About UsArnhem Earthmoving and Mechanical is a family owned and operated business based in Darwin.
We specialise in delivering mining, civil and transport projects throughout the Top End of Australia with local knowledge, local employees and thorough experience working in the Northern Territory climate.
Position SummaryOur Administration Support Officers are required to deliver high standards of administrative support to our office and management team that consistently meets or exceeds customer and management standards.
This position encompasses general administrative duties as well as providing specific administration and operational support our Civil Project Managers.
Civil project administration duties include but are not limited to coordinating project documentation, maintaining records, assisting with procurement and subcontractor administration, supporting HR and recruitment, invoicing, and ensuring compliance documentation is completed and current.
The position requires a highly organised individual with excellent communication skills, attention to detail, and the ability to manage multiple priorities in a fast-paced civil construction environment.
KEY RESPONSIBILITIES
Civil Project Administration
Provide day-to-day administrative support to Project Managers and Supervisors
Prepare project documentation, reports, correspondence,
Attend Civil Management Meeting, take down & circulate meeting minutes
Maintain electronic and hard copy project files
Assist with project mobilisation and demobilisation documentation
Track project milestones and administrative deadlines
Ensure project records are maintained accurately and confidentially
Purchase orders and invoices processed within required timeframes
Coordinate travel and accommodation for civil employees and managers, including crew departure to site projects
Maintain online platforms to train, maintain and manage tools, equipment and company fleet
Payroll & Timesheet Administration




Collect and review employee timesheets
Verify hours worked against project allocations
Submit payroll information within required deadlines
Compliance Administration
Maintain licences, insurances and project compliance records
Maintain compliance registers
Monitor expiry dates of employee competencies and certifications
Assist with induction documentation
Ensure subcontractor compliance documentation is current
General Administration
Administration duties as requested by Office Manager
Provide support during Recruitment & HR onboarding of recent employees and assistance with offboarding employees
Updating of training registers
Uniform & PPE stock take and ordering
Manage office supplies and stationery
Daily mail collection
Ad hoc travel for collection of purchases of but not limited to uniform, PPE, tools, motor vehicle registrations and plate collections etc.
Coordinate vehicle bookings and equipment requests
Perform data entry and record keeping
Provide general administrative assistance across the business
QUALIFICATIONS & EXPERIENCE
Proven experience supporting Civil Project Managers
Minimum of 5 years' experience in an administrative role
Strong organisational, time management and forward planning skills
Excellent written and verbal communication
High level of attention to detail
Ability to prioritise competing workloads
Intermediate to advanced Microsoft Office skills (Word, Excel, Outlook, Project 365)
Ability to work independently and within a team
Professional customer service skills
Current C Class Driver's Licence
KEY PERFORMANCE INDICATORS
Accurate and timely processing of project documentation
Purchase orders and invoices processed within required timeframes
Payroll information submitted accurately and on time
Compliance registers maintained at 100%
Document control maintained with minimal errors
Positive feedback from Project Managers and clients
Administrative deadlines consistently achieved
High level of data accuracy and record management

📌 Admin Support Officer – Civil Projects (Darwin)
🏢 Arnhem Earthmoving & Mechanical
📍 Darwin