Administration & Logistics Coordinator

Administration/Logistics Position on Lindeman Island, supporting the Construction Manager/Chief Engineer:

Position Title: Administration & Logistics Coordinator

Location: Lindeman Island, Whitsunday Islands, Queensland, Australia

Reporting To: Construction Manager/Chief Engineer

Probation Period: 6 Months

Salary: $75K + Superannuation

Overview:

This is an exciting and unique opportunity for a highly organized and adaptable individual to live and work on the stunning Lindeman Island in the Whitsundays. As the Island Administration & Logistics Assistant, you will play a crucial role in supporting the Construction Manager/Chief Engineer/Chief Engineer with all administrative and logistical aspects of ongoing projects. This position demands a proactive individual with a strong background in project support, logistics coordination, and general administrative duties. Flexibility and a willingness to contribute to all facets of island management and arrangements are essential for success in this dynamic environment.

Key Responsibilities:

• Project Administration:

• Assist the Construction Manager/Chief Engineer with project-related documentation, including maintaining project files, tracking progress, and preparing reports.

• Coordinate and schedule meetings, prepare agendas, and take minutes as required.
• Manage project-related correspondence and ensure timely communication between stakeholders.
• Assist with the preparation of presentations and other project-related materials.
• Assist in taking meeting minutes, scheduling meetings and making planning arrangements.
• Arranging transportation and planning arrangements for visiting consultants and other professionals.

• Logistics Coordination:

• Coordinate the movement of materials, equipment, and personnel to and from the island, including liaising with transport providers.

• Track deliveries and ensure accurate inventory management of supplies and equipment on the island.
• Assist with the planning and coordination of on-island accommodation and catering for project teams and visitors.
• Manage the booking and scheduling of island resources, such as vehicles and meeting spaces.

• General Administration:

• Provide comprehensive administrative support to the Construction Manager/Chief Engineer and the wider island management team.

• Manage phone calls, emails, and other communications efficiently and professionally.
• Maintain organized filing systems (both physical and electronic).
• Process invoices, expense claims, and other financial documentation as required.
• Assist with general office duties, including photocopying, scanning, and preparing documents.

• Island Management Support:

• Be flexible and willing to assist with various tasks related to the overall management and arrangements on the island, as directed by the Construction Manager/Chief Engineer or island management.

• This may include assisting with visitor logistics, staff welfare arrangements, or other ad-hoc duties that arise in an island environment.
• Act as a point of contact for general inquiries and direct them appropriately.

Qualifications and Experience:

• Proven experience in providing administrative and logistical support within a island project environment.
• Demonstrated experience in managing logistics, including coordinating transport and tracking inventory.
• Strong administrative skills, including proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
• Strong communication and interpersonal skills, with the ability to liaise effectively with a diverse range of stakeholders.
• Ability to work independently and as part of a team in a remote and dynamic environment.
• Flexibility, adaptability, and a proactive approach to problem-solving.
• A positive attitude and a willingness to contribute to the overall success of the island operations.
• Accounting or business management training or certification.
• Project Management or Construction Management or Office Management experience of at least 5 years.

Desirable Skills/Experience:

• Experience in the construction or tourism industry.
• Experience working in remote locations and islands.
• Familiarity with inventory management systems.
• Basic understanding of health and safety procedures.

Personal Attributes:

• Highly responsible and reliable.
• Excellent attention to detail.
• Ability to maintain confidentiality.
• A genuine appreciation for island living and the unique challenges and rewards it presents.

Living on Lindeman Island:

This position requires the successful candidate to live on Lindeman Island. Accommodation will be provided. This is a unique lifestyle opportunity that offers an immersive experience in a beautiful natural environment. Candidates should be prepared for the realities of island living, including potential remoteness and the need for self-sufficiency in some aspects of daily life.