Office Coordinator

3 months ago

Bellevue, Australia Ahrens Pty Ltd Full time

**About the Role**

This position is pivotal in establishing and maintaining administration systems that will effectively provide comprehensive administration support to the overall business operations. The day-to-day responsibilities will require coordination across multiple departments with the focus of efficient operations and effective communication whilst maintaining professionalism at the highest standard aligned to the Ahrens Group values.

**Key Responsibilities**
- Provide administrative support across multiple departments
- Assist in developing, implementing, and generating business processes and reports.
- Maintain project and administration management systems.
- Handle incoming calls and enter leads into the system.
- Set up new jobs in Pronto and server folders.
- Collect and record employee compliance documentation.
- Administer subcontractor work orders.
- Code supplier invoices in internal management systems.
- Maintain internal database and contact lists.
- Quote and order materials as needed.
- Inventory office management such as uniforms, office supplies and equipment.
- Oversee fleet management, including booking services and maintenance.
- Develop and maintain office standards, operations, procedures, and records management.
- Ensure the availability and maintenance of office and kitchen supplies, and promote a clean, safe, and welcoming work environment.
- Attend regular team meetings, ensuring that agendas are set, and minutes are taken and distributed.
- Liase with HR for administrative support, including onboarding new team members, scheduling reviews, and coordinating training and events.
- Liase with the finance team regarding invoicing, payroll, and general financial duties for the division.
- Manage external contracts and professional memberships, reviewing and updating them as required.Maintain and support workplace safety, ensuring compliance and risk mitigation.

**Skills and Experience**
- Experience in a similar position.
- Motivated problem-solver with experience in identifying efficient and productive work systems.
- High degree of computer literacy, with experience using CRM and accounting systems (Microsoft Office, Pronto).
- Excellent written and verbal communication skills with strong attention to detail.
- Proven experience in time management and analytical skills, with the ability to work independently.
- Initiative and an enthusiastic, professional attitude.Ability to work under pressure, manage, monitor, and meet deadlines.

**Why Work at Ahrens**

Ahrens is a fifth-generation, Australian family-owned company, with 120 years’ experience in delivering a diverse range of high-quality and cost-effective products and projects across Australia, with footprints overseas. We have become a full Construction, Engineering, Mining Services, Sheds & Silos and Water Storage company which provides complete turnkey project solutions, supported by 26 divisions and backed by 1300-plus people.

We are continually evolving and investing in our people and facilities to achieve satisfying outcomes. We strive for a positive and supportive team culture which embraces diversity and innovation, and aligns with our core values including commitment, integrity and safety. In return we reward those who passionately work towards realising our vision.

**Benefits**
- Employee Assistance Program, supporting you and your family’s health & wellbeing
- Discounts to some of Australia’s leading corporate partners in private health insurance, gyms, travel, clothing, vehicles and more
- Generous paid parental leave entitlements to support you and your familyAnnual Employee Donation Scheme to support a charity/cause of your choice

**How to Apply

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