operations administrator – projects

2 weeks ago

Albany, Western Australia Raptor Group Full time $60,000 - $90,000 per year

Project Admin
• Contract Tracking
• Data & Invoicing Support
• TFO
• EOM Reporting

Raptor Group is a fast-growing WA family business operating across plant hire, mechanical, haulage, civil projects and workshop operations. We're looking for a sharp, organised Operations Administrator to join our Albany office and provide critical project and contract support.

Your focus will be on keeping project data accurate, contracts up to date, and invoicing supported throughout the month, so our end-of-month process runs smoothly and accurately.


What You'll Be Doing
Project & Contract Administration
  • Maintain contract details and variations in TFO (The Fleet Office)
  • Track on-hire/off-hire processes & dates and ensure accuracy for invoicing and costing
  • Keep all contract documentation, rates and customer requirements up to date
  • Work closely with Operations Manager to ensure operational data aligns with contract deliverables
  • Support the Operations team proactively each day, assisting with any tasks required to keep projects running smoothly
Invoicing & Data Support
  • Gather, validate and reconcile daily/weekly activity data
  • Support the generation of progress claims and monthly invoices
  • Verify machine hours, operator hours, hire periods and utilisation
  • Identify discrepancies early and resolve them before end-of-month
Reporting & Analytics
  • Prepare data for monthly EOM reporting
  • Support managers with dashboards, utilisation reports and cost summaries
  • Maintain clean, organised data sets across TFO, Smartsheet and Xero
Systems You'll Use
  • TFO (The Fleet Office) – asset, contract & utilisation data
  • Xero – invoicing and reconciliations
  • Smartsheet – project data tracking & reporting
  • Excel, Outlook, Word

Don't have TFO experience? No problem — we'll train you.

What matters most is accuracy, initiative and an ability to keep data clean and organised.


Who You Are

We're looking for someone who is:

  • Highly organised, methodical and strong with numbers
  • Confident working with contracts, data sets and operational information
  • Able to spot inconsistencies and resolve them early
  • Excellent with communication and working across multiple departments
  • Comfortable supporting multiple projects simultaneously
  • Experienced in project admin, contracts admin, invoicing support or similar roles (ideal)

Bonus if you've worked in civil, construction, mining, transport, plant hire or mechanical environments.


Why Join Raptor Group?

Work directly with operations and leadership teams that live our core values:

  • Can. Do. Done. – Take ownership and get things sorted.
  • Straight Up. – Honest, real and constructive communication.
  • We Get It. – We understand the job and support each other.
  • Stretch, Don't Settle. – Aim high and keep improving.

Plus:

  • Real influence on the accuracy and success of project reporting
  • Supportive environment with strong autonomy
  • Career growth opportunities as our project pipeline expands

  • Project Contract Manager

    1 week ago

    Albany, Western Australia GHD Full time

    DescriptionBring your curiosity and determination to make a positive impact on the future of transport, and we'll help you go all the way. Who are we looking for?We're looking for a Project Contract Manager to work with our client Main Roads WA, located in Albany, on a fixed term contract until June 2026. Working with an energetic and high performing team,...

  • Project Contract Manager

    5 days ago

    Albany, Western Australia GHD Full time

    DescriptionBring your curiosity and determination to make a positive impact on the future of transport, and we'll help you go all the way. Who are we looking for?We're looking for a Project Contract Manager to work with our client Main Roads WA, located in Albany, on a fixed term contract until June 2026. Working with an energetic and high performing team,...

  • Project Contract Manager

    1 week ago

    Albany, Western Australia GHD Full time

    Job DescriptionBring your curiosity and determination to make a positive impact on the future of transport, and we'll help you go all the way.Who are we looking for?We're looking for aProject Contract Managerto work with our client Main Roads WA, located inAlbany, on a fixed term contract until June 2026.Working with an energetic and high performing team,...

  • Administration Officer

    3 days ago

    Albany, Western Australia City of Albany Full time

    Status:Permanent, Full-Time. Part-Time 0.8 FTE considered for the right candidate.Salary range:$69,662.07 to $80,290.95 per annum, pro rata per annum depending on skills, knowledge and experience.Opportunity:The Administration Officer – Office of the CEO provides high-level, confidential administrative and secretarial support to the Chief Executive...

  • Administration Assistant

    1 week ago

    Albany, Western Australia Masters Psychology Full time

    Are you looking for a fulfilling career where you can make a real difference? Our award-winning psychology practice in Albany is seeking an exceptional person to join our client care team and create a warm, peaceful, welcoming and supportive environment for our valued clients and team members.We're looking for a casual Psychology Administration Assistant to...

  • Community Education Project Officer

    24 hours ago

    Albany, Western Australia Southern Aboriginal Corporation Full time

    Position Title: Community Education Project OfficerDepartment: Family Violence Prevention Legal Service (FVPLS) ProgramReports To: Principal SolicitorDirect Reports: NilKey Internal Working Relationships:Chief Executive Officer, Deputy Chief Executive Officer, Principal Solicitor, Family Violence Prevention Legal Service (FVPLS) and Southern Aboriginal...

  • Operations Superintendent

    2 weeks ago

    Albany, Western Australia Southern Ports Full time $148,897 - $224,850 per year

    About Southern PortsSouthern Ports operates the gateway ports of Albany, Bunbury, and Esperance, connecting regional WA to global markets. We focus on safe, efficient, and sustainable port operations, delivering value to our customers and communities. With a strong commitment to our people, we're building a diverse, high-performing workforce to support the...

  • hr coordinator

    2 weeks ago

    Albany, Western Australia Raptor Group Full time $60,000 - $90,000 per year

    Hands-on HR • Recruitment • Rosters • Mobilisation • Real Operational ImpactRaptor Group is a fast-growing, WA family business operating across plant hire, mechanical, haulage, civil projects and workshop operations. And we're looking for a practical, switched-on HR Coordinator to join us in our Albany office.This is not a high-level policy role....

  • Team Leader

    2 weeks ago

    Albany, Western Australia The University of Western Australia Full time $104,243 - $115,661 per year

    Lead a small, dedicated team making a real impact on rural health workforce.Based at one of the RCSWA sites.Full-time appointment on a fixed term basis for 12 months.Base salary range: $104,243– $115,661.00p.a. (pro-rata) plus 17% superannuation.About the areaThe Rural Clinical School of Western Australia (RCSWA) is part of the UWA Medical School and...

  • Industrial Painter Blaster

    3 days ago

    Albany, Western Australia CPC Labour Hire Pty Ltd Full time

    CPC Engineering is seeking an experienced and motivated Industrial Painter Blaster to join our Great Southern team for ongoing projectsbased in Albany and Esperance.We are preferably seeking candidates who are residential to Albany or Esperance; however relocation options may be considered for the right applicant.About the RoleAs an Industrial Painter...