About the Role 

You will provide crucial administrative and coordination support, ensuring smooth office operations and executive-level assistance across various business functions. The role is ideal for someone looking to build their career in administration with a major international company in the infrastructure sector.

Key Responsibilities

International Staff Management

• Coordinate and manage the relocation process for international employees moving to Australia.
• Manage visa applications, renewals, and related immigration queries for all staff.
• Organise domestic and international travel bookings and approvals.
• Handle accounts administration (invoices, purchase orders, vendor profiles).
• Manage supplier accounts (Toyota Fleet, Bunnings, office printers, Uber for Business) and keep records current.
• Prepare reports for Cost Control and Finance, including FBT.
• Deliver high-level administrative support, including training new projects on tender administration.
• Support the processing of expense claims and invoice screening activities.
• Coordinate schooling arrangements for international employees’ children, including management of related invoicing and documentation.
• Perform ad hoc tasks to support the HR and wider business teams.

Contracts Management Responsibilities

• Manage and maintain corporate agreements and contracts with airlines, hotels, and accommodation providers.
• Liaise with suppliers to negotiate rates, booking terms, and service arrangements in line with company requirements.
• Liaise with the Legal and Commercial teams to support contract reviews, approvals, compliance, and commercial requirements.
• Monitor contract performance, renewals, and compliance to ensure cost-effective and efficient travel and accommodation solutions for employees. 
• Maintain accurate records of contracts, pricing agreements, and supplier documentation.
• Manage the running cost budget by reviewing and managing it quarterly.

Training Management

• Support the business in developing and maintaining training plans for all employees.
• Coordinate and organise training sessions, liaising with both training providers and attendees to ensure smooth delivery.
• Monitor and track training budgets and provide regular reporting to the HR team.
• Maintain accurate training records in LMS and ensure employee training compliance requirements are met.

Events Management

• Coordinate and organise corporate events and staff functions for employees.
• Liaise with internal stakeholders and external vendors to ensure successful event planning and delivery.
• Monitor and track event budgets and provide regular reporting to the HR team.

Qualifications & Experience 

• Relevant experience in administration role
• Exceptional written and verbal communication.
• Intermediate-advanced Excel skills.
• Experience with multitasking and prioritising in a busy environment.
• Ability to work independently and collaboratively.
• Proven confidentiality and trustworthiness.
• Strong relationship building at all levels.
• Diplomatic yet assertive.
• Knowledge of SAP ERP systems.

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