Administrative assistant

Administration Coordinator

Company: Earthmover Mechanical Pty Ltd
Location: Mundaring, WA – supporting workshop and remote/mining operations
Employment: Full-time / Part-time as required
Reports to: Director

About the Role

Earthmover Mechanical Pty Ltd is seeking an organised and reliable Administration Coordinator to support our heavy diesel mechanical repair business.

The position is based at our Mundaring workshop and provides administrative support to both our workshop operations and employees working remotely on mine sites throughout Western Australia.

This is a varied, hands-on administration role requiring someone who can manage multiple priorities, communicate effectively with employees and clients, and help keep the day-to-day operations of the business organised.

Key Responsibilities

General Administration

• Answer and manage phone calls, emails and general enquiries.
• Maintain electronic and paper filing systems.
• Prepare correspondence, forms, reports and other business documents.
• Maintain employee, contractor, vehicle and equipment records.
• Assist the Director with general business administration.
• Maintain company registers, licences, certificates and documentation.
• Coordinate office and workshop supplies.

Payroll & Timesheets

• Collect and review employee timesheets.
• Check hours, overtime, allowances and site-related information.
• Prepare payroll information for processing.
• Maintain leave and employee attendance records.
• Follow up employees regarding missing or incorrect timesheets.

Accounts & Invoicing

• Assist with preparation of customer invoices.
• Match purchase orders, job numbers and supporting documentation.
• Enter and process supplier invoices.
• Assist with accounts payable and accounts receivable.
• Follow up outstanding purchase orders and customer payments where required.
• Maintain accurate records of job costs and expenses.
• Liaise with the company's accountant/bookkeeper as required.

Workshop & Job Administration

• Create and maintain job files and work orders.
• Assist with tracking labour, parts and other costs against jobs.
• Process purchase orders and supplier documentation.
• Assist with parts ordering and tracking deliveries.
• Maintain records for workshop vehicles, tooling and equipment.
• Assist with scheduling workshop jobs and field service work.
• Ensure completed job documentation is collected and filed correctly.

Mining & Remote Site Administration

• Coordinate employee mobilisation to mine sites.

• Liaise with clients regarding mobilisation and site-access requirements.

• Arrange and monitor:

  • Medicals
  • Drug and alcohol testing
  • Site inductions
  • Training and competencies
  • Licences and VOCs
  • Client onboarding documentation
  • Flights, accommodation and travel where required

• Maintain mobilisation and compliance registers.

• Monitor expiry dates for medicals, inductions, licences and competencies.

• Ensure employees have the required documentation before travelling to site.

Rosters & Employee Coordination

• Assist with maintaining employee rosters for workshop and remote personnel.
• Communicate roster, mobilisation and travel information to employees.
• Maintain employee contact and emergency information.
• Assist with onboarding new employees and subcontractors.
• Prepare employment paperwork and collect required documentation.
• Assist with apprenticeship and training administration.

Safety & Compliance Administration

• Maintain WHS and company compliance records.
• File pre-starts, Take 5s, JSAs/JHAs and other safety documentation.
• Maintain training and competency records.
• Assist with incident documentation and record keeping.
• Monitor expiry dates for company and employee compliance requirements.
• Assist with client audits and requests for compliance documentation.

Skills & Experience

The successful applicant should have:

• Previous administration experience, preferably within mechanical, mining, construction, transport or another trade-based business.
• Strong organisational and time-management skills.
• Good written and verbal communication skills.
• Strong attention to detail.
• Confidence dealing with employees, suppliers, customers and mining clients.
• Ability to work independently and prioritise competing tasks.
• Good computer skills, including Microsoft Outlook, Word and Excel.
• Experience with accounting/payroll software such as Xero or MYOB would be advantageous.
• Experience with mining mobilisation systems and client portals would be highly regarded.
• Basic understanding of mechanical terminology would be advantageous but is not essential.

Personal Attributes

We are looking for someone who is:

• Reliable and punctual.
• Highly organised.
• Proactive and able to follow tasks through to completion.
• Comfortable working in a busy, practical workshop environment.
• Able to deal professionally with tradespeople, clients and suppliers.
• Willing to learn the operational side of a heavy diesel business.
• Able to handle confidential employee and business information appropriately.
• Flexible and willing to assist wherever required.

Role Objective

The primary objective of this position is to keep the administrative side of Earthmover Mechanical organised and efficient, allowing our tradespeople and management team to focus on delivering heavy diesel repair and maintenance services.

The Administration Coordinator will play an important role in ensuring workshop jobs, remote-site employees, mobilisation requirements, payroll information, invoicing and compliance documentation are kept accurate and up to date.