At a Glance
- Tasks: Be the go-to person for calls, emails, and office supplies while supporting finance and operations.
- Company: Join a dynamic team in the construction and civil sectors.
- Benefits: Gain valuable experience, flexible hours, and opportunities for growth.
- Other info: Perfect for those who thrive in fast-paced environments and love multitasking.
- Why this job: Make an impact by keeping the office running smoothly and supporting your team.
- Qualifications: Previous admin experience and strong MS Office skills are a must.
The predicted salary is between 58500 - 71500 $ per year.
Office Admin: Primary contact for incoming calls and daytime field staff. Manages mail, emails, office supplies, uniforms, and equipment inventory.
Finance Support: Assists Accounts with data entry, invoice retrieval, fuel account reconciliation.
Operations & Rostering: Updates the company roster daily from Daily Dockets.
Fleet & Compliance: Conducts daily morning IVMS/GPS monitoring. Manages vehicle service history, registrations and schedules Certificates of Inspection (COI) with QLD Transport.
Project Documentation: Manage and execute project SWMS, Risk Assessments, plant packs, vehicle registrations, and Advanced Fatigue Management (AFM) compliance.
HR & Travel Coordination: Assists Administration Officer with booking of company flights, accommodation, recruitment ads and onboarding requirements of staff including medicals and paperwork. Coordinates training, meetings and social activities.
Onboarding Follow-up: Collects and follows up outstanding employee paperwork, licences, qualifications and signed documents, and maintains an onboarding checklist for each new starter.
Site Inductions: Uploads employee documents to client portals, arranges induction links, monitors completion and follows up outstanding requirements before mobilisation.
Training & Compliance Register: Tracks expiry dates for licences, RIIs, VOCs, medicals and site inductions, and coordinates renewals with the Administration Officer.
Employee Mobilisation: Prepares and sends confirmed travel, accommodation and site arrival details, including site contacts and outstanding requirements.
Roster Communication: Follows up operator availability and return dates, records confirmed changes and advises the Administration Officer of gaps requiring attention.
Recruitment Administration: Monitors applications, arranges interviews and follows up successful applicants for required onboarding information.
Administrative Cover: Provides support and cover for the Administration Officer during leave and busy periods, maintaining a clear handover of outstanding tasks.
Communications: Manages the Integrated Management System (IMS) personnel records, drafts internal memos/newsletters.
Key Selection Criteria
- Experience: Proven background as an Administration/Office Assistant, ideally within construction, civil, or industrial sectors.
- Technical Skill: Highly proficient in MS Office Suite and fleet tracking tools.
- Organisation: Exceptional multitasking, time management, and problem-solving skills with strong attention to detail.
- Communication: Ability to communicate effectively and build relationships across all levels, from field workers to directors.
- Safety & Drive: Results-oriented self-starter with a solid understanding of OH&S and contractor compliance.
Office Assistant employer: Green Acres Group
At Green Acres Group QLD, we pride ourselves on fostering a supportive and dynamic work environment in our Chinchilla Workshop. As an Administration Officer, you'll benefit from a collaborative culture that values your contributions, alongside opportunities for professional growth and development within the construction and transport sectors. Enjoy the unique advantage of working in a hands-on role that directly impacts our operations while being part of a dedicated team committed to excellence.
