reporting within Pipedrive to support the E&D Director
Administer E&D corporate card expenses and monthly coding
Proofing and formatting of documentation and communications
Document creation and preparation including reports, presentations, and other communications
Manage the E&D SharePoint site, providing document control where applicable
Provide administration support for specific projects including research, data collection, reporting and coordination with relevant internal and/or external parties
Provide general administration support to the E&D team when required

Required Experience:

Demonstrated administration experience in a relevant role: Team and/or PA experience preferably within engineering, construction, and project industries
Proficient in MS Office skills (Word, Excel, PowerPoint, Outlook, MS Teams) and other relevant software
Excellent stakeholder management and experience supporting senior managers
Ability to maintain confidentiality and handle sensitive information with discretion
Proven experience formatting, proofing and finalising documentation and communications
Proven ability to communicate effectively and confidentially
Ability to priorities tasks and manage competing priorities and deadlines
Excellent time management skills
A self-starter who is enthusiastic and an early adopter for new systems

Additional Preferred Experience:

Experience in use of proprietary database systems for the management of business development opportunities
Experience in use of proprietary database systems for the management of timesheets and business resources
Experience in the use of PowerBI and other smart data reporting tools.
Reporting experience desirable
Demonstrated experience working in Construction project or Design Consulting environments. Skills in document control or document management seen as desirable.

If you’re an enthusiastic self-starter with a passion for delivering high-quality administrative support, we’d love to hear from you!

What we Offer:

A positive team culture, including regular shared learning experiences, staff gatherings and ongoing professional development.