398. Integrity Staffing - Business Support Officer

Brief description of the role:

·     Assist the Procurement Coordinator with the day-to-day administration and management of procurement activities within the region.

·     Monitor the procurement inbox, ensuring enquiries, requests and documentation are addressed in a timely manner.

·     Update and maintain CTS records, ensuring contract information is current, accurate and compliant with organisational requirements.

·     Input contract accruals into CTS each month

·     Action contract number creation requests

·     Review, monitor and action Purchase Orders requests

·     Maintain and update procurement registers including Temporary Personnel, Purchase Orders, Contractor Insurance and Panel Contract registers.

·     Action contract close-out activities, ensuring contracts are finalised, CTS records are complete and documentation is appropriately workflowed and trimmed.

·     Investigate and assist with resolving the potential payment issues to be fixed worksheet

·     Monitor contractor insurance requirements, ensuring current certificates of currency/workers compensation/Plant & equipment insurances are received, recorded and maintained.

·     Prepare correspondence, notices and letters for contractors on behalf of Contract Managers.

·     Provide advice and guidance to staff regarding the Delegation of Authority (DOA).

·     Provide phone-based and front counter customer service, including lodging CONNECT cases and fault reports and assigning them to the appropriate business areas.

·     Encode invoices through Accounts Payable, particularly for procurement and contract-related expenditure.

·     Liaise with suppliers, contractors and internal stakeholders to resolve procurement, purchasing and payment enquiries.

·     Maintain and update procurement-related spreadsheets, reports and tracking tools to support effective contract and procurement management.

·     Ensure accurate recordkeeping and filing of procurement documentation within TRIM.

·     Assist Contract Managers with monitoring contract compliance requirements, including insurances, approvals, variations and documentation.

·     Support training and guidance for staff in procurement systems, purchasing processes, contract administration and associated procedures.

Complete a range of procurement, contract administration and business support tasks as requested by the Procurement Coordinator and/or Business Manager.