Administrative Operations Specialist

2 weeks ago

Perth, Western Australia beBeeCoordination Full time $72,000 - $84,000
Job Title: Administration Coordinator

Overview:

We are seeking a seasoned professional to assume the role of Administration Coordinator. This position will be responsible for managing travel and accommodation arrangements across various locations.

  • Update Shutdown/No Accommodation calendars and communicate relevant information to impacted stakeholders.
  • Organize Additional Shutdown rooms as required.
  • Compile daily, weekly, and monthly reports on site room utilization discrepancies, contractor hours, and supporting documentation with Regional Area Managers.
  • Extract pertinent data from travel management systems and update business reports, including 'no-shows', fuel usage, contractor utilization, etc.
  • Maintain flight logs for Charter travel.

Travel & Accommodation Booking:

  • Process travel and accommodation bookings for permanent and relief site-based employees traveling via commercial and charter flights.
  • Handle time-critical emergency flight changes, such as early departures or ad-hoc relief coverage.
  • Collaborate with Client Demand/Forecasting Optimisation team to secure rooms as needed.
  • Assist with processing travel and accommodation bookings for non-site-based employees as required.
  • Support sites with third-party accommodation bookings (egar).

Quality Assurance & System Management:

  • Grant travel system access to new starters.
  • Ensure accurate distribution lists are maintained to communicate travel updates with impacted site-based roles.
  • Liaise with site-based administrators to ensure consistent service standards are met.
  • Support proactive ongoing continuous improvement activities.
  • Lead by example to drive positive, effective service delivery and customer service.
  • Perform other tasks delegated by Travel & Accommodation Manager.

Customer Service & Support:

  • Demonstrate professional and effective communication with colleagues and internal and external stakeholders.
  • Provide support to Travel and Accommodation Coordinators with non-complex escalations and queries.
  • Align to team rostering requirements and business needs, providing weekend coverage where required.

Requirements:

  • Minimum 2 years' experience coordinating travel and accommodation requests.
  • Previous experience in the travel industry or similar environment.
  • Travel management system knowledge and experience.
  • Site administration experience beneficial but not essential.

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