4D WORKSHOP – OVERVIEW

Established in 2011, 4D Workshop is a progressive and dynamic structural consulting engineering practice with a strong reputation for the delivery of high-quality design, documentation and project delivery services in the Melbourne commercial construction sector. 4D Workshop operates from a modern studio in the Melbourne CBD and currently has 29 staff.

POSITION SUMMARY:

This role is a part-time contract position (maternity leave), commencing in mid-May 2023 with a two-week hand-over / induction period and running through to the end of January 2024 (8 months). Potential exists for an ongoing opportunity, with flexibility for negotiation of mutually beneficial scope and terms, for the right candidate.

This is an exciting opportunity to join an established, close-knit team in a progressive workplace.

RELEVANT SKILLS & CHARACTERISTICS

• Confidence, maturity, enthusiasm and an easy-going attitude.
• Self-motivation, willingness to learn, working both independently and as part of a team.
• Honest, ethical, reliable and trustworthy.
• Effective communication.
• Open-minded and flexible.
• Good presentation with a friendly disposition, both in person and online / telephone.
• Initiative & proactivity – ability to identify opportunities for improvement and confidence to make suggestions.
• Strong time management skills with the ability to, prioritize, work efficiently, meet goals and follow tasks through to completion.
• Ability to identify and take on additional responsibilities and manage priorities with limited guidance or seek support as required.
• Strong PC capability, experience in Windows and Microsoft Office applications, including Word, Excel and Outlook.
• Experience with Xero accounting software is advantageous.
• Pursuit of continued personal and professional development, with respect to both technical and people skills.

KEY SCOPE & RESPONSIBILITIES

Management Team Support

• Executive assistant to Directors and Associate Directors.
• Interaction with and support to all employees.
• Organization of 4D Workshop social and networking engagements, travel, etc.
• Assistance with resource scheduling.

Invoicing and Debtor Management

• Entry and processing of monthly invoicing.
• Management of invoicing / debtors system, follow-up and completion of debtors and payments / receipts.

Payroll

• Induction of new employees and maintenance of personnel records.
• Payroll: Preparation and payment of fortnightly & monthly salaries; Maintenance of payroll system.
• Preparation and lodgement of Superannuation Guarantee contributions.
• Management of annual and personal leave; Maintenance of annual leave calendar.

Financial Management (Book-keeping)

• General book-keeping, management of internal financial reporting, collaboration and liaison with the company’s external accountant with respect to administration of company accounts and formal financial reporting.
• Monthly bank account reconciliation.
• Management and processing of outgoing payments.

Project Support and Contract Administration

• Project initiation.
• Preparation of project proposal submissions.
• Recording and issuing project variations.
• Assistance with document control and management.

Building Management (Office)

• Administration of Lease (rent, insurances, bank guarantees), utilities, cleaning, etc.
• Liaison with Building Management / Landlord.
• Reporting and following up building maintenance and servicing issues.
• Coordination of acquisition, maintenance and repair of office equipment.

Office Management (General)

• Reception duties, greeting visitors and answering telephone.
• Receipt, distribution and dispatch of mail and courier items.
• Word processing and general secretarial support.
• Maintain an inventory and manage procurement of office and kitchen supplies.
• Accurate recording of information via administration systems.
• Assist with planning and preparation of meetings, conferences, and calls.

Potential extension of role (subject to individual candidate)

• Human Resources and OH&S management.
• Financial management (Book-keeping & accounting – extended).
• Marketing & Procurement.
• Quality Assurance System management.

Please apply via [email protected].