Administrative Officer

3 weeks ago

Sydney, Australia Rapax Construction Photography Full time

**PD Number PD 008**

**Position Title **Administration Assistant

**Version Number 1.2**

**Normal Location **Various

**Date Prepared **June 2023

**Reporting Relationships (programmatic and organisational)**

**Reports to **Director - RAPAX Group for any administration or transport activities HSE Ma nager for docume nt control

All Department Leads - timesheets and administration assistance

**Position Title **Administration Assistant -Multiple

**Full Name**

**Primary Purpose**:
The Administration Assistant provides administrative and financial support functions to enable the day
- to-day running of the offices or for projects.

The role has a key customer outward focus ensuring that primary tasks such as office reception, purchase orders, timesheets, invoicing, ordering, customer enquiries, collation of supporting documents, and data entry for critical systems are completed on time.

**Duties and Responsibilities**:

- Collating supporting project information including inspection reports, job cards, inspection test plans
- Enter blue-collar timesheets against the correct projects
- Collect and process expense claims and wage queries to the Director
- Collate new start employee paperwork and enter it into the electronic systems
- Collate supporting documentation for invoices
- Create purchase orders
- Answer telephone and greet visitors and contractors at the office.
- Complete kitchen supply orders
- Provide transport arrangements for team members needing airport drop off or pick up.
- Undertake Document Control and Document Review as requested by the HSE Manager
- Manage petty cash for incidentals
- Prepare presentation packs, printing and
- Keep the office reception area and own work area clean, safe, and presentable.
- Assist new employees to use computer systems.
- Assist Stores with PPE and Uniform orders.
- Assist in keeping Stores stock and orgainsed
- Prepare employee induction packages
- Update employee training records and collect supporting documents.
- Empty the post office box and drop off mail at post office.
- Update and maintain records, files, and documents in Dropbox and Skytrust
- Update notice boards.
- Assists with the preparation of tenders

RAPAX Group Commercial-in-Confidence

PD008 Administration Assistant Various

V1.1 January 2023 Page 1 of 2

**PD Number PD 008**

**Position Title **Administration Assistant

**Version Number 1.2**

**Normal Location **Various

**Date Prepared **January 2023

**Authority and delegation limits**

**Organisation **RAPAX Gro up

**Financial **Company Credit Card for use with authorisation from Company Director

Purchase Order creation authority

**Skytrust **Admin access to Timesheets, SWMS & ITP.

Upload of employee details

Upload of asset register details

View documents and complete checks as and when required

**Dropbox **Authorisation to enter date in all relevant files.

No authorization to move or delete files

Experience (essential) Minimum of 2 years of administrative experience in the Construction,

Mining, Oil & Gas, Defence, or Engineering Industry
- High-level skills in Microsoft Office Suite
- Professional phone manner and excellent written communication skills
- MYOB accounting software experience

Experience (desirable) Experience searching for collating data for writing tenders.

Qualifications (essential) Certificate III in Business or higher or ability to obtain through recognition of prior learning and a formal traineeship.
- Current Drivers Licence

Qualifications (desirable) MYOB certification

Skills (essential) Self-motivated but understands that the senior management will determine what the priorities are.
- Prepared to undertake mundane repetitive tasks in a timely fashion whilst also getting involved as time permits in more interesting and exciting work.
- Good interpersonal & customer service skills
- Ability to work independently but know when to ask for guidance.
- Flexible attitude
- Excellent written and oral communication skills
- Ability to perform multiple tasks both as directed and without supervision
- Knowledge of OH&S and environmental legislation and quality assurance systems

**I have read, understood, and accept my job description as detailed;**

**Signed**:
**Dated**:
RAPAX Group Commercial-in-Confidence

PD008 Administration Assistant Various

V1.1 January 2023 Page 2 of 2

**Salary**: $72,851.69 per year

**Benefits**:

- Work from home

Schedule:

- 8 hour shift

Supplemental pay types:

- Overtime pay

Ability to commute/relocate:

- Sydney, NSW: Reliably commute or planning to relocate before starting work (required)

**Experience**:

- Microsoft Office: 1 year (preferred)
- Administration: 1 year (preferred)

Work Authorisation:

- Australia (preferred)

Work Location: In person

Expected Start Date: 21/08/2023

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