Job Description

Project Administrator/Personal assistant support

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Bajara Plant Hire Pty Ltd is one of Australia's largest Indigenous-owned plant hire and civil earthworks companies, proudly Supply Nation Certified and ISO-accredited. As we continue to grow, we're looking for a capable and motivated Administration/Project Support Professional to join our Head Office team.

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This role presents a fantastic opportunity for someone who thrives in a busy, high-performing setting.

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Bajara Plant Hire Pty Ltd is one of Australia's largest Indigenous-owned plant hire and civil earthworks companies, proudly Supply Nation Certified and ISO-accredited. As we continue to grow, we're looking for a capable and motivated Administration/Project Support Professional to join our Head Office team.

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This role presents a fantastic opportunity for someone who thrives in a busy, high-performing environment.

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About the Role

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We are looking for a highly capable, organised and proactive Administration / Project Support professional with personal assistant support responsibilities to join our growing team.

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This is a varied and hands-on role suited to someone who is one step ahead, takes ownership and enjoys being involved across the day-to-day running of a business.

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The primary focus of this position will be administration and project support with additional Personal assistant support provided to the Managing Director as required.

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Your responsibilities will include:

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Administration & Business Support

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- Providing comprehensive day-to-day administrative support across the business
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- Maintaining accurate records, documentation, filing systems and databases
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- Preparing correspondence, reports, spreadsheets, documents and presentations
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- Managing incoming and outgoing correspondence and ensuring actions are followed up
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- Assisting with general office administration and coordination
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- Supporting management and the wider team with administrative requirements as they arise
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- Maintaining a high level of accuracy across all administrative tasks
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- Assisting with the development and improvement of administrative systems and processes
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- Learning and becoming proficient in all software programs, platforms and systems relevant to the daily running of the business
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- Becoming familiar with business processes and understanding how different systems and departments work together
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Project & Operational Support

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- Providing administrative support across projects and operational activities
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- Assisting with project documentation, reporting and record keeping
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- Maintaining project registers,



schedules and supporting documentation
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- Following up outstanding information, documentation and approvals
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- Liaising with project teams, supervisors, operators, clients, suppliers and subcontractors
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- Assisting with the coordination of project and operational requirements
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- Supporting the business with plant and equipment administration
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- Assisting with onboarding and maintaining accurate personnel, plant and equipment records
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- Ensuring project and operational paperwork is completed, accurate and submitted within required timeframes
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Timesheets, Dockets & Operator Support

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- Managing, checking and processing employee and operator timesheets
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- Reviewing plant and equipment dockets for accuracy and completeness
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- Following up missing or incorrect timesheets and dockets
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- Liaising directly with operators, supervisors and project personnel regarding timesheets, dockets, hours worked and job information
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- Ensuring documentation aligns with project and payroll requirements
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- Assisting with the reconciliation and tracking of hours, plant usage and supporting documentation
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- Maintaining organised and accurate records for project and operational reporting
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- Developing a strong understanding of the day-to-day activities of operators and project teams
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PA responsibilities will form part of the role but will be secondary to the administration and project support functions.

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These responsibilities may include:

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- Managing calendars, diaries and appointments
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- Coordinating meetings and business commitments
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- Assisting with domestic and interstate travel, flights and accommodation
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- Preparing management for meetings and appointments
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- Taking high-level meeting notes and tracking actions
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- Managing selected correspondence and follow-up items
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- Providing general personal and business support to senior management as required
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- Handling confidential information with professionalism and discretion
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What We're Looking For:

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We are looking for someone who is capable, adaptable and willing to get involved across all areas of the business.

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You will be:

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- Highly organised with exceptional attention to detail
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- Proactive and able to identify what needs to be done without always being asked
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- A quick learner who is willing and able to learn new systems, programs and processes
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- Comfortable learning multiple software platforms and systems used across the business
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- Confident communicating with a wide range of people, including operators, supervisors, clients, suppliers and management
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- Comfortable working with urgency and competing priorities
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- Reliable and accountable, with a strong sense of ownership
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- Confident working independently while also being a strong team player
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- Professional, approachable and able to communicate effectively at all levels
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- Highly capable with Microsoft Outlook, Word and Excel
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- Comfortable working with spreadsheets, data, records and documentation
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- Able to maintain accuracy when dealing with timesheets, dockets and other operational records
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- Calm under pressure and able to adapt when priorities change
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- Commercially minded and interested in understanding how the business operates
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- Someone who follows tasks through from start to finish
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- Willing to learn and take on new responsibilities as the business continues to grow
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Experience

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Previous experience in an administration, project administration, operations support, office management, business support or similar role would be highly regarded.

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Experience within the construction, infrastructure, plant hire, civil, engineering, property or related industries would be advantageous but is not essential.

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Experience working with timesheets, dockets, payroll information, project documentation, plant records or operational administration would be highly regarded.

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Most importantly, we are looking for someone who is reliable, proactive, organised and willing to learn — someone who takes ownership, asks questions, builds strong relationships with the team and wants to become an integral part of the day-to-day operation of the business.

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This is an opportunity for the right person to develop a broad understanding of the business, learn a range of systems and processes, and grow with a fast-paced and expanding organisation.

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Why Work with Bajara?

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- Indigenous-owned & led - be part of a purpose-driven business
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- ISO certified - professional systems and structured development
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- Supportive environment - collaborative team, strong leadership
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- Real career pathways - internal promotions are our norm
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- Modern systems - we use tools like Hirepos, Plant Assessor & Docketbook
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- Make a difference - contribute to major infrastructure and community projects
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📌 Project Administrator/Personal assistant support (Queensland)
🏢 Bajara Plant Hire
📍 Queensland