Office Administrator Position Available

Business Operations Assistant Job Description:

Job Summary

We are seeking a highly skilled and experienced Business Operations Assistant to join our team. As a key member of our operations team, you will be responsible for providing administrative support to ensure seamless functionality in the office.

Key Responsibilities

• Oversee general office operation, inclusive of coordinating office administration and procedures, to ensure organizational effectiveness, efficiency, and safety.
• Greet visitors, answer incoming phone calls, and deliver world-class service to all customers.

Administrative Support

• Get quotes, raise PO, communicate with suppliers, follow up on ETA for consumable items. Technical quotes are excluded unless a specific part number is provided.
• Local purchasing, receiving, and shipping as well as office supplies and equipment and maintaining proper stock levels.
• Timesheets for all business units as required.
• Coordinate domestic and international travel, including flight, hotel, and car rental reservations for all as required.
• Manage office consumables.
• Set up workstations for employees based in the Jandakot office, including phones, stationery, etc.

Coordination and Communication

• Coordinate with IT for laptops re-imaging, mobile phone set-up.
• Conduct office induction for new employees and visitors.
• Set up office Calendar - Who is on leave, travelling and visiting site
• Manage Facilities Maintenance schedule - proactively
• Update supplier lists and contact details
• Manage office calendar, schedule appointments, and coordinate meetings.
• Prepare, edit, and distribute reports, presentations, and other documents.
• Organise meetings, booking accommodation, restaurants, including preparing agendas, taking minutes, and following up on action items.

Communication and Teamwork

• Serve as a point of contact between the Leadership team and internal staff as well as external stakeholders.
• Manage correspondence and communication with clients, partners, and other external parties.
• Ensure important information is communicated effectively within the organisation.

HSSE Support

• Updating safety information on noticeboards from provided materials.
• Closing out safety observations in Qualityze and escalating ones that need to be addressed.
• Basic reporting from Qualityze on safety observation completion rates, non-conformance data & corrective actions. Updating of KPI scorecard metrics.
• Coordinating & minute taking for meetings (example: safety committee meeting).
• Inputting of EOM man hour data into the system (information will be provided to them, only entry into system is required).
• Assist in organizing facility HSSE activities, such as first aid kit audits, reordering and emergency scenario training (St Johns facilitates this but the employee would help coordinate with them).
• Track employees first aid qualifications for expiry and rebook where necessary
• General document upload tasks (where requested) into Qualityze
• Qualityze - NCR capture, task updates, task close outs
• Qualityze - Document Control - Format, file and number SOP, WI, Forms, Templates

Training Requirements And Support

• Maintain training & certification register and ensure all are still valid.
• Special licenses eg Forklift, Gantry etc
• Organize training as required by management.

Warehouse Operations Support

• Provide administrative support by receiving stock into Oracle, freight labelling, quick shipments, and printing invoices when requested.
• Booking medicals, flights, accommodation, uploading documents, and any other relevant duties for employees' mobilization request.
• Inventory receipting
• PO / Invoice reconciliation

Human Resource (HR) Support

• Onboarding Support
• HR Data and Reports Support
• HR Learning and Development Support
• Payroll Support: Time and Attendance

Housekeeping

• Maintain coffee, tea, milk, toilet paper etc - maintaining stock levels and expiry dates.
• Manage office cleaners and ensure adequate hygiene levels are maintained.
• Order catering when required.

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