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Administration Officer, Yatala, Queensland

Created 02/01/2021
Reference R0001409
Category Administration & Facilities
Job type Administration & Facilities
Country Australia
City Yatala, Queensland

Job Description:


  • The purpose of this position is to provide administrative support as required by the East Coast Sales Manager and management of administration tasks at the Queensland office.



  • Conduct all activities in a safe manner whilst adhering to HEPICS SH&E policies and statutory regulations and alerting others regarding potential concerns.
  • Ensure adherence to the HEPICS Quality Assurance system and that all documentation under your control conforms to HEPICS Quality and Management Systems.



General reception duties including answering phones, taking messages, greeting visitors and arranging Boardroom luncheons as needed. Provide administrative support as required by the Queensland and New South Wales Service Managers. Provide administrative support as required by the East Coast Sales Manager. Provide administrative support to the Qld and NSW Service Departments Project and Workshop Managers including Pronto data entry to produce invoices and accompanying paperwork; reconciliation and labour hire accrual of contractor hours and project timesheet data entry.  Journal entry of costs onto jobs as required.  Provide administrative support in the Purchasing and Accounts Payable departments including but not limited to; raising purchase requisitions, receipting in goods, matching invoices to purchase orders and assisting Accounts Payable department with queries. Coordinating with new suppliers for the completion of new supplier paperwork. Conducting monthly supplier reviews. Booking and coordination of travel arrangements as directed. Maintaining office stationary and office and cleaning supplies. Managing petty cash and payment of staff amenities.  Purchase of kitchen supplies as required.  Management and coordination of cleaners, gardeners and repairs & maintenance to the office building and equipment as required.  Organise and coordinate branch functions including but not limited to; annual End of Year function, quarterly barbeques. Organise and coordinate HR activities as directed by head office including but not limited to; annual flu vaccinations, skin checks and general HR training. Attendance at Safety Toolbox Meetings, taking minutes and distributing to the team. Maintain registers including but not limited to; Fire and Safety Apparatus, Environmental Register, Vehicle Register, Electrical Test and Tag Register and Key Register. Conduct Visitor Inductions. Ensure Branch Area Inspections are done on a regular basis and any defects and/or repairs are addressed. In conjunction with the Safety Coordinator, assist with the implementation of safety documentation and coordinate the monthly safety meeting including preparation of “Take 5” and Incident Reporting statistics. Assist with Workers Compensation cases as required. Coordinate staff training, both internally and externally. Maintain staff training folders with copies of all current training certificates, licences and induction paperwork.  Maintain a training matrix and spreadsheets of expiration dates. In conjunction with the HR and Safety Departments, conduct new staff and visitor inductions. In conjunction with the HR Department, coordinate payroll paperwork for new employees and forward to head office for processing. Coordinate timesheets for service personnel and forward to payroll within the predetermined deadlines.  



  • Previous experience in an Administration role.
  • Experience dealing with customers and suppliers.
  • Highly developed verbal and written communication skills.
  • Proven ability to work unsupervised and show initiative.
  • Attention to detail and commitment to producing accurate results.
  • Experience working in the quarry/mining/manufacturing industry.
  • Experience in taking accurate meeting Minutes.
  • Experience in organising functions.



  • Computer literate with knowledge of Pronto ERP software preferred as well as Microsoft products, Word, Excel, Powerpoint.
  • Ability to work both independently and as a team member.
  • Good organisational skills.
  • Good written and oral skills.
  • Understanding of safety concepts.
  • High level of initiative and judgment.
  • Ability to work with a wide range of people.
  • Willingness to work hard and additional hours to meet the demands of the role.