Administrator Support Coordinator

**Administration Support Coordinator (Procurement & Operations)**

**Full-Time | Based in Head Office Botany| Permanent Role**

**Reporting To**: Production Director

**Make it Work Behind the Scenes.**

Join the team that brings magic to life. As an Administration Support Coordinator, you’ll be the engine room behind our technical, production, logistics, and finance functions — helping us keep things moving, accurate, and well-documented across the year.

**About the Role**

This role is designed for an organised, systems-minded, and proactive administrator who thrives in a fast-paced, seasonal business. You’ll play a critical role in procurement, inventory management, documentation, job tracking, and invoice processing — adapting to support the Production & Tech teams during peak build/install season, then shifting your focus to Logistics and Finance post-season.

It’s a hands-on, year-round role for someone who’s confident across systems, has great attention to detail, and is comfortable working with multiple departments across a seasonal cycle.

**Key Responsibilities**

**Peak Season (June to December): Production & Tech Focus**
- Attend daily Production briefings; liaise with Tech & Production Director to plan procurement.
- Process procurement requests, obtain quotes, raise and track Purchase Orders.
- Match packing slips to POs, assign invoices to correct job codes/kits (e.g., CQS).
- Maintain supplier database, update pricing, and track job costs in real time.
- Monitor inventory levels across Tech and Production, including consumables.
- Support tech teams with timesheet tracking, data entry, and reporting.
- Manage shared inboxes, print job packs,
- Anticipate 60% of time supporting Production and 40% of time supporting Finance and Warehouse

**End Season (Dec - March): Finance Focus**
- Assist with reconciliation of seasonal purchasing and job-related expenditure.
- Prepare POs for overheads, enter and match supplier invoices.
- Support Finance with high-volume invoice processing (e.g., Bunnings, credit cards).
- Anticipate 60% of time supporting Finance and 40% of time supporting Production and Warehouse

**Mid-Year (March - May): Warehouse & Logistics Focus**
- Assist with purchasing Warehouse & Logistics items
- Assist with stocktakes and inventory system updates (e.g., EVO uploads).
- Act as a point of contact for general inventory and stock-related queries.
- Help refine internal processes for purchasing and admin systems.
- Anticipate 60% of time supporting Warehouse and 40% of time supporting Finance and Production

**What We are Looking For**
- Background in administration, purchasing, accounts support, or related field.
- Excellent communication, coordination, and organisational skills.
- Confidence with Microsoft Office Suite, Excel, Sharepoint, and digital file systems.
- Willingness to learn internal platforms (e.g., SAGE, CQS, Smartsheet).
- Ability to work with different departments and adapt to seasonal needs.
- Attention to detail, proactive follow-up, and a solutions mindset.

**What You will Love about this role**
- A behind-the-scenes role in a creative, fast paced team high-output environment.
- A variety of responsibilities that shift throughout the year - no two months are the same.
- A supportive and collaborative team culture.
- Opportunities to shape processes and improve how departments interact.
- Flexibility to take on new challenges and grow with the role.

**Availability**
- Full-time role, based onsite.
- Will require flexibility and increased hours during peak season (Sept-Feb).

Pay: From $65,000.00 per year

Ability to commute/relocate:

- Botany NSW 2019: Reliably commute or planning to relocate before starting work (preferred)

Application Question(s):

- What are your salary expectations for this role?

**Experience**:

- Purchasing: 3 years (preferred)
- System administration: 1 year (preferred)

Licence/Certification:

- Full Driver Licence (preferred)

Work Authorisation:

- Australia (required)

Work Location: In person