Business Administration Coordinator

About the role

Vanguard Mining is seeking an enthusiastic and detail-driven Business Administration Coordinator to support our commercial, sales and administrative functions. Reporting directly to the General Manager, you will start where our work is won, coordinating, formatting and proofreading the proposals, tenders and quotations that go out to our customers, and providing day-to-day sales and project administration support. Over your first 12 months the role grows in stages into office and finance administration, document control and spare parts support. This is a hands-on role suited to someone who writes well, takes pride in detail and says yes before they say no. You do not need tender or technical writing experience. Working closely with our Sales, Engineering, Procurement and Project Delivery teams, you will learn the technical side on the job. Success in this role is measured by accurate and professional submissions, on-time deadlines, reliable follow-through and the trust you build across the business.

Key responsibilities

• Coordinate, format, proofread and compile professional proposals, tenders, quotations and supporting documents in line with Vanguard standards and client requirements.
• Maintain and improve proposal templates, standard content and capability information.
• Coordinate internal inputs, pricing and approvals from Sales, Engineering, Projects and Operations to support on-time submissions.
• Maintain tender and quotation registers, submission dates, status and follow-up actions.
• Provide day-to-day administrative support to the General Manager and, as required, other Vanguard managers and teams.
• Assist with customer and project correspondence, meeting preparation, action tracking, registers and records.
• Support the preparation and administration of purchase orders, sales documentation and project records.
• Progressively take on office and business administration, finance and accounts administration, document control and spare parts support as your capability develops.

About you

• Excellent written English, grammar and proofreading skills, with sharp attention to detail.
• Enthusiastic, positive and service-oriented, with a genuine can-do approach to supporting the team.
• Highly organised, with the ability to manage multiple priorities and deadlines.
• Proactive and accountable, with strong follow-through and the confidence to ask when you need direction.
• Strong working knowledge of Microsoft Word, Excel, Outlook and Teams; SharePoint or OneDrive experience is desirable.
• Exposure to Xero, MRPeasy or a similar ERP or accounting system is desirable but not essential.
• Around 1 to 3 years of administration, coordination or business support experience is preferred; candidates with less experience and a strong attitude and aptitude will also be considered.

About us

Vanguard Mining is a growing Australian engineering company delivering innovative crushing, screening, conveying and mineral processing solutions. Established in 2017, Vanguard Mining specialises in the design, engineering, procurement and supply of mineral processing and bulk materials handling equipment. Our integrated delivery model, practical engineering expertise and close relationships with leading global manufacturing partners allow us to deliver high-quality, low-risk solutions tailored to our customers' operational requirements.