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HR Coordinator

3 weeks ago

Sydney, Australia Starboard IT Full time

Primary Objective

The Administrative coordinator will provide organisational and administrative help to Starboard IT teams. Other administrative tasks including organising and ensuring documentation is saved accordingly, generating reports, handling correspondence, speaking to clients, and managing procurement and vendors.

Key Responsibilities & Duties

Responsible for assisting the team with administrative tasks, including, sales, project, general and ad hoc assistance (management of calendars & meetings, CRM database, proposals, JDs and MD admin assistance)

Responsible for finding and attracting top talent, and proving recruitment assistance to the People & Culture department

Responsible for the management of ISO27001 process and certification

Responsible for proving project management assistance to the teams

Maintain Time Sheeting records and the timely delivery to Payroll

Responsible for maintaining and updating the Work Force Management/Resource tracker

Responsible for procurement of hardware, software and office supplies as required
- Responsible for maintaining and building vendor relationships management and the processing of supplier orders, invoices, statements etc.
- Responsible for maintaining Asset & Supplier registers

Government & tender administration
- Perform basic bookkeeping activities and update the accounting records as required

The Role

(What you will be doing)

Team assistance; assist People & Culture, management and the team with administrative tasks as required (e.g. taking meeting minutes, tracking & following up with tasks)

Administration assistance; presentations, travel arrangements, diary/calendar management and staff reimbursement/credit card consolidation.

Sales administration; maintaining CRM database, creating quotes & proposals, reviewing proposals formatting, processing sales order.

Manage ISO27001 certification, including hosting weekly meetings, tracking tasks, scheduling policy reviews, audits and ensuring all information and updates are communicated to staff.

Project Management assistance; tracking all new projects, adding to register, setting up kick off meetings, coordination of project, follow up with team members on specific tasks, providing clients with updates and providing monthly status update reports for Board packs.

Maintain Time Sheeting records and the timely delivery to Payroll

Work Force Management/Resource tracker (maintaining tracking of staff billable & non-billable hours, capability, capacity and effective utilisation of employees).

Procurement of client and STR hardware and software (including licenses etc.) and office supplies as required

Actively maintain Asset & Supplier register; updating all new and old assets and owners

Communications (creating and sending communications e.g. monthly security comm, social media and client updates)

Assist with basic bookkeeping activities and update the accounting records as required

Skills, Traits, Experience & Qualifications

2 to 4 years experience in administration or similar role

High degree of reliability, integrity, attention to detail and commitment to discretion & confidentiality
- Time management skills & ability to prioritise work and meet deadlines
- Excellent communication, interpersonal and presentation skills
- Tertiary qualifications (desirable)
- ITIL Foundation certificate (desirable)

General & Compliance

Ensure a safe working environment in accordance with the relevant Work Health and Safety (WHS) legislation.

Work within and actively promote the core vision, corporate strategies, values, policies, procedures and Code of Conduct.

Ensure a thorough understanding of and adherence to any corporate or government compliance requirements.

Ensure adherence to Starboard IT Information Security policies, procedures, standards and proactively report.