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, robust 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
Solid 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 fast-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
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📌 Onboarding & Logistics Coordinator (New South Wales)
🏢 Chandler Macleod Group
📍 New South Wales