Tropic Cleaning Services Pty Ltd is seeking an experienced Administration & Business Support Coordinator to join our team in Winnellie, Darwin.

This is a full time, office-based position supporting the administration, systems and day-to-day business operations of a growing commercial cleaning company.

We are looking for someone who already has solid office administration skills and can progressively take ownership of routine responsibilities. The right person will be organised, reliable, comfortable using technology and able to follow matters through to completion without needing constant direction.

This is a broad role covering general administration, document control, employee records, compliance administration, purchasing, invoicing, accounts support and business systems.

Key responsibilities

- General office administration, correspondence and record keeping.
- Maintaining organised electronic files, registers and business records.
- Maintaining employee training, licence, induction and compliance records.
- Identifying missing, incomplete or expiring records and following these up with employees and management.
- Assisting management with ISO, WHS and compliance administration.
- Maintaining document control records, review dates, versions and supporting documentation.
- Monitoring outstanding actions, due dates and document reviews and following them through until completed.
- Maintaining information in business systems including Microsoft 365, SharePoint, StandardsIQ and other online platforms.
- Assisting with implementation and ongoing maintenance of business systems and administrative processes.
- Purchasing and supplier administration.
- Obtaining supplier quotations and comparing price, availability, delivery and other relevant information.
- Preparing purchasing information for management approval.
- Placing approved orders and following up deliveries and outstanding items.
- Maintaining supplier and subcontractor information, insurance records and supporting documentation.
- Checking supplier invoices against quotations, purchase orders, deliveries and supporting records.
- Preparing customer invoices from approved job and service information.
- Ensuring purchase orders, work orders and supporting documents are available before invoicing where required.
- Following up missing information required for invoicing.
- Assisting with accounts receivable and general accounts administration.
- Basic bookkeeping and Xero administration as experience and training allow.




- Assisting with timesheet and payroll administration as required. Payroll responsibilities may be progressively introduced depending on experience, accuracy and capability.
- Maintaining client, contract and site records.
- Assisting with tender documentation, certificates, supporting evidence and submission administration.
- Preparing spreadsheets, reports, letters and other business documents.
- Assisting with employee onboarding and general HR administration.
- Following up employees, suppliers and internal staff where information or action is outstanding.
- Assisting management with administrative projects and other reasonable office duties as required.
- Attending client sites when required to assist with administration, inspections, employee support or training in business systems and applications.

About you

We are looking for someone who:

- Has previous paid office administration experience.
- Is confident using Microsoft Outlook, Word and Excel.
- Can create and maintain useful spreadsheets and work with formulas, filters and structured information.
- Is comfortable learning new software and online business systems.
- Has strong attention to detail and takes pride in accurate work.
- Can organise their own workload and manage competing priorities.
- Can work independently once the required outcome and process are understood.
- Takes ownership of recurring responsibilities rather than waiting to be reminded.
- Follows up incomplete work until it is genuinely completed.
- Can identify when something is missing, overdue or incorrect and take appropriate action.
- Knows when an issue can be resolved independently and when it needs to be escalated to management.
- Communicates clearly and professionally with employees, clients, suppliers and management.
- Is comfortable handling confidential employee, financial and business information.
- Is willing to assist across different areas of the business when required.
- Has a practical approach to problem solving and is willing to find information and learn rather than waiting for step-by-step instructions for every task.

Desirable experience





Experience in one or more of the following areas would be advantageous:

- Office or business administration.
- Accounts administration and invoicing.
- Xero or similar accounting software.
- Bookkeeping or payroll support.
- Procurement and purchasing.
- Supplier and subcontractor administration.
- Document control.
- ISO management systems.
- WHS or compliance administration.
- HR administration.
- Employee training and licence records.
- Microsoft 365 and SharePoint.
- Tender or contract administration.
- Project, task or action-tracking systems.

Experience in every area is not required. Training will be provided in Tropic Cleaning Services' systems, procedures and industry requirements.

However, this is not an entry-level computer or office administration training position. Applicants should already be comfortable working in an office environment and using common business software.

How we work

We value people who take responsibility for their work.

Once a recurring responsibility has been explained and assigned, we expect the person responsible to monitor it, identify what requires attention, take appropriate action, record what has been done, follow up outstanding matters and continue until the task is complete.

We are looking for someone who can become a dependable part of our office team and progressively take ownership of administrative systems and routine business controls.

About Tropic Cleaning Services

Tropic Cleaning Services Pty Ltd is a Darwin-based commercial cleaning company providing services to commercial, government, education and community facilities throughout the Northern Territory.

Our office supports a diverse operational workforce and manages business systems covering employees, clients, purchasing, accounts, compliance, quality, safety and service delivery.

Tropic Cleaning Services welcomes applications from people of all backgrounds. Aboriginal and Torres Strait Islander people are encouraged to apply.

Employment

- Full-time ongoing position.
- 38 hours per week, Monday to Friday.
- Based at our Winnellie office.
- 6-month probation period.
- Remuneration will depend on the successful applicant's experience and capability.
- Current NT Driver Licence required due to occasional travel to client sites.
- Current National Police Check, or willingness to obtain one.
- Current Ochre Card, or willingness to obtain one, as the role may require attendance at school and other client sites.

📌 Administration & Business Support Coordinator (Winnellie)
🏢 TROPIC CLEANING SERVICES
📍 Winnellie