Office Admin:Primary contact for incoming calls and daytime field staff.
Manages mail, emails, office supplies, uniforms, and equipment inventory.
Finance Support:Assists Accounts with data entry, invoice retrieval, fuel account reconciliation.
Operations & Rostering:Updates the company roster daily from Daily Dockets.
Fleet & Compliance:Conducts daily morning IVMS/GPS monitoring.
Manages vehicle service history, registrations and schedules Certificates of Inspection (COI) with QLD Transport.
Project Documentation:Manage and execute project SWMS, Risk Assessments, plant packs, vehicle registrations, and Advanced Fatigue Management (AFM) compliance.
HR & Travel Coordination:Assists Administration Officer with booking of company flights, accommodation, recruitment ads and onboarding requirements of staff including medicals and paperwork.
Coordinates training, meetings and social activities.
Onboarding Follow-up:Collects and follows up outstanding employee paperwork, licences, qualifications and signed documents, and maintains an onboarding checklist for each new starter.
Site Inductions:Uploads employee documents to client portals, arranges induction links, monitors completion and follows up outstanding requirements before mobilisation.
Training & Compliance Register:Tracks expiry dates for licences, RIIs, VOCs, medicals and site inductions, and coordinates renewals with the Administration Officer.




Employee Mobilisation:Prepares and sends confirmed travel, accommodation and site arrival details, including site contacts and outstanding requirements.
Roster Communication:Follows up operator availability and return dates, records confirmed changes and advises the Administration Officer of gaps requiring attention.
Recruitment Administration:Monitors applications, arranges interviews and follows up successful applicants for required onboarding information.
Administrative Cover:Provides support and cover for the Administration Officer during leave and busy periods, maintaining a transparent handover of outstanding tasks.
Communications:Manages the Integrated Management System (IMS) personnel records, drafts internal memos/newsletters.
Key Selection Criteria
Experience:Proven background as an Administration/Office Assistant, ideally within construction, civil, or industrial sectors.
Technical Skill:Highly proficient in MS Office Suite and fleet tracking tools
Organisation:Exceptional multitasking, time management, and problem-solving skills with strong attention to detail.
Communication:Ability to communicate effectively and build relationships across all levels, from field workers to directors.
Safety & Drive:Results-oriented self-starter with a solid understanding of OH&S; and contractor compliance
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📌 Office Assistant (Queensland)
🏢 Green Acres Group
📍 Queensland