Administration Officer

2 weeks ago

Ferntree Gully, Victoria, Australia Transport Certification Services Full time $60,000 - $80,000 per year

Are you looking for an organisation that not only values your professional skills but also supports your growth and development? Look no further, Transport Certification Services is the place for you Our company culture is centered around collaboration, innovation, and a commitment to excellence. We believe in empowering our employees to reach their full potential and provide a supportive environment that encourages both personal and professional growth.

We are seeking a highly motivated and organised Administration Officer to join our team. The successful candidate will be responsible for supporting technical and/or engineering staff, and the coordination of day-to-day activities. We are a leading provider of certification and professional engineering services in the road transportation industry and are continuously expanding our operations. With a strong focus on innovation, our employees are constantly challenged to find new and better ways of doing things, and to think outside the box. This creates a dynamic and exciting work environment that offers fantastic opportunities for professional growth and development.

At Transport Certification Services, we understand that our employees are the backbone of our success, and we are committed to providing a positive and fulfilling work experience. Our inclusive culture fosters a sense of community, where team members feel valued and supported, and where everyone's contributions are appreciated.

This role is 4 days per week and requires an individual who can effectively manage handovers to a job share partner (who will cover the day you do not work and work alongside you 1-2 days per week).

Key Responsibilities:

  • Reviewing the calendar and important tasks for the day
  • Leading daily stand-up meeting
  • Monitoring and actioning incoming email, phone calls, and customer queries, and acting as the 'Gate Keeper' between customers and engineers
  • Completing business support tasks for engineering team to meet daily deadlines such as creation of modification labels, entering job sheets submitted by engineers, preparing Terms of Engagement documents for new customers
  • Booking engineering inspections, meetings, and appointments
  • Proofreading non-technical content of engineering certificates and reports
  • Filing reports and technical information
  • Liaising with customers and answering customer inquiries
  • Providing administrative support to various departments
  • Preparing and sending invoices
  • Taking minutes during staff meetings
  • Preparing handover notes and reviewing previous day's handover notes
  • Ensuring office cleanliness
  • Ordering office supplies, kitchen supplies, and cleaning equipment
  • Booking flights and accommodation
  • Completing monthly Administration checklist
  • Ordering software licenses and updates for customers

The ideal candidate will have:

  • Strong organizational and administrative skills
  • Excellent communication and interpersonal skills
  • Ability to work in a fast-paced environment and prioritize tasks effectively
  • Strong attention to detail and proofreading skills
  • Basic computer skills and experience with Microsoft Office and MYOB
  • Ability to work independently and as part of a team

We offer a dynamic and supportive working environment, where you will have the opportunity to grow and develop your skills. If you are a self-starter with a passion for administration and customer service, then we would love to hear from you

Please submit your resume and cover letter to

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