Key Responsibilities · Maintain and manage project and operational records, including driver records, licences, permits, site induction records, delivery dockets, consignment notes, and client documentation. · Coordinate staff rostering, shift allocations, and leave schedules; ensure work diaries and logbooks are updated, and escalate any fatigue or compliance issues to management. · Support dispatch and operations by liaising with Trainers, Mechanics , clients, and site personnel regarding estimated arrival times (ETAs), delivery requirements, and variation instructions. · Administer maintenance schedules and defect reporting by raising service orders, tracking repairs, and organising preventative maintenance. · Oversee supplier and contractor relationships such as tyres, fuel, parts, and equipment hire, including the processing of purchase orders, goods receipting, and invoices. · Ensure compliance with Work Health and Safety (WHS), Chain of Responsibility, fatigue management, and company policies; coordinate site inductions, toolbox talks, and training or administrative records. · Coordinate recruitment assistance, onboarding, inductions, timesheet and payroll data entry, and maintain accurate personnel files. · Assist with invoicing and basic accounts tasks by processing delivery dockets, preparing billing documentation, and liaising with accounts payable and receivable. · Implement office procedures and continuous improvement initiatives to streamline administrative workflows and handover processes. Qualifications & Experience · Diploma or higher in Business Administration, Logistics, Transport Management, or a related field, or equivalent experience. · At least one year in an Office Manager or senior administrative role; experience in transport, logistics, heavy haulage, mining services, or depot operations is highly regarded. · Practical knowledge of Chain of Responsibility, fatigue management obligations, and WHS requirements related to heavy vehicle operations. · Strong MS Office skills, with proficiency in Excel, and experience producing operational reports and KPI dashboards. Skills & Attributes · Excellent communication and stakeholder management skills, with the ability to liaise effectively with drivers, site personnel, suppliers, and senior management. · Highly organised with strong attention to detail and accurate document control for permits, licences, purchase orders, and invoices. · Ability to prioritise tasks, multi-task, and meet deadlines in a busy operational environment. · Proactive problem solver with sound judgement and the capacity to work independently. What We’re Looking For · Minimum of a diploma-level qualification in Business, Accounting, Management, or a related field. · At least one year of experience in office management.
