Job Opportunity
* A permanent administrative role in a dynamic organization.
About the Role
We are seeking an experienced and highly organized Administrative Coordinator to manage our office operations. This is a challenging and rewarding position that will provide you with the opportunity to utilize your skills and experience to contribute to the success of our organization.
Duties and Responsibilities
* Manage daily office activities, ensuring smooth day-to-day operations;
* Perform administrative tasks, including data entry, filing, and record-keeping;
* Coordinate travel arrangements, accommodations, and car hire for staff members;
* Handle Australian work visa coordination and ensure compliance with relevant regulations;
* Engage directly with customers regarding insurance, documentation, certificates, and manuals;
* Coordinate with subcontractors and third-party suppliers;
* Supervise cleaning crew and maintain office cleanliness;
* Manage building maintenance, including annual inspections;
* Participate in office space planning, maintenance, and renovations;
* Manage car leasing and fleet requirements;
* Procure office supplies, including stationery, kitchen supplies, COVID test kits, appliances, etc.;
* Update staff contact lists and other administrative records;
* Ensure business continuity and office efficiency;
* Assist with office-related quotations as needed;
* Coordinate staff events, functions, team lunches, and birthday celebrations;
* Manage mail distribution, including checking the PO box (own vehicle required);
* Maintain WHS and RTW documentation and processes;
* Provide First Aid and CPR as needed;
* Undertake duties as Fire Warden for the Brisbane office;
* Oversee office activities to ensure efficiency and policy compliance;
Customer Service and Project Management Duties
* Create service project numbers in Pronto and Replicon;
* Manage invoicing for after-market parts from Pronto;
* Raise purchase orders for ANZ;
* Create internal PO numbers, project, trial, and demo project numbers in Pronto and Replicon;
* Serve as backup Customer Care Coordinator;
IT Duties
* Manage office phone and IT requirements;
* Oversee security system and token changes;
* Manage IT server room;
About You
* Certificate IV in Business Administration;
* 3-5 years' experience in a similar role;
* Strong computer skills, especially in Excel (intermediate to advanced);
* Excellent organizational and time management skills;
* Effective communication and interpersonal skills;
* High accuracy and attention to detail;
* Ability to multitask, prioritize, and work under pressure;
* Strong work ethic, positive attitude, and willingness to learn;
* Experience with Pronto System or similar ERP is desirable;
Benefits
This is a permanent opportunity with a competitive salary package and onsite parking. We offer a supportive and dynamic work environment, opportunities for growth and development, and a chance to be part of a successful team.