Operations Administrator

7 months ago

Perth, Australia Otraco Full time

Otraco International is the world's leading provider of Earthmover/Off-road tyre management services to the mining industry. For over 50 years our world-class credentials are based on a proven ability to reduce the cost of earthmover tyre operation for major, blue chip, mining companies while maximising productivity and enhancing safety. For over 50 years, we have continued to set new benchmarks in tyre management; delivering savings with uncompromising standards of quality, safety and professionalism.

**Company**: Otraco International Pty Ltd

**Location**: Office Based

**Job title**: Operations Administrator

**Reporting to**: Manager Operations

**Primary objective**:
To provide accurate and timely administrative support across the sites. This person will need to possess initiative and drive and demonstrate a high level of accuracy and detail.

**Specifically the role is accountable for**:
COMPANY VALUES

Work in accordance with the Otraco values and demonstrate commitment, active involvement and leadership regarding safety, client, people and financial accountabilities.

OVERALL OBJECTIVES
- Liaise with and take direction from the Manager Operations and Superintendents on all administrative tasks
- Ongoing management and auditing of fortnightly payroll process
- Ensure ease of communication between a large number of stakeholders
- Ensure tasks are completed in a timely manner to meet Client deadlines
- Effective communication with Client mobilisation teams to ensure all requirements are met prior to employees

arriving on site
- Monthly reports on workforce personnel to be provided to Clients
- Liaise with the People Services Department in regard to any changes or issues
- Administration and tracking of Master Pressure Gauge Compliance across the entire Otraco Division
- Constantly update and maintain Organisational Chart
- Focus on continuous improvement to help reduce overheads and improve efficiencies

TECHNICAL OBJECTIVES
- Follow up and processing of leave forms
- Reconciliation of invoices including resolutions as required
- Raising Purchase Orders as required in line with Company Policy
- Mobilisation of new employees and transfer of employees between sites, includes flight and medical bookings, coordination of inductions, transfer of belongings, provision of new uniforms and appropriate payroll documentation
- Company credit card reconciliation
- Booking site visits for Leadership Team and ensuring that Client policies and procedures are adhered to
- Annual site access renewal for all employees as required
- Organising, booking and tracking of couriers, seek approval for anomalous courier changes
- Auditing of employee’s qualifications and licences, follow up with Leadership Team if renewal required
- Liaise with Client to manage flight bookings, where required
- Update and maintain Master Region Roster based on information provided by the Leadership Team
- Booking of commercial travel, accommodation and hire vehicles through Concur in accordance with Company

policies and with management approval
- Maintenance of auto fill Change of Conditions document to ensure it is up to date with current rosters and pay

classifications
- Draft up Change of Conditions paperwork as required, seek management approval and forward to People Services as well as updating Change of Conditions register
- General administration duties
- Auditing and updating of Tandem Training System
- Ensuring Leadership Team have access to the required Company and Client systems and provide training as required
- Booking Leadership Team into Internal and External Training in line with succession planning
- Maintain accuracy and detail in information provided
- Comply with legislation and both Otraco and Client requirements
- Management of vehicles

HEALTH, SAFETY AND ENVIRONMENT OBJECTIVES
- Actively promote a HSE culture across the region and lead by example.
- Ensure that all personnel work safely and comply with Otraco procedures and legislative Requirements.
- Assist with the investigation of hazards, incidents and unsafe work conditions and equipment, and implement actions to eliminate or reduce risks to acceptable levels.
- Ensure that all procedures are communicated, understood and complied with by all personnel.
- Review and recommend improvements to existing procedures, to encourage the adoption of best practice and standardisation across all Otraco operations.

COMMUNICATION, TEAM AND RELATIONSHIP OBJECTIVES
- Promote HSET - commitment to the business responsibility to provide and maintain a safe working environment for all employees.
- Integrity and Ethical Behaviour - make every effort to be fair, honest, reliable and professional in the work environment.
- Cooperation and Teamwork - work effectively with all stakeholders to deliver optimum outcomes.
- Value Creation - focus on creating shareholder value by working safely and collaboratively.
- Client Relationships - being able to sustain maximum output with mínim

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