We are looking for a highly organized and detail-oriented Contract Administration Assistant to join the Mackay Regional Council team.

In this role, you will provide a range of administrative functions for the Contracts Section within the Procurement and Plant program enabling the operational success of Council through the effective control of Council’s tendering and contract management functions.

Key Responsibilities: 
Shall include, but not be limited to:
1. Undertake routine administration and clerical skills – answering telephone, taking messages,
photocopying, scanning, laminating, binding, filing.
2. Provide assistance to Contracts team members as necessary and contribute to a multi-skilled
environment.
3. Arrange meetings dates/times, distribute invitations and manage attendance and venues,
prepare agendas, distribute minutes and related documentation for various meetings.
4. Maintain internal intranet data to ensure information for the end user is current and available for
use.
5. Prepare external correspondence including successful and unsuccessful letters, e-mails and
agenda reports.
6. Prepare basic requisitions in Finance One to, to run enquiries and download reports as required.
7. Compile category spend to assist with the renewal of Preferred Supplier Arrangements.
8. Assist in conducting tenders and quotes including involvement in the evaluation process.
9. Assist with contract compilation and execution of contracts, including Deed of Novations.
10. Conduct the upload of Preferred Supplier Arrangement data into Council’s financial system to
allow for use by the whole of Council.
11. Monitor Council’s Corporate contracts management system to ensure compliance
documentation is maintained to minimize Council’s risk exposure.
12. Provide relief support to the fleet area, located on the front counter at the Depot.
13. Maintain up-to-date records and filing systems of electronic data management.
14. Understand and apply Council work practices, policies, procedures and guidelines in meeting
customer requests.
15. Other responsibilities as delegated by Management within the scope of this position.

Qualifications and Experience
  
Essential

• Basic numeracy, keyboard, written and verbal communication skills relevant to the work area (Office, Excel, Finance 1)
• Certificate II or III in Business (or similar) or an equivalent level of expertise and experience
• Current QLD “C” Class Driver’s Licence.
• Demonstrated ability to work effectively and productively within a team, including being responsible for the timeliness of work 

Desirable

• Previous experience with Finance 1 purchasing system. 

Skills
  
Essential

• Possess a strong commitment to the highest level of Customer Service and a desire to raise

the profile and perception of Council within the community.

• Task and goal orientated with a commitment to “quality” service.
• Basic telephone, communication and inter-personal skills with the ability to deal with confidential and sensitive matters within clearly defined guidelines.

Please note: These positions tend to move very quickly, so to avoid missing out please promptly apply with an updated resume. If you have any further questions about this position feel free to reach out via email to kate@oraus.com.au