Workflow Coordinator

1 week ago

Regency Park, South Australia H-E Parts International Mining Solutions Pty Ltd Full time

Description

JOB PURPOSE
To act as the point of contact for incoming workshop enquiries, providing administrative support and managing queries. Duties include managing office stock, preparing reports and maintaining company records.

ESSENTIAL FUNCTIONS

Operational Requirements

  • First point of contact for enquiries at the front desk, including all incoming phone calls.
  • Coordinate work orders, including booking in, processing, filing, checking for signatures, checking status in Pronto and following up errors.
  • Coordinate maintenance of machinery, equipment, fixtures and facilities, including processing, booking in, and scanning of records.
  • Update purchase orders and follow up delivery dates.
  • Manage incoming and outgoing mail, including distribution around the office and occasional assistance with airbags.
  • Manage, order and purchase stationary supplies, kitchen supplies, employee uniforms, office equipment, IT consumables, furniture etc.
  • Assist with credit card reports and reconciliation at month end.
  • Assist with ordering and purchasing requirements for prescription safety glasses.
  • Assist with travel arrangements for management staff, including flights, accommodation, and hire cars, as required.
  • Maintain onsite employee list for emergency evacuations and assist employees and visitors to utilise Sine-Pro for building access.
  • Liaise with the Training Manager to arrange training bookings for employees, and update records in Sentrient.
  • Assist with JSAs, OHA's, Take 5's, toolbox and prestart meetings, and coordinate records for same.
  • Arrange meetings, social events and employee gifts on an ad hoc basis.
  • Assist Finance team with managing social club consumables and purchasing.
  • Provide overflow support to the finance team and/or other administrators as required.

Reporting and Records

  • File and scan documents such as work orders, mill specs and heat treatment results.
  • Prepare documents for HR and Quality Control.

Compliance

  • Proactively follow and promote the company Core Values.

Strategic Projects

  • Actively contribute to, and participate in, the delivery of strategic initiatives and projects as required.

Safety

  • All employees must complete initial HEPI Induction Training.
  • Employees must adhere to all Health & Safety, Environmental and Quality policies, procedures, and other work practices established by HEPI or governed authorities.
  • Avoid any activity that creates or poses a serious hazard to themselves or others while working for HEPI.
  • Immediately bring any safety concern to your supervisor, or others designated by departmental procedures. If any employee believes that performing an assigned work task or activity may pose a serious risk to life or health or noncompliant, discuss the issue immediately and directly with your supervisor.
  • Prior to operating any equipment supplied by HEPI, employees are to be adequately trained, equipped, monitored, evaluated, and guided as appropriate, to comply with established policies, standards, and procedures.

COMPETENCIES

Business and Technical Systems:

  • Competent with Microsoft Office suite including intermediate Word, Excel, PowerPoint and Outlook.
  • Knowledge of Pronto or similar ERP system (highly regarded).

Academic and Trade Qualifications:

  • Minimum of 2 years' experience in a similar role.
  • Certificate or Diploma in Office Administration (highly regarded).

Work Experience:

  • Demonstrated strong communication and organization skills.
  • Able to plan, develop and maintain electronic and paperbased filing systems.
  • Knowledge of current OH&S legislation and best practice.
  • Previous experience working in mining / manufacturing industry (highly regarded).

Personal Qualities and Behavioural Traits:

  • High level of attention to detail and accuracy.
  • Able to work both independently and as part of a team.
  • Absolute discretion in dealing with confidential matters.

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