Operations and Site Administration Coordinator

• New Position, Growing Business

• Perth Position - Local Bayswater Based

• Fast Paced Environment

• Construction and Mining Background - Operations and Site Administration

• Team Leadership capabilities

• Solution driven, coordinating team leader

• Site Administration and Mobilisation Experience advantageous

• Able to provide ad hoc site administrator coverage on site as required

About Us

Flanco, a Tasmea company, is a growing civil construction company servicing the mining & resources sector with various ongoing projects running nationwide. We have a new opportunity for an Operations / Site Administration Team Leader to join our team. This is a new position in our growing business.

About You

The Operations / Site Administration Team Leader will support multiple civil construction projects on mine sites across Australia. Based in the Perth Office Monday to Friday, the Team Leader would take ownership of all administrative facets of construction projects working with the director, project managers, project coordinator and supervisors, providing support to our team of site-based administrators, the workshop and procurement teams. This is a fast-paced, varied position, and we are seeking a problem-solving whiz, able to change pace and direction, think on their feet, and create solutions. Adept at dealing with different teams, clients, sites, deadlines, processes, keeping it all streamlined, communication is your strength. You will support the wider admin team based in our Perth and Kalgoorlie offices as well as on site, with the occasional site visit to spice things up.

Qualifications & experience

• Previous experience in fast paced construction and/or mining administration

• High level of efficiency, proactive organisation and communication skills, verbal and written

• Proficient in Excel, Word and MS Suite and other construction/mining administrative systems

• Strong analytical and problem-solving skills

• Team leadership experience highly regarded

• Senior First Aid (desirable)

Key Duties & Responsibilities

• Provide comprehensive project administration leadership and support by assisting Project Managers and Supervisors with tender documentation, project claims, MDR documentation, day works, maintaining tender files, job registers, manning trackers, daily diaries, project registers, and collecting, collating, and maintaining project data and reports.
• Coordinate travel, mobilisation and workforce logistics by arranging employee mobilisation, flights, accommodation, rosters, medicals, inductions, training, client site access requirements, and maintaining communication with employees, supervisors, managers and client mobilisation teams to ensure mobilisation requirements are met.
• Maintain document control and compliance records by managing electronic and hard copy project and employee files, ensuring documentation is uploaded, filed and named in accordance with company procedures, maintaining compliance records, job folders, revenue trackers, MDR documentation and document registers.
• Administer employee records, training and payroll documentation by maintaining HR records within Citation (or applicable systems), coordinating and monitoring employee training, licences and qualifications, processing leave, reimbursements and employee documentation, reviewing timesheets for accuracy, ensuring correct job allocations and allowances, and submitting payroll documentation within required deadlines.
• Provide procurement and finance administration support by obtaining quotations, raising purchase orders, maintaining purchase order registers, supporting supplier invoice approvals, coding invoices, processing credit applications, reconciling credit card receipts, processing employee reimbursements, liaising with Finance to establish new jobs, maintaining revenue trackers, and processing customer and supplier documentation.
• Coordinate plant, vehicle and equipment administration by scheduling and recording vehicle maintenance, managing fuel cards and accounts, reviewing vehicle and plant pre-start inspections, maintaining maintenance registers, compiling monthly plant allocation reports, and monitoring equipment records to support operational requirements.
• Manage project reporting and operational records by maintaining concrete registers, safety hours, daily reports, field inspection checklists (FICs), concrete pour documentation, sampling reports, plant allocation registers, daily work sheets (DWSH), manning schedules, and other operational reporting requirements.
• Provide leadership, support, and direction to office and site-based administration teams, overseeing day-to-day administrative operations, coordinating team workloads, managing leave scheduling and coverage, developing and maintaining administration rosters, and fostering effective communication and collaboration across the team. Conduct team meetings, answer incoming calls and enquiries, order and receipt office stationery and supplies, organise stocktakes and reconciliation of uniforms, PPE and materials, maintain office presentation, update noticeboards, coordinate office maintenance, and perform general administrative duties to support business operations.
• Support site administration and stakeholder communication by providing remote or onsite site administration as required, assisting supervisors and managers with project documentation, liaising with clients, suppliers, finance, payroll and internal stakeholders, and ensuring effective communication across project activities.
• Ensure compliance with company systems, policies and procedures by maintaining confidentiality of employee and medical information, monitoring legislative and client compliance requirements, maintaining accurate administrative records, and performing additional administrative duties as required to support efficient project and business operations.

Apply today with your resume. Due to a high volume of applicants, only shortlisted candidates will be contacted.

Please note Rogers Resourcing are placing this advertisement of behalf of our client. All your communications with Rogers Resourcing will be kept confidential to Rogers Resourcing and our client.