Job Duties and Responsibilities Plan, coordinate, and review office administration and operational support services to ensure efficient day-to-day business operations within a trucking and logistics environment. Manage and maintain accurate office, operational, and compliance records, including driver records, licences, permits, vehicle documentation, site inductions, delivery dockets, consignment notes, and client files. Allocate and coordinate human resources, including staff rostering, shift allocations, leave management, and workload distribution, ensuring compliance with fatigue management and operational requirements. Assign work to administrative staff and monitor performance to ensure office service standards, deadlines, and company procedures are met. Coordinate recruitment support activities, onboarding, inductions, training administration, performance documentation, timesheets, payroll data entry, and maintenance of personnel records. Liaise with drivers, dispatch, trainers, mechanics, clients, suppliers, contractors, and site personnel to support logistics operations, delivery schedules, estimated arrival times (ETAs), and variation instructions. Oversee fleet-related administrative functions, including maintenance schedules, defect reporting, service orders, repair tracking, and preventative maintenance coordination. Manage office resources, equipment, and supplies, ensuring availability, maintenance, and effective use of office and operational assets. Administer supplier and contractor relationships including purchase orders, goods receipting, invoice processing, and coordination with accounts payable and receivable. Support financial administration by assisting with invoicing, processing delivery documentation, reconciling records, and liaising with internal or external accounting functions. Ensure compliance with Work Health and Safety (WHS), fatigue management requirements, and relevant transport legislation, company policies, and procedures. Coordinate and maintain records for WHS activities, including site inductions, toolbox talks, training, compliance audits, and incident or hazard reporting. Contribute to the development, implementation, and continuous improvement of office procedures, administrative systems, and workflow processes to enhance efficiency and service delivery. Act as a key point of contact for office and administrative matters, facilitating communication between management, operational staff, and external stakeholders. Skills and Experience Required : Diploma or higher qualification in Business Administration, Management, Accounting, Logistics, or a related field (or equivalent experience). Minimum 1 year of experience in an Office Manager or senior administrative role; experience in transport, logistics, heavy haulage, mining services, or depot operations is highly regarded. Working knowledge of Chain of Responsibility, fatigue management, and WHS requirements for heavy vehicle operations. Strong MS Office skills, particularly Excel, with experience preparing reports and KPI dashboards. Excellent communication and stakeholder management skills, with the ability to liaise with drivers, site teams, suppliers, and management. Highly organised with strong attention to detail and accurate document control (permits, licences, purchase orders, invoices). Ability to prioritise tasks, multitask, and meet deadlines in a fast-paced operational environment. Proactive, reliable problem-solver with sound judgement and the ability to work independently.
