Job Description
Office Administrator & Project Support Coordinator
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Location: Mayfield, NSW
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Hours: 8:00am – 4:30pm (some flexability)
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Payrate: Casual $40/hour + super
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Start Date: ASAP
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Type: Temporary to Permanent opportunity for the right person
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Role Overview
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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.
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Key Responsibilities
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Execute end-to-end onboarding processes including Right to Work checks and
background/reference
verification
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Prepare and process employment documentation and onboarding packs
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Support new hire onboarding, including employee forms, IT setup, and induction coordination
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Maintain and update crew lists, mobilisation matrices and personnel tracking systems
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Prepare and issue Letters of Offer for project personnel
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Coordinate onboarding scheduling and provide support to new starters throughout the process
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Manage visa processing requirements for international labour where required
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Project Logistics & Coordination
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Arrange travel and accommodation for employees across project requirements
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Book medicals, inductions and external/internal training
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Coordinate mobilisation logistics for shutdown and project work
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Liaise with supervisors, managers and employees regarding mobilisation requirements
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Accounts Payable & Purchase Orders
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Assist with Accounts Payable processing, including high-volume invoice management (100+ invoices during peak periods)
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Match invoices to purchase orders and resolve discrepancies
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Enter and maintain invoice and PO data in Sage Timberline
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Raise, track and maintain purchase orders
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Support general finance and administration processes as required
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Administration & Systems
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Maintain accurate employee, project and compliance records
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Update key resource tracking sheets and active personnel registers
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Perform data entry and document control functions
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Support reporting and administrative tasks using Excel, Word, Outlook and SharePoint
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Assist with general office administration and ad hoc support tasks
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Skills & Experience
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Previous experience in administration, mobilisation, coordination or project support roles
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Strong Accounts Payable and/or purchase order processing experience
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High attention to detail and strong accuracy in data handling
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Intermediate Excel skills (testing recommended)
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Strong Microsoft Word, Outlook and SharePoint capability
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Ability to manage competing priorities and high-volume workloads
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Strong communication and stakeholder management skills
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Experience with Sage Timberline or similar ERP systems highly desirable
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Background in construction, engineering, mining or industrial services advantageous
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Working Environment
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Full-time office-based role (Mayfield)
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Standard hours: 8:00am – 4:30pm
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High-volume workload during peak project periods
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Supportive but fast-paced operational environment
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Flexibility available for the right candidate (e.g. occasional shorter day)
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Temporary to permanent chance for the right person
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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.
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You can read more about our commitment to diversity and inclusion at

-and-inclusion
#J-*****-Ljbffr

📌 Onboarding & Logistics Coordinator (New South Wales)
🏢 Chandler Macleod Group
📍 New South Wales