Administrative Coordinator

4 weeks ago

Bellevue, Australia Ahrens Full time

About the Role

This pivotal position at Ahrens is responsible for establishing and maintaining administration systems that provide comprehensive support to the company's operations. The day-to-day responsibilities involve coordination across multiple departments, focusing on efficient operations and effective communication while maintaining professionalism aligned to the company's 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, including 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
  • Liaise with HR for administrative support, including onboarding new team members, scheduling reviews, and coordinating training and events
  • Liaise 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

Requirements

  • 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 high-quality and cost-effective products and projects across Australia and overseas. We have become a full Construction, Engineering, Mining Services, Sheds & Silos, and Water Storage company, providing 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 that embraces diversity and innovation, aligning with our core values of 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 and 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 family
  • Annual Employee Donation Scheme to support a charity/cause of your choice

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