Administrator - Operations

2 months ago

Kewdale, 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 of Operations

PRIMARY OBJECTIVE

To provide efficient administrative support across the Otraco sites. This person will need to possess initiative, high organisation skills, drive, determination and demonstrate a high level of accuracy and detail.

COMPANY VALUES

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

**Specifically, the role is accountable for**:
OVERALL OBJECTIVES
- Management of the Fortnightly Payroll & Salary Monthly Payroll (site personnel only), auditing and submission to BMSA Payroll Department
- Processing all Change of Conditions, getting approval and submitting to Payroll before Fortnightly Payroll end date
- Management of the Mobilisation Process to ensure all employees are ready to start onsite.Including induction & medical bookings, transfer of belongings, provision of new uniforms and liaise with Client Site Administrators /Site Supervisors for Site Access, flight and accommodation bookings.
- Management of the client billing system ‘TRACK’
- Daily reporting to site
- Daily overrides of any missing data
- Labour and vehicle allocations
- Weekly data entry consolidation
- Plant Administration for the whole of the Otraco Business (WA Operations Admin only)
- Manage all Otraco Vehicles onsite (including Australia WA, NSW & QLD, New Zealand)
- Process Orders for new vehicles
- Liaise with engineers in to ensure all spec / modifications are meeting standards.
- Liaise with fit-out companies regarding new vehicle builds.
- Liaise with Commercial Team regarding quotes and contracts.
- Maintain the Fleet and Service Register
- Book vehicle servicing, repairs and maintenance requests
- Track KM Usage
- Take direction from the Manager of Operations and support that position as required.
- Administration support to the Regional Superintendents where required.
- Ensure ease of communication between stakeholders
- Monthly reporting including, client contractor hours, labour allocations.
- Liaise with the People Services Department in regard to any changes or issues that arise.
- Administration and tracking of Master Pressure Gauge Compliance across the entire Otraco Division
- Update and maintain company organisational chart, employee lists and site payroll rosters.
- Focus on continuous improvement to help reduce overheads and improve efficiencies.
- IT Support including, submit hardware, network account and system access requests.
- Uniform orders for new starters and site personnel
- Industrial Sales - ordering of any new tooling, liaising with Engineer for all new tooling, shipping of tools, receipting of orders and drawing up of Otraco quotes for site.
- Purchasing - including raising purchase orders in line with company policy, liaise with vendors for quotes and delivery of items, goods receipting.
- Accounts Payable - follow up with BMSA Accounts Payable regarding any outstanding invoices and accounts.
- Booking of commercial travel, accommodation and hire vehicles through Concur in accordance with Company policies and with management approval
- Reconciliation of Superintendents, Operations Manager Credit Cards though SAP Concur.
- Booking of shipping items to and from site through online portals
- Maintain high level of accuracy and detail in information provided.
- Comply with legislation and both Otraco and Client requirements.
- Maintain folders and information on Sharepoint, edit where required.
- General administration duties

HEALTH, SAFETY, ENVIRONMENT, QUALITY AND TRAINING OBJECTIVES
- Actively promote a HSEQ 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.
- Ordering of Safety Aluminium Signs where required
- 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.
- Auditing / Compliance of Learning Management Systems, keeping qualifications and licences updated throug

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