1. Position Overview

JWI is seeking a highly organised, proactive and reliable Operations & Administration Coordinator to provide administrative and operational support across the business.

The role is responsible for coordinating employee administration tasks to support our FIFO projects including site access, workforce rosters, HR documentation, PPE ordering, accounts administration, co-ordination of staff operator training and general business administration.

The successful candidate will play an key role in ensuring employees are properly onboarded, compliant, organised and ready to work across JWI projects.

This position requires someone who can work independently, manage competing priorities, take ownership of tasks and communicate effectively with management, project managers, supervisors, employees and external service providers.

2. Key Responsibilities

Employee Onboarding & Site Access

- Coordinate the onboarding process for new employees, from initial paperwork through to being ready to commence work.

- Manage employment documentation, employee details and personnel records.

- Coordinate site access applications, inductions and access transfers between mine sites and projects.

- Liaise with mine site administration teams to obtain access approvals and resolve outstanding requirements.

- Maintain employee records, including licences, qualifications, medicals, inductions and compliance documentation.

- Monitor expiry dates and coordinate renewals to ensure employees remain compliant and site-ready.

Workforce & Roster Coordination

- Maintain and update employee and operator rosters.

- Coordinate roster changes, employee movements and transfers between projects.

- Coordinate workforce administration requirements with project managers, engineers and superintendent.

HR & Employee Administration

- Maintain accurate and confidential employee files and HR records.

- Coordinate employment paperwork.

- Assist management with general HR administration and employee correspondence.

- Maintain records of employee leave, licences, qualifications and employment details.

- Assist with maintaining consistent employee administration processes across the business.

PPE & Uniform Management

- Coordinate PPE and uniform orders for new employees and order when requested from Project Manager or Superintendent





- Manage employee PPE requests and ensure appropriate equipment is available when required.

- Maintain records of PPE and uniforms issued to employees.

Accounts & Invoice Administration

- Enter supplier invoices and relevant information into the company accounts payable spreadsheet for mid month and end of month payment runs.

- Ensure invoices are allocated to the correct projects

- Check invoice details for accuracy and follow up missing information.

- Maintain accurate records of invoices received and processed.

Operator Training & Competency Coordination

- Coordinate operator training and competency assessments.

- Arrange training bookings with external providers.

- Coordinate training schedules with supervisors and project teams.

- Monitor employee training requirements and upcoming ticket and qualification expiry dates.

- Maintain an accurate register of operator licences, tickets, qualifications and competencies.

- Follow up outstanding training requirements and competency documentation.

General Business Administration

- Maintain company spreadsheets, registers, databases and administrative records.

- Provide general administrative support to management and project teams.

- Monitor outstanding administrative tasks and ensure they are followed through to completion.

- Identify opportunities to improve administrative systems, processes and efficiencies.

Skills & Experience The ideal candidate will have:

- Previous experience in FIFO project administration, operations coordination or HR support.

- Experience in the civil construction, mining or resources industry would be highly regarded.

- Strong organisational and time-management skills.

- Excellent written and verbal communication.

- Good computer skills, particularly Microsoft Excel, Word and Outlook.

- Experience maintaining spreadsheets, registers and databases.

- High attention to detail and accuracy.

- Confidence communicating with employees, supervisors, suppliers and external organisations.





- The ability to manage multiple tasks and competing deadlines.

- The ability to work independently in a work-from-home environment.

4. Personal Attributes

We are looking for someone who is:

- Proactive and takes ownership of responsibilities.

- Reliable, organised and consistent.

- Able to work independently without constant supervision.

- Comfortable following up outstanding tasks and obtaining information from employees and supervisors.

- Professional, approachable and an effective communicator.

- Solutions-focused and willing to improve existing systems.

- Able to maintain confidentiality when dealing with employee and company information.

Working Arrangements

- Monday to Friday.

- Full-time, with flexible work-from-home arrangements possible position.

- Normal business hours, with reasonable flexibility where required.

- Regular communication with management, project managers, supervisors and site personnel.

- Must have a reliable internet connection and suitable home-office setup.

6. Key Performance Outcomes The successful candidate will be expected to ensure:

- New employees are onboarded efficiently and are ready for site commencement.

- Site access applications, inductions and transfers are completed and kept up to date.

- Employee and operator rosters are accurate and communicated promptly.

- Employee records and compliance registers are maintained accurately.

- PPE and uniforms are ordered and available when required.

- Supplier invoices are entered accurately and allocated to the correct projects.

- Operator training and competency requirements are organised and monitored.

- Administrative tasks are completed on time and outstanding matters are followed through.

7. Overall Objective of the Position The Operations & Administration Coordinator will take ownership of JWI's day-to-day administrative and workforce coordination requirements.

The objective is to establish a reliable central administration function that supports the entire business, ensures employees and equipment are properly organised, and allows project managers and supervisors to concentrate on delivering projects rather than managing administrative tasks.

The successful candidate should become a dependable point of contact for the administrative side of JWI's operations.

📌 Projects Administrator (Perth)
🏢 JWI Contractors
📍 Perth