AddressAdministration officer - Operations
About the Role
Reporting to the Ports Operations Lead this role is responsible for delivering and coordinating administrative support for the Port of Bundaberg (POB). The position requires ensuring that all services are reliable and efficient, with procedures and systems being executed with precision and timeliness. The primary objective is to support the operational and commercial success of POB through meticulous management and coordination of administrative functions.
Key Responsibilities
- Act as the primary interface for the Port of Bundaberg (PoB) Manager and Port Operations Lead, managing their meeting schedules and appointments efficiently.
- Support the management of email and other documentation to ensure seamless communication and information flow within the business unit.
- Provide comprehensive support and guidance to the POB team on administrative systems, including problem-solving and acting as a liaison between users and service providers.
- Coordinate telephone inquiries and assess incoming correspondence, directing them to the appropriate parties.
- Prepare and mail outgoing correspondence, ensuring accuracy and timeliness.
- Manage electronic calendars for the PoB Manager and Port Operations Lead, coordinating appointments effectively.
- Generate reports and perform data analysis to support decision-making processes.
- Maintain document control and facilitate internal mail distribution within the department.
- Utilise systems to process invoices, workflow, and storage system efficiently
- Monitor and meticulously record port usage by customers to provide accurate data for invoicing shipping agents and shippers for their utilisation of port facilities.
- Facilitate the purchase and supply of equipment, materials, and services necessary for smooth port operations.
- Conduct end-of-month accruals to ensure accurate financial reporting and compliance with accounting standards.
- Facilitate travel arrangements and conference registrations for department members as required.
- Assemble and submit Expense Management process for PoB Manager.
- Coordinate meetings, including arranging venue bookings, catering, and agendas, and maintaining comprehensive record-keeping.
- Provide support during meetings, including minute-taking and procurement of services for external consultants.
- Coordinate site tours, ensuring all necessary documentation, logistics, and safety measures are in place.
- Assist with the shipping schedule and provide detailed reporting to the Port Operations Lead, ensuring accurate tracking of port usage by customers for invoicing purposes.
- Conduct regular audits and inspections to ensure adherence to operational standards and regulatory requirements.
- Identify areas of non-compliance and implement corrective actions.
- Prepare and assist with the presentation of detailed audit reports to senior management.
About You
We are looking for a proactive and enthusiastic Administration Officer who has great personal drive, adept at working collaboratively. To be successful you will require excellent interpersonal and communication skills, an ability to prioritise workloads and extensive knowledge of the MS Office Suite.
You will be required to have
- C Class Driver’s Licence (Manual Transmission)
- Previous experience working in a logistics/scheduling role (desirable).
- Certificate III or IV Business Administration.
- Level I Procurement Fundamentals (Qld) (desirable or able to obtain)
To apply
Please complete the online application form and submit a cover letter, resume and copies of any qualifications as part of your application.
For further details on the role and requirements, please refer to the full position description.
Confidential enquiries can be made by contacting the recruitment team on (07) 4976 1***.
Applications are to be received prior to 4pm on Monday, 15th July 2024 and must be submitted via https://www.gpcl.com.au/who-we-are/work-with-us/
