Business & Project Support Officer

About Egis

Egis is a prominent global company specializing in architecture, consulting, construction engineering, operations, and mobility services. Employing over 22,000 professionals worldwide, Egis excels by combining extensive global expertise with deep local understanding. Their multidisciplinary capabilities allow for delivering innovative, practical, and sustainable solutions aimed at developing resilient and balanced communities. The company is dedicated to shaping the future of cities, transportation, energy, and the built environment to make a meaningful and lasting difference.

Role Overview

The Business & Project Support Officer will provide comprehensive business, administrative, and project assistance across Egis' offices and technical teams in Australia and New Zealand. This hybrid role equally involves maintaining day-to-day office operations to ensure smooth functioning and providing project support to Project Managers and Service Line Leaders throughout project lifecycles. The distribution between business and project duties will vary based on location and company demands.

Key Responsibilities

• Overseeing daily office operations including greeting visitors, managing calls, mail, deliveries, and ensuring shared workspaces are orderly
• Handling office budgets and costs according to approved Delegations of Authority
• Serving as the Health & Safety Lead during emergencies and aiding Environmental, Social, and Governance (ESG) initiatives, including carbon data collection for Carbon Zero certification
• Delivering general business support such as onboarding new hires, coordinating training, travel, accommodations, processing expense claims, and credit card reconciliations
• Assisting with organization of office events, corporate functions, and social activities in partnership with the Social Committee to promote a positive team environment
• Scheduling and planning project activities according to project plans following established processes and governance structures
• Supporting project leaders with oversight of project finances including budgets, costs, and margins during proposal and execution stages
• Maintaining Customer Relationship Management (CRM) systems throughout project lifecycles and promptly managing go/no-go decisions, signed proposals, contracts, purchase orders, and variations
• Processing billing and debtor follow-ups, coordinating with suppliers and subcontractors within Delegations of Authority limits
• Preparing progress reports on projects, aiding tender and bid documentation, and tracking timesheets, approvals, and utilization reports
• Collaborating with both internal and external stakeholders for client feedback and project completion audits

Qualifications and Skills Required

• Previous experience in business or project support roles within professional services is preferred
• Exceptional organizational and prioritization skills with an ability to work proactively and independently
• Intermediate proficiency in Microsoft Word, Excel, PowerPoint, and Outlook
• Strong verbal and written communication capabilities with meticulous attention to detail
• Professional demeanor with courteous interaction and excellent personal presentation
• Experience in secretarial or office coordination roles is advantageous
• Emotional maturity and resilience to manage workload and pressure effectively
• Collaborative, authentic, self-aware, and motivated to build strong working relationships
• Adaptive with initiative and a positive, solution-focused attitude
• Willingness to occasionally adjust work hours to accommodate international time zones

Additional Information

The employer is open to considering full-time, part-time, or job-share arrangements depending on candidate flexibility. Egis prioritizes fostering an inclusive and innovative workplace culture that values diversity and flexibility. Benefits include generous parental leave, support for flexible work schedules, and an environment where employees are encouraged to connect, collaborate, grow, and thrive.