Office Administrator & Project Support Coordinator

Location: Mayfield, NSW

Hours: 8:00am – 4:30pm (some flexability)

Payrate: Casual $40/hour + super

Start Date: ASAP

Type: Temporary to Permanent opportunity for the right person

Role Overview

The Office Administrator & Project Support Coordinator provides end-to-end administrative support across onboarding, mobilisation, accounts and project coordination functions. This role is critical in supporting both office operations and large-scale project delivery, ensuring accurate processing, strong compliance and efficient coordination of personnel, logistics and administration tasks.

Key Responsibilities

- Execute end-to-end onboarding processes including Right to Work checks and background/reference verification
- Prepare and process employment documentation and onboarding packs
- Support new hire onboarding, including employee forms, IT setup, and induction coordination
- Maintain and update crew lists, mobilisation matrices and personnel tracking systems
- Prepare and issue Letters of Offer for project personnel
- Coordinate onboarding scheduling and provide support to new starters throughout the process
- Manage visa processing requirements for international labour where required

Project Logistics & Coordination

- Arrange travel and accommodation for employees across project requirements
- Book medicals, inductions and external/internal training
- Coordinate mobilisation logistics for shutdown and project work
- Liaise with supervisors, managers and employees regarding mobilisation requirements

Accounts Payable & Purchase Orders

- Assist with Accounts Payable processing, including high-volume invoice management (100+ invoices during peak periods)
- Match invoices to purchase orders and resolve discrepancies




- Enter and maintain invoice and PO data in Sage Timberline
- Raise, track and maintain purchase orders
- Support general finance and administration processes as required

Administration & Systems

- Maintain accurate employee, project and compliance records
- Update key resource tracking sheets and active personnel registers
- Perform data entry and document control functions
- Support reporting and administrative tasks using Excel, Word, Outlook and SharePoint
- Assist with general office administration and ad hoc support tasks

Skills & Experience

- Previous experience in administration, mobilisation, coordination or project support roles
- Strong Accounts Payable and/or purchase order processing experience
- High attention to detail and strong accuracy in data handling
- Intermediate Excel skills (testing recommended)
- Strong Microsoft Word, Outlook and SharePoint capability
- Ability to manage competing priorities and high-volume workloads
- Strong communication and stakeholder management skills
- Experience with Sage Timberline or similar ERP systems highly desirable
- Background in construction, engineering, mining or industrial services advantageous

Working Environment

- Full-time office-based role (Mayfield)
- Standard hours: 8:00am – 4:30pm
- High-volume workload during peak project periods
- Supportive but quick-paced operational environment
- Flexibility available for the right candidate (e.g. occasional shorter day)
- Temporary to permanent opportunity for the right person

At Chandler Macleod, we are committed to fostering a diverse workforce where everyone is welcome. We encourage applications from Aboriginal and Torres Strait Islander peoples, women, people living with a disability and the LGBTIQA+ community.

You can read more about our commitment to diversity and inclusion at diversity-and-inclusion

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📌 Onboarding & Logistics Coordinator (Newcastle City Council)
🏢 Chandler Macleod Group
📍 Newcastle City Council