Administration Coordinator

5 days ago

Brisbane, Australia Bureau Veritas Group Full time

Make an impact doing work you can be proud of at Bureau Veritas. Your career is about more than building a resume — it’s a chance to leave your mark.

About Bureau Veritas Australia:
Bureau Veritas is a global leader in Testing, Inspection and Certification services. Founded in 1828, the group has in excess of 82,000 employees in 1,400 sites located in 140 countries. In the Pacific Zone, our Asset Integrity and Reliability Services business provides these services to our clients throughout the lifecycle of their asset, whether it be for large-scale resource projects or to established industrial facilities. Joining our team means joining a company that values innovation, collaboration, and professional growth 

Key Responsibilities:

Supervision and Management of Administration Staff: Provide leadership, guidance, and mentorship to other administration staff. Allocate tasks and responsibilities effectively to ensure efficient workflow. Assist manager with performance reviews and provide constructive feedback to team members where required. Foster a collaborative and positive work environment within the administrative team.

Financial Management:

Prepare and issue invoices accurately and in a timely manner. Perform job costing activities in accordance with relevant service agreements. Input data into financial accounting software for timesheets, expenses, and purchases.  Assist in financial reporting and analysis as required by management.  Support managers and other departments with end-of-month processes such as financial reporting and accruals.

Purchasing and Documentation:

Manage procurement processes for necessary goods and supplies. Source and negotiate with vendors to obtain competitive pricing and favourable terms. Ensure all purchases are properly documented and filed according to company procedures. Ensure all projects have corresponding documentation such as purchase orders and other relevant documentation.

  Subcontractor Management:

Identify and qualify subcontractors based on project requirements and capabilities. File and maintain subcontractor agreements, ensuring they are current and compliant. Ensure relevant supporting documentation such as insurances and licenses are up to date. Monitor subcontractor compliance with contractual obligations and regulatory requirements.

General Administrative Support:

Oversee shared email accounts, ensuring timely response and proper handling of inquiries.  Work with the team to ensure all inquiries, including purchase orders or certificates, are handled promptly and accurately.  Assist with the induction and onboarding of new staff and subcontractors to the office environment.  Maintain and order office supplies as needed to support operations.  Assist with general administrative tasks such as scheduling meetings, preparing reports, and handling correspondence.  Ensure adherence to company policies, procedures, and safety standards in all activities.

Skills and Qualifications Management:

Supervise the maintenance of records of employee skills, certifications, and qualifications relevant to project requirements. Oversee coordination of training programs and certification renewals as necessary. Ensure compliance with industry standards and regulatory requirements.

Equipment Management:

Supervise the inventory, maintenance, and calibration of equipment and tools. Coordinate equipment inspections and certifications to ensure operational readiness. Monitor equipment usage and identify opportunities for efficiency improvements.

Qualifications and Experience:

Qualification in Business Administration, Management, or a related field preferred. Proven experience in administrative roles, with at least 3 years in a supervisory or coordination capacity. Strong understanding of procurement processes and financial management. Excellent organisational and multitasking abilities Proficiency in MS Office and financial software applications. Strong interpersonal and communication skills.

Attributes:

Proactive and detail-oriented with a strong sense of accountability. Ability to work independently and as part of a team. Problem-solving skills with a proactive approach to resolving issues. Ability to prioritise and manage multiple tasks effectively.

Working Conditions:
This role may require occasional travel between Murarrie QLD and Mackay QLD locations.
Flexible working hours may be required to accommodate business needs.

The benefits:
We offer a competitive salary (base + superannuation + average yearly OT) under our EBA with attractive conditions such as overtime at 1.737 and an opportunity to advance your career in a leading global organisation, as well as:

Training and Development opportunities, an annual review to plan your career development objectives for career progression. Free access to our Employee Assistance Program supported by Lifework’s Discounted Health Insurance with Bupa Support from a progressive and experienced management team Exposure to a variety of interesting and challenging work environments

Bureau Veritas are committed to providing a work environment in which everyone is included, treated fairly and with respect. We are an Equal Opportunity employer and we encourage applications from women and Indigenous people.

Apply now to join Bureau Veritas and help us create a brighter future for our next generations, and a safer society for us all.

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