Admin Support Officer – Civil Projects

Arnhem Earthmoving & Mechanical – Humpty Doo NT

About Us

Arnhem Earthmoving and Mechanical is a family owned and operated business based in Darwin. We specialise in delivering mining, civil and transport projects throughout the Top End of Australia with local knowledge, local employees and thorough experience working in the Northern Territory climate.

Position Summary

Our Administration Support Officers are required to deliver high standards of administrative support to our office and management team that consistently meets or exceeds customer and management standards.

This position encompasses general administrative duties as well as providing specific administration and operational support our Civil Project Managers. Civil project administration duties include but are not limited to coordinating project documentation, maintaining records, assisting with procurement and subcontractor administration, supporting HR and recruitment, invoicing, and ensuring compliance documentation is completed and current.

The position requires a highly organised individual with excellent communication skills, attention to detail, and the ability to manage multiple priorities in a fast-paced civil construction environment.

KEY RESPONSIBILITIES

• Provide day-to-day administrative support to Project Managers and Supervisors
• Attend Civil Management Meeting, take down & circulate meeting minutes
• Maintain electronic and hard copy project files
• Assist with project mobilisation and demobilisation documentation
• Track project milestones and administrative deadlines
• Ensure project records are maintained accurately and confidentially
• Purchase orders and invoices processed within required timeframes
• Coordinate travel and accommodation for civil employees and managers, including crew departure to site projects
• Maintain online platforms to train, maintain and manage tools, equipment and company fleet
• Payroll & Timesheet Administration
• Collect and review employee timesheets
• Verify hours worked against project allocations
• Submit payroll information within required deadlines
• Compliance Administration
• Maintain licences, insurances and project compliance records
• Maintain compliance registers
• Monitor expiry dates of employee competencies and certifications
• Assist with induction documentation
• Ensure subcontractor compliance documentation is current
• General Administration
• Administration duties as requested by Office Manager
• Provide support during Recruitment & HR onboarding of new employees and assistance with offboarding employees
• Updating of training registers
• Uniform & PPE stock take and ordering
• Manage office supplies and stationery
• Daily mail collection
• Ad hoc travel for collection of purchases of but not limited to uniform, PPE, tools, motor vehicle registrations and plate collections etc.
• Coordinate vehicle bookings and equipment requests
• Perform data entry and record keeping
• Provide general administrative assistance across the business

QUALIFICATIONS & EXPERIENCE

• Minimum of 5 years’ experience in an administrative role
• Strong organisational, time management and forward planning skills
• High level of attention to detail
• Ability to prioritise competing workloads
• Intermediate to advanced Microsoft Office skills (Word, Excel, Outlook, Project 365)
• Ability to work independently and within a team
• Current C Class Driver's Licence

KEY PERFORMANCE INDICATORS

• Accurate and timely processing of project documentation
• Purchase orders and invoices processed within required timeframes
• Payroll information submitted accurately and on time
• Compliance registers maintained at 100%
• Document control maintained with minimal errors
• Positive feedback from Project Managers and clients
• Administrative deadlines consistently achieved
• High level of data accuracy and record management

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