AMS Administration Support

Role Overview:

To provide reliable remote administrative and operational support across Asset Management Services (AMS), completing nationally consistent tasks allocated by AMS Department Coordinators and supporting the efficient delivery of AMS services across Australia. The role reports to the National Business Operations Manager, who retains responsibility for overall direction, prioritisation, performance and workload management. AMS Department Coordinators (DC) provide day-to-day task lists, instructions, source information and required approvals.

Responsibilities:

Management Agreements and Records:

• Receive and manage task lists from AMS Department Coordinators, balancing priorities in accordance with direction from the National Business Operations Manager.

• Work closely with the relevant Department Coordinator to complete allocated tasks, escalating gaps, risks, delays or conflicting priorities promptly.

• Maintain clear task records, status updates and supporting evidence, and protect confidential information through least-privilege access and approved storage locations.

New Business and Presentation Support:

• File submission documents and prepare draft response materials using approved templates, for Department Coordinator review before inclusion in submissions.

• Collate, format and manage CV versions using approved templates, for Department Coordinator review before inclusion in submissions.

• Prepare PowerPoint presentations using approved templates and information supplied by the Department Coordinator, for review and approval before use.

Management Agreements and Records:

• Prepare initial Management Agreement drafts using approved templates and information supplied by the Department Coordinator.

• Maintain the Management Agreement register and reconcile records periodically against executed agreements.

• Monitor outstanding Management Agreements and Variation Letters, issue approved reminders and elevate disputed or sensitive matters.

• File Management Agreements in Vision and SharePoint using approved naming, versioning, access and confidentiality requirements.

Finance, Invoicing and Debtor Support:

• Compile and distribute monthly GP invoices in accordance with Department Coordinator instructions after review and approval.

• Prepare deals and draft invoices in Frankie and distribute approved invoices.

• Prepare additional-hours invoice drafts from authorised Payroll inputs for Department Coordinator review and approval.

• Upload ad hoc invoices to Invoice Flow and apply cost codes and coding instructions supplied or approved by the Department Coordinator. Maintain debtor action lists, follow up Property Managers and prepare status reports, escalating disputes and external follow-up.

• Prepare Concur expenses for AMS State Heads using receipts and allocation information supplied by the Department Coordinator, who verifies and submits the claim.

Team Information, Systems and Training:

• Maintain master PM and FM allocation lists, team organisation charts and AMS Property spreadsheets using approved information.

• Complete and lodge Vision and FRC new-user forms, request Concur access and coordinate Frankie access using approved onboarding checklists.

• Request Vision and FRC access or portfolio updates in accordance with Department Coordinator instructions.

• Review DLOA contact lists and flag outdated information for Department Coordinator confirmation and approval.

• Send compulsory training reminders using the outstanding-training list supplied by the Department Coordinator.

Onboarding and Offboarding:

• Prepare onboarding plans, schedule stakeholders and track actions using approved templates, with local and on-the-day coordination completed by the Department Coordinator.

• Prepare and coordinate digital welcome packs, photographs,…