Workflow Coordinator

**Description**

**JOB PURPOSE**

To act as the point of contact for incoming workshop enquiries, providing administrative support and managing queries. Duties include managing office stock, preparing reports and maintaining company records.

**ESSENTIAL FUNCTIONS**

**Operational Requirements**
- First point of contact for enquiries at the front desk, including all incoming phone calls.
- Coordinate work orders, including booking in, processing, filing, checking for signatures, checking status in Pronto and following up errors.
- Coordinate maintenance of machinery, equipment, fixtures and facilities, including processing, booking in, and scanning of records.
- Update purchase orders and follow up delivery dates.
- Manage incoming and outgoing mail, including distribution around the office and occasional assistance with airbags.
- Manage, order and purchase stationary supplies, kitchen supplies, employee uniforms, office equipment, IT consumables, furniture etc.
- Assist with credit card reports and reconciliation at month end.
- Assist with ordering and purchasing requirements for prescription safety glasses.
- Assist with travel arrangements for management staff, including flights, accommodation, and hire cars, as required.
- Maintain on-site employee list for emergency evacuations and assist employees and visitors to utilise Sine-Pro for building access.
- Liaise with the Training Manager to arrange training bookings for employees, and update records in Sentrient.
- Assist with JSAs, OHA’s, Take 5’s, toolbox and pre-start meetings, and coordinate records for same.
- Arrange meetings, social events and employee gifts on an ad hoc basis.
- Assist Finance team with managing social club consumables and purchasing.
- Provide overflow support to the finance team and/or other administrators as required.

**Reporting and Records**
- File and scan documents such as work orders, mill specs and heat treatment results.
- Prepare documents for HR and Quality Control.

**Compliance**
- Proactively follow and promote the company Core Values.

**Strategic Projects**
- Actively contribute to, and participate in, the delivery of strategic initiatives and projects as required.

**Safety**
- All employees must complete initial HEPI Induction Training.
- Employees must adhere to all Health & Safety, Environmental and Quality policies, procedures, and other work practices established by HEPI or governed authorities.
- Avoid any activity that creates or poses a serious hazard to themselves or others while working for HEPI.
- Immediately bring any safety concern to your supervisor, or others designated by departmental procedures. If any employee believes that performing an assigned work task or activity may pose a serious risk to life or health or non-compliant, discuss the issue immediately and directly with your supervisor.
- Prior to operating any equipment supplied by HEPI, employees are to be adequately trained, equipped, monitored, evaluated, and guided as appropriate, to comply with established policies, standards, and procedures.

**COMPETENCIES**

**Business and Technical Systems**:

- Competent with Microsoft Office suite including intermediate Word, Excel, PowerPoint and Outlook.
- Knowledge of Pronto or similar ERP system (highly regarded).

**Academic and Trade Qualifications**:

- Minimum of 2 years’ experience in a similar role.
- Certificate or Diploma in Office Administration (highly regarded).

**Work Experience**:

- Demonstrated strong communication and organization skills.
- Able to plan, develop and maintain electronic and paper-based filing systems.
- Knowledge of current OH&S legislation and best practice.
- Previous experience working in mining / manufacturing industry (highly regarded).

**Personal Qualities and Behavioural Traits**:

- High level of attention to detail and accuracy.
- Able to work both independently and as part of a team.
- Absolute discretion in dealing with confidential matters.