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About the Role

This role provides day-to-day administrative support to leaders and wider teams, including Property Operations, Marketing, IT and Finance. Reporting to the Executive Assistant, you’ll be joining a national team of enthusiastic and driven individuals who strive for continuous improvement. This position will suit a proactive, composed, and self-starting Administrator who wants to build on their previous experience within a collaborative and supportive organisation.

Responsibilities

• Upload and code invoices in Coupa accurately and in a timely manner
• Reconcile expenses (AMEX & Cash) in Concur
• Provide diary management assistance to the SVP Operations, SVP Finance, SVP Marketing & Communications the remainder of the above teams
• Organise meetings, video and teleconferences, workshops, conferences, and events (internal and external), including venue, room, catering and AV requirements.
• Organise domestic and international travel for the members of the allocated teams when required.
• Provide secretarial and administrative support to the team and other team within Brookfield Properties when required at a consistently high and accurate standard.
• Prepare PowerPoint presentations, reports, lease proposals and correspondence - ensuring all information is accurate, on brand and to a high standard.
• Photocopying, printing, and binding of documents for the team.
• Coordination and minute taking of meetings as required and appropriate.
• Arrange signatures for legal documents on behalf of the team.
• Liaise with the IT and HR teams to submit new starter requests, order IT equipment, report IT issues and ensure that workstations are set up correctly with IT equipment.
• Provide new starter orientation in respect of office management, procedures and filing.
• Answer, assist and attend to telephone queries directed to the SVP Operations, SVP Finance, and teams.
• Distribute mail to the team.
• Prepare and assist with new Corporate AMEX Card requests.
• Assist with the preparation and coordination of various events within Brookfield Properties including tenants and clients.
• Renew various Licences as required
• Anything else the business may require from time to time
• Treat all customers (internal and external) with care and respect.
• Liaise with all levels of staff and external clients.
• Attend to requests in a timely, professional, and friendly manner.
• Adapt to the team environment as a key member of the team.

Requirements

• 2-3 secretarial/team assistance experience in an office or corporate environment
• Extensive experience using PowerPoint, Microsoft Word, Microsoft Excel and Microsoft Outlook, Visio etc.

Skills

• Demonstrate skills to be able to work in a high pressure, highly demanding, changing working environment
• Strong organisational skills
• Effective communication skills with all members of the team
• High attention to detail
• Positive attitude and a willingness to take on new tasks
• Maintain confidentiality at all times
• Work independently (unsupervised)
• Prioritise tasks
• Adapt to change in arrangements
• Interact at all levels within the organization and external contacts
• Flexibility to assist in other areas, should the occasion arise
• Willingness to learn and shows own initiative
• Friendly, outgoing and helpful attitude who can adapt to working with a variety of personalities within the team

Location

• Sydney

Work Type

• full time
• permanent

Experience Level

• 2-3 years secretarial/team assistance experience

Salary/Compensations

• Competitive salary

Benefits

• performance bonuses
• Company paid Salary Continuance Insurance (Income Protection)
• Reimbursement of certain costs associated with keeping fit and active
• Company sponsored wellness checks
• Free employee assistance program (EAP) available to all employees and their family members.
• Professional development opportunities
• Professional Development Program
• Parental leave (20 weeks pay)
• Superannuation paid on paid and unpaid portions to primary carers
• Workplace Giving program
• Employee Networks (Brookfield Women’s Network, bPride, bNext, Brookfield Cares)

About the Company

• We develop, operate, and manage more than 900 properties and 330 million square feet of real estate across the globe.
• BGRE is an equal opportunities employer and a values-driven organisation.
• We emphasise an inclusive, transparent work environment with collaboration and work/life balance at the forefront.
• We believe that performance is synonymous with advancement. That’s why we reward top-tier work by promoting from within.
• Thanks to helpful tools and resources including biannual reviews, internal job boards, referral programs, and the ability to relocate across our offices, we ensure that our employees have ample opportunities to grow … and build their career with us.

Equal Opportunity

• We are proud to create a diverse environment and are proud to be an equal opportunity employer.