Office Administrator/HR support in Brisbane

Phibion Pty Ltd is a service provider for the mining industry, with operations in 8 different countries. As a company we have 6 important values that are part of our day-to-day: Safety, Honesty Respect, Customer Focus, Value Delivery and Innovation.

Phibion is expanding and with growth comes new opportunities. We are seeking an Office Administrator/HR Support to help us though this growth stage.

The Office Administrator/HR Support is a key support role responsible for assisting the Global Human Resources Manager in the delivery of all aspects of the employee lifecycle whilst ensuring the efficient day-to-day operation of the Brisbane office.

This role combines office administration, travel coordination, facilities management functions and general HR lifecycle initiatives. The successful candidate will play a critical role in supporting the office team and Australian Operations team, ensuring a professional employee experience and an efficient working environment.

The position requires a proactive, highly organised, and service-oriented professional who can effectively manage confidential information, coordinate multiple priorities, and build strong relationships with employees, management, and external service providers

This position is Part-Time, 25 hours (expanding over 4-5 days) a week and working hours are flexible. This is an ideal position for someone caring for school aged kids.

Phibion is offering the equivalent of a part-time (25 hour week) position salary of $46,000 - $50,000 (depending on experience) to the ideal candidate.

Main Key areas are:

Office Administration

Manage the day-to-day administration and operation of the Brisbane office, including:

• Maintaining a professional, safe, and efficient office environment.
• Liaising with cleaning contractors and building management.
• Coordinating office maintenance and repairs.
• Managing office access, keys, and security requirements.
• Ordering and maintaining office stationery and supplies.
• Ordering and maintaining kitchen and staff amenities supplies.
• Coordinating courier and mail services.
• Supporting meeting room bookings and office events.

Travel Coordination

Coordinate domestic and international travel arrangements for field-based and office personnel, including:

• Flight bookings.
• Accommodation arrangements.
• Vehicle hire and transport logistics.
• Visa and travel documentation requirements where applicable.
• Travel itineraries and employee travel communications.
• Management of travel booking platforms and corporate travel providers.
• Monitoring travel schedules and supporting changes when operational requirements arise.
• Ensuring travel arrangements comply with company policies and client requirements.

Catering and Event Coordination

• Organise catering for meetings, training sessions, workshops, and corporate events.
• Coordinate internal functions and employee engagement activities.
• Assist with company events, conferences, and management meetings.
• Liaise with suppliers to ensure high-quality service delivery within budget.

Administration and Reporting

• Prepare HR reports and workforce data as requested.
• Maintain accurate personnel and administrative records.
• Assist with document control and filing systems.
• Support payroll administration activities and provide information to payroll providers as required.
• Maintain confidentiality of all employees and company information.
• Assist with special projects and continuous improvement initiative

Human Resources Support

• Support the Global Human Resources Manager in all aspects of the employee lifecycle, including:
• Recruitment and selection activities, including advertising vacancies, coordinating interviews, reference checking, and preparing employment documentation.
• New employee onboarding and induction coordination.
• Employee records management and maintenance of HRIS systems.
• Preparation of employment contracts, contract variations, and HR correspondence.
• Administration of probation reviews and performance management processes.
• Coordination of employee training and development activities.
• Monitoring mandatory licences, certifications, and training requirements.
• Supporting employee engagement initiatives and company communications.
• Workers Compensation, liaising with Insurance providers and WorkCover, including Return to work program.

Skills and Experience

• Minimum 1 year exposure to in a Human Resources Generalist role. Or willing to learn.
• Experience coordinating travel and administration activities.
• Excellent organisational and multitasking abilities.
• Strong written and verbal communication skills.
• Advanced Microsoft Office skills, including Outlook, Excel, Word, and Teams.
• Ability to handle confidential information with discretion and professionalism.
• Strong attention to detail and accuracy.
• Ability to work autonomously and manage multiple competing priorities.
• Strong understanding of system (HRIS or any other system) and facility to learn them.
• Experience within the mining, resources, construction, or industrial services sectors.
• Experience using HRIS and recruitment systems.

Personal Attributes

• The successful candidate will demonstrate:
• High level of professionalism and integrity.
• Initiative and problem-solving capability.
• Excellent relationship-building skills.
• Flexibility and adaptability.
• Strong organisational skills.
• Positive and collaborative approach.
• Commitment to confidentiality and ethical conduct.

#J-18808-Ljbffr