Acciona Hiring for Site Administrator Job at Sydney Full Time

The Site Administrator will support the construction team by providing on-site procure to pay services including but not limited to creating Purchase Orders, registering and calculating value of delivery dockets; liaising with vendors and accounts payable to facilitate the three-way match enabling payment: PO-Docket-Invoice, using the various registers and systems established for the Project. The Site Administrator will ensure data is processed in the relevant registers and systems in a timely and efficient manner with accuracy and reliability.

• Capability to utilise the Project Procurement system / program (LinkedSite)
• Capability to utilise the financial system to raise Purchase Orders and created Comparative Charts (InSite) to manage credit limit of vendors, in accordance with the Procurement Plan of the Project;
• Ability to register, assess and reconcile dockets received from vendors against the Purchase Orders and Subcontracts.
• Accuracy in data entry, maintenance, and reconciliation of registers;
• Ability to reconcile committed costs (Dockets in the register) against invoices (matching);
• Effective communication with stakeholders including not only the broader project team, but also the vendors.
• Effective negotiation skills to review assessment of dockets with vendors, requests of credit notes (when needed);
• Ability to build and maintain strong relationships with the Project Team and the vendors over time;
• Ability to calculate end of month accruals for Purchase Orders and Dockets based on dockets entered to the various registers at the end of the month;
• Ability to resolve issues in a timely manner with suppliers and/or engineers to reconcile accounts
• Effective time management to ensure all work is completed in the required timeframe
• General knowledge of applicable management systems and procedures
• General knowledge to interpret any applicable statutes or legislation e.g., Security of Payment Act (“SOPA”)
• Knowledge of document and records management procedures and record, register and version control

• Administration of Purchase Requisitions raised by Engineers in LinkedSite;
• Creation of Purchase Orders and management of the procure to pay lifecycle (Purchase Order, docket and invoice matching)
• Liaison with engineers and contract administrators for processing of progress claims in line with SOPA and ABCC requirements
• Management and processing of delivery dockets with matching of the invoice including liaison with suppliers and contract administrators to request credit notes for all unapproved or disputed transactions
• Liaison with Finance Services for vendor set-ups, insurance and bank guarantee registers, invoice and payment processing
• Liaison with cost control to provide and review accruals for the relevant activities before being entered in system
• Liaison with contract administrators and cost controllers to update existing schedule of rates or contracts based on activities on site
• Assist in the preparation of reports and/or documentation as directed
• Ensure clear and effective communication with all levels of the project team, managers, visitors and other stakeholders
• Provide administrative and office management support to the project team as and when required
• Always maintain confidentiality and discretion

• Actively participate in and drive a culture of collaboration, discipline, innovation, adaptability to change and care
• Ensure safety and sustainability are always front of mind
• Ensure compliance and adhere to AFJV systems and standards
• Lead by example by promoting a positive work health and safety culture
• Promote a positive work health and safety culture

• High School Certificate or equivalent in Business and Administration, or;
• Tertiary qualifications in discipline relevant to function area, e.g., accounting or finance, or;

• Degree or post-secondary school training or TAFE certificate in Business Administration, Account, Finance or other associated disciplines.

• 2 to 5 years accounting experience, ideally within the construction industry
• Demonstrated experience in financial and management accounting
• Experience with Microsoft Office products in particular Excel
• Computer proficiency in relevant software, e.g., Accounting software.
• Experience in office or project site office administration

• Knowledge of business administration
• Full skill set of relevant software/program
• Participate in internal/external audit programs
• High attention to detail
• Strong desire to learn and openness to feedback and suggestions
• Organisational skills and the ability to work within challenging timeframes