Operations Administrator – Manufacturing

ARC Switchboards | Wangara, WA
Permanent Full-Time | Monday to Friday
$70,000–$80,000 plus superannuation, depending on experience

Take ownership of the administration behind a growing WA manufacturing business

ARC Switchboards is seeking a capable, organised and commercially minded Operations Administrator to become a central point of coordination across our business.

Based in Wangara, ARC manufactures electrical switchboards, distribution boards, motor control centres, custom enclosures and associated electrical solutions for contractors, builders, industrial clients and major projects throughout Western Australia.

Under new ownership and entering its next stage of growth, ARC is strengthening its operating systems, client service and internal administration. We are looking for someone who can take genuine ownership of the role and help keep our estimating, engineering, production, finance, purchasing, safety and client activities moving.

This is not a narrowly defined reception or data-entry position. It is a hands-on and varied role for someone who enjoys responsibility, follows matters through to completion and understands that strong administration is essential to successful project delivery.

The role

Working closely with the General Manager, Director, estimators, engineers and production team, you will help coordinate the day-to-day administrative and commercial functions of the business.

Your responsibilities will include:

Client and quotation administration

- Acting as a professional first point of contact for clients, suppliers and other business stakeholders.

- Receiving new enquiries and ensuring they are recorded, allocated and followed up.

- Assisting with the preparation, formatting and issue of quotations, tender submissions and scope documents.

- Maintaining quotation registers, tender deadlines, revisions and client correspondence.

- Preparing supporting schedules, inclusions, exclusions and other quotation documentation.

- Following up outstanding quotations, approvals, purchase orders and required information.

- Providing clients with professional updates regarding quotations, orders, documentation and delivery timeframes.

- Maintaining accurate client, project and contact information.

Invoicing and accounts administration

- Preparing and issuing invoices, progress claims, credit notes and client statements.

- Entering supplier bills and correctly allocating costs to jobs, purchase orders and accounts.

- Matching supplier invoices against purchase orders and delivery documentation.

- Assisting with accounts payable and accounts receivable administration.

- Following up outstanding client payments professionally and maintaining debtor records.

- Processing supplier statements, remittances and account queries.

- Maintaining complete and accurate supporting records in Xero.

- Supporting the Directors, management and external bookkeeper with reconciliations, reporting and month-end information.

Payroll and employee administration

- Coordinating weekly payroll using Xero and Deputy.

- Reviewing employee timesheets, ordinary hours, overtime, allowances, leave and supporting documentation.

- Following up missing or incomplete timesheets before payroll cut-off.

- Maintaining employee records, leave records and payroll documentation.

- Assisting with employee onboarding,



offboarding and payroll setup.

- Maintaining records of licences, qualifications, training, inductions and competency requirements.

- Handling payroll and employee information with strict confidentiality.

- Supporting management with employment documentation and general HR administration.

Purchasing and supplier coordination

- Preparing and issuing purchase orders.

- Maintaining purchase order, procurement and supplier registers.

- Coordinating pricing, availability, lead times and delivery information with suppliers.

- Following up outstanding orders and escalating supply issues before they affect production.

- Assisting the production and engineering teams with material and component procurement.

- Maintaining approved supplier information and relevant documentation.

- Resolving invoice, delivery and purchase order discrepancies.

- Developing strong, professional working relationships with ARC’s suppliers.

Operations and project coordination

- Maintaining job registers, production information, delivery schedules and project records.

- Assisting management to track projects from quotation and order through to manufacture, testing, invoicing and delivery.

- Coordinating internal information between estimating, engineering, production, finance and clients.

- Preparing meeting agendas, recording actions and following up outstanding items.

- Maintaining document control, correspondence and project filing systems.

- Assisting with delivery documentation, warranties, operating manuals and project handover packs.

- Supporting the preparation and administration of inspection and test plans, factory acceptance testing records and quality documentation.

- Helping identify administrative gaps, delays and unresolved actions before they become operational problems.

Work health and safety

- Assisting management with the continued implementation of ARC’s WHS management system.

- Coordinating employee, contractor and visitor inductions.

- Maintaining WHS policies, procedures, safe work method statements and standard operating procedures.

- Maintaining training, competency, plant, inspection and licence registers.

- Coordinating toolbox meeting records, workplace inspections and corrective actions.

- Recording incidents, hazards and near misses and ensuring required follow-up actions are allocated.

- Assisting with workers compensation, return-to-work and injury management administration where required.

- Maintaining records relating to PPE, emergency equipment, plant servicing and workplace compliance.

- Supporting management to keep WHS requirements practical, current and properly documented.

About you

You will be someone who takes pride in being organised, dependable and across the detail.

You will be comfortable dealing with clients and suppliers, but equally willing to follow up a missing timesheet, correct an invoice, prepare a purchase order, update a safety register or help get an urgent quotation issued.





You will ideally have:

- At least three years’ experience in an operations, project, accounts or office administration role.

- Experience within electrical contracting, switchboard manufacturing, construction, engineering, fabrication, industrial services or a similar project-based environment.

- Practical experience with invoicing, supplier bill entry, purchase orders and accounts administration.

- Experience assisting with or independently processing payroll.

- Strong working knowledge of Xero or a comparable accounting platform.

- Experience using a workforce or timesheet platform such as Deputy.

- Strong Microsoft Outlook, Word and Excel skills.

- The ability to prepare professional quotations, correspondence, registers and business documents.

- Strong written and verbal communication skills.

- Excellent attention to detail and an ability to identify inconsistencies.

- The confidence to follow up clients, suppliers and employees respectfully but firmly.

- The ability to manage competing priorities without losing track of outstanding actions.

- A high level of confidentiality, integrity and commercial awareness.

Experience with WHS administration, quality systems, manufacturing documentation, tendering or electrical project administration will be highly regarded.

Qualifications in business administration, bookkeeping, payroll, accounting or work health and safety would be advantageous but are not essential where supported by strong practical experience.

What success looks like

The successful candidate will:

- Keep payroll, invoicing, supplier bills and purchase orders accurate and current.

- Ensure enquiries, quotations and client requests are followed through.

- Provide management with reliable and organised business information.

- Build effective relationships with clients, suppliers and the ARC team.

- Improve consistency across administration, document control and WHS records.

- Take responsibility for outstanding actions rather than waiting to be repeatedly directed.

- Contribute ideas that improve how ARC operates.

What ARC offers

- A permanent, full-time position based at our Wangara manufacturing facility.

- A competitive salary based on capability and relevant experience.

- Direct access to the business’s General Manager and Directors.

- A varied position with meaningful responsibility and visibility across the business.

- The opportunity to help improve systems and processes during an important period of growth.

- Exposure to electrical manufacturing, engineering, commercial projects and major clients.

- A practical workplace where initiative, accuracy and follow-through are valued.

- Long-term career development for someone who demonstrates ownership and capability.

How to apply

Please submit:

1. Your current résumé.

2. A brief cover letter explaining your experience with payroll, invoicing, purchase orders, quotation preparation, supplier coordination and WHS administration.

3. Your current notice period and salary expectations.

Applications that provide clear examples of taking ownership of a broad administration or operations function will be viewed favourably.

ARC Switchboards is committed to providing a skilled, respectful and safe workplace. Applications will be assessed according to experience, capability and suitability for the position.

📌 Operations Administrator (Wangara)
🏢 ARC HOLDINGS
📍 Wangara