Document Controller and Administration Officer

At World Fuel Services, our employees are the key to our global success. We are industry leaders due to the innumerable talents of our approximately 5000 strong professional team. Our people thrive in an entrepreneurial and culturally-diverse environment, where innovative thinking, collaboration and efficient execution are highly valued. Our high-performance culture is what allows us to drive sustained growth. Stronger together, we promote an environment where individuals can thrive.

World Fuel Services Corporation (NYSE: INT) is a Fortune 500 company providing aviation, marine and land energy, logistics, and technology solutions to customers and suppliers around the world. The company is a proud global leader in the downstream marketing and financing of aviation, marine and land fuel products, and related services. Headquartered in Miami, Florida with a global footprint of over 200 countries and territories, over 4000 employees, and revenues more than $42 Billion, World Fuel Services offers its customers a value-added outsource service for supply, quality control, logístical support, and price risk management.

As part of the Global WFS Defence Solutions, WFSA DG is to develop and deliver Safe, Sustainable, Affordable, and Innovative deployable energy solutions to the ADF that are: tailored, based on proven global know-how; and enable long term corporate opportunities across the Indo pacific.

Purpose of the Role

As a part of our growth strategy, we have an opportunity for a Document Controller and Administrative Officer, to join our Melbourne based business.

This is an exciting opportunity for an enthusiastic, hard-working, experienced Document Controller and Administration Officer who has supported projects across a range of sectors and is seeking their next challenge to develop their career in a renowned worldwide business.

As the Document Controller and Administrative Officer you will support the wider leadership team and be predominantly responsible for the provision of confidential and effective administrative support, document quality and control whilst coordinating office activities for the project.

Key Responsibilities
- Control and distribute project documentation including receipt, issue, registration, distribution, storage and record retention of documentation
- Baseline all tasks in the configuration management system, ensuring documentation is included and up to date, ensuring integrity of the system
- Manage the receipt and processing of incoming data deliverables from Suppliers, Subcontractors and the Customer
- Prepare and deliver outgoing data to Suppliers, Subcontractors and the Customer
- Ensure the project document control process is complaint and suggest improvements
- Educate project team members on the effective use of configuration management system
- Preparing registers and reports on controlled documents/ drawings/ correspondence status and submission details
- Accurately take minutes, record actions and agendas and submit in a timely manner
- Manage forward planning to provide relevant preparation material/pre-brief for meetings as required
- Produce accurate professionally typed and presented documents, reports, contracts, manuals, presentation slides and correspondence
- Coordinate and compile monthly reports including board packs
- Process incoming and outgoing mail, files correspondence and maintain confidential records
- Develop appropriate systems, procedures and controls to enhance the accuracy, timeliness and presentation of work for the team
- Assist with the onboarding process for new employees, including organising IT and help resolving IT issues
- General office duties including inbound and outbound mail, stationary, kitchen supplies and other activities to keep the office running

Key Requirements:

- Previous experience in a similar position, ideally within defence, engineering, O&G or the construction industry.
- Document Controller or Project Administration experience
- Proficiency with the MS Office suite and experience using various computer systems and databases Proven experience working with Document Management Systems such as IBM Maximo & Sharepoint would be preferred.
- Demonstrated experience and confidence in working for senior executives
- Demonstrated ability to deliver quality work with a high level of accuracy under minimum supervision and work autonomously with a team environment to ensure deadlines are met
- A preparedness to learn and adopt new work practices, systems and procedures
- Flexibility and adaptability to manage a range of different tasks and to work extra hours to meet deadlines
- Discretion and an understanding of confidentiality issues

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