This role underpins the organisation’s ability to operate compliantly and efficiently by overseeing and managing people processes, licensing, visas, systems, and facilities. Working closely with the Managing Director, national Leadership team, Accounts and external providers, this role acts as a central operational anchor for the business.
Key Responsibilities
Office Management
- Manage day to day office operations and facilities across 3 offices in Melbourne, Sydney and Brisbane
- Coordinate cleaners, building management, and office maintenance
- Manage office suppliers including fruit, milk, stationery, uniforms, and general supplies
- Manage incoming mail and GPO box distribution
- Coordinate office related requests and building communications
- Maintain inventory and ensure office resources are consistently available
- Own and manage the administrative tasks of the onboarding process for all new employees including generating contracts and letters of offer, setting up licenses, log ins, equipment, supporting payroll set up and coordinating agendas and meetings and any necessary correspondence
- Ensure onboarding SOPs are followed and adopted across the business
- Maintain a library of HR documentation via Employment Hero and ensure all HR and performance related documentation is completed and uploaded within the set timeframes by Leadership
- Issuing contract revisions for promotions/salary changes and any other HR related documentation in relation to staff changes and updates.
- Manage all onboarding and employee records in Employment Hero
- Support employee offboarding and separation processes, including preparation of Employment Separation Certificates
Systems, IT & Asset Management
- Manage business systems access and permissions
- Maintain accurate IT asset registers including laptops and equipment
- Coordinate phone requests and SIM activations with Optus
- Liaise with IT support and external providers as required
Compliance, Licensing & Reporting
- Manage Labour Hire Licensing requirements across all 3 states
- Coordinate licence reporting, renewals, and supporting documentation
- Ensure compliance records are accurate, current, and audit ready
- Liaise with Labour Hire Authorities and regulatory bodies as required
- Maintain compliance documentation in line with internal and external requirements
Visa Administration & Compliance
- Coordinate visa related administration and documentation
- Update employment contracts and appendix documents for visa purposes
- Review visa paperwork for accuracy prior to submission
- Coordinate authorisation and submissions with external visa advisors
- Manage visa repayment agreements and related documentation
- Maintain the internal visa register including application status and repayment tracking
Finance, Payroll & Administrative Support
- Provide administrative support for payroll and timesheet processes where required
- Support basic finance administration including invoicing and expenses
- Provide executive administrative support to Directors as required
- Coordinate travel bookings including flights and accommodation
- Support meeting coordination and diary management
- Develop agendas and take minutes at Board and Leadership meetings
- Manage ad hoc business and operational tasks
- Organise internal and external events including venue booking, catering, calendar management and communications
- Provide administration support to Marketing Consultant including checking for website updates, coordinating employee photos and updates, responding to reviews and providing additional support within the marketing inbox where needed
- Document, maintain, and improve Standard Operating Procedures (SOPs)
- Support SOP planning, rollout, and adherence across the business
- Identify inefficiencies and recommend practical operational improvements
- Maintain business task tracking and reporting tools (e.g. Trello)
- Office operations run smoothly with minimal disruption
- Employee onboarding is consistent, compliant, and well executed
- Licences, visas, and compliance obligations are current and audit ready
- Systems access and IT assets are accurately tracked and controlled
- SOPs are documented, maintained, and followed
- Deadlines across administration, compliance, and reporting are consistently met.
Essential Experience
- Minimum 3–5 years experience in an Administration Manager, Office Manager, or Operations role
- Experience working in a compliance heavy/safety led environment
- Strong understanding of onboarding, systems administration, and operational processes
- High attention to detail with strong organisational and prioritisation skills
- Confident managing confidential and sensitive information
- Tech savvy and process driven, with the ability to improve systems and workflows
- Strong communication skills and the ability to work across multiple stakeholder groups
- Takes an active interest in increasing recruitment knowledge, and can demonstrate critical thinking and autonomy in problem solving
Values we live by:
- Hungry
- Humble
- Smart
- Courage
- Sacrifice
- Mateship
- Endurance
