Full job description

Position Title:

Administration Assistant

Department:

Operations

Reports to: (title - immediate

manager)

Field Superintendent

Location:

Production fields, Central Queensland

Reports to: (title -

one up manager)

VP Operations & Projects

No. of Direct Reports:

N/A

Reports to: (title – functional

manager)

Supervisors

Prepared by:

(name & title)

Anthony Johnston

HR Manager

Position Purpose (How doesthe position contribute to the organisation i.e. why does the role exist?):

To provide administrative and logistical support across Denison's field operations, ensuring the efficient coordination of personnel movements, accommodation, procurement, maintenance requests, reporting and site administration activities to support safe and reliable production operations across multiple field locations.

Key Aspects of This Role Include:

• Providing administrative support across multiple field locations.
• Coordinating personnel movements, accommodation and flight logistics.
• Undertaking and maintaining site offices and accommodation to required cleaning standards.
• Assisting with procurement, work orders and maintenance administration.
• Maintaining site records, reports and operational documentation.
• Supporting superintendents and site leadership with day-to-day administrative activities.
• Assisting site leadership and Safety with arranging training, applicable courses and enrolments.
• Ensuring compliance with company systems and procedures.
• Providing flexible support across site administration and accommodation services to meet operational requirements.
• Providing flexible support across supply chain, civil, projects to meet operational requirements.

Key Accountabilities and Responsibilities

General

• Provide general administrative support to field operations and site leadership.
• Maintain employee, contractor and visitor records, registers and documentation.
• Coordinate accommodation bookings, room allocations and workforce movements and accommodation cleaning requirements.
• Coordinate the food deliveries for site.
• Prepare, update and distribute flight manifests and personnel movement reports.
• Assist with induction, onboarding and site access administration.
• Assist site leadership with coordinating employee training requirements, including arranging applicable courses, enrolments and related training administration.
• Prepare reports, spreadsheets, correspondence and operational documentation.
• Raise, track and close work orders, maintenance requests and service requests within company systems.
• Raise purchase requisitions and purchase orders (POs) and assist with procurement administration.
• Process goods receipting and support invoice reconciliation activities.
• Maintain filing systems and ensure accurate record management.
• Coordinate meetings, site communications and administrative logistics.
• Monitor office and consumable PPE, stock levels and arrange replenishment and distribution.
• Assist with cleaning and housekeeping activities as required to ensure accommodation, office and site facilities are maintained to required standards.
• Support the coordination and preparation of accommodation rooms for incoming and departing personnel.
• Provide additional administrative or operational support as directed to meet business and site requirements.
• Maintain confidentiality and handle sensitive information appropriately.
• Comply with all safety, environmental and company requirements.
• Support Emergency Response Plan (ERP) as required.

Person Specification - Qualifications/Experience/Skills /Competencies (List the competencies and minimum level of skills,experiences and qualifications necessary to perform therole effectively):

Essential

• Previous experience in administration, site administration or office support role.
• Experience in office cleaning and site accommodation housekeeping.
• Strong organisational skills with the ability to manage multiple priorities.
• Intermediate Microsoft Office skills, particularly Outlook, Word and Excel.
• Experience preparing reports and maintaining accurate records.
• High attention to detail and accuracy.
• Effective written and verbal communication skills.
• Ability to work independently and within a remote operations environment.
• Valid Australian Driver Licence and ability to driver a manual vehicle.
• Ability to work 14 days on / 14 days off roster.

Desirable

• Experience in oil and gas, mining, resources or remote operations environments.
• Experience using procurement, maintenance management or ERP systems (e.g. Pronto, SAP, JDE or similar).
• Experience managing flight manifests, personnel logistics and accommodation coordination.
• Certificate III or higher in Business Administration or a related discipline.

Full job description

• Part-time - 3 - 4 days per week
• Outskirts of CBD
• Excellent culture

A rare opportunity to join a highly supportive and established engineering consultancy where people genuinely look after each other.

Our client is a well-established structural engineering consultancy located on Greenhill Road, with a team of approximately 15 people. With a strong reputation, loyal clients and a wonderful workplace culture, they are now looking for an experienced Administration Officer to join their team on a part-time basis, approximately 3–4 days per week.

The Opportunity

This is a varied and important role where you will be the person who keeps the business running smoothly and provides essential support to a team of around 15 Structural Engineers.

Your responsibilities will include:

• General administration and office coordination
• Supporting the engineering team with day-to-day requirements
• Setting up new projects and maintaining project records
• Invoicing and accounts administration
• Payroll processing and administration
• Preparing documentation and correspondence
• Assisting with reporting and general financial administration
• Liaising with clients, suppliers and contractors
• Managing office requirements and supplies
• Providing general administrative support wherever needed

About You

We are looking for someone who enjoys being the organised, reliable person behind the scenes and takes pride in keeping things running smoothly.

You will ideally have:

• Previous experience in an administration or office support role
• Strong attention to detail and excellent organisational skills
• Experience with invoicing and/or payroll
• Confidence working with systems and learning new software
• Excellent communication skills
• A proactive, helpful and team-focused approach
• The ability to work independently while also being part of a close-knit team

Experience within engineering, construction, professional services or a similar environment would be highly regarded, but attitude and capability are equally important.

Why Join?

This is a genuinely lovely workplace.

The business has a strong commitment to gender diversity, with a 50/50 female and male team and 50/50 leadership representation.

You will be joining a team that is:

• Supportive and collaborative
• Kind, respectful and caring
• Loyal to its people and clients
• Professional without being corporate or stuffy
• Proud of the relationships they have built over many years

If you are looking for a part-time role where you can make a real contribution, work with great people and feel genuinely valued, this could be the opportunity you've been waiting for.

Apply now to find out more about this fantastic opportunity.