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.
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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.
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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.
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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