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 current 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 clear handover of outstanding tasks.Communications: Manages the Integrated Management System (IMS) personnel records, drafts internal memos/newsletters.Key Selection CriteriaExperience: 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 toolsOrganisation: 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