Administration/Business Coordinator

Reporting to the General Manager, you will be responsible for managing daily works planning, bookings, dispatch and job allocation with a high level of accuracy, meeting or exceeding company and customer expectations. The Administration/Business Coordinator is the first point of contact for field members and our clients, providing exceptional administration support including data entry, invoicing, reporting, client management, office supply maintenance and customer queries.

The business operates 24/7/365 days. This role includes after-hours response as required and a flexible approach to working hours.

Key Responsibilities:

• General administration, data entry, record management
• Answering and directing calls
• Scheduling, routing, and general vehicle coordination
• Liaison with customers and field team members, providing assistance, and leadership in allocating tasks and ensuring resolution of onsite variations 
• Conducting daily debriefs with field team members
• Encouraging a culture of safety and communication
• Field team KPI reporting, GPS data monitoring and management of work and site documentation
• Completion of waste tracking certificates and ensuring record management of field team member data sheets 
• Compliance reporting in line with regulatory requirements
• Responding to operational issues in the field in a timely and safe manner
• Assisting the management team in meeting operational requirements
• Accurate data entry and preparation of task specific reports, including all associated client work sheets, invoices, pictures, GPS data and compliance documentation
• Invoicing of customers
• Preparation of high-quality reports and information provision for clients, customers, and management
• Provide support and liaise with management team to ensure ongoing review and continuous improvement across safety, quality, risk, and compliance.

Skill Requirements:

• Previous administration knowledge and experience in a similar role, with a background in logistics and planning
• Previous experience in billing, invoicing, and/or payroll would be highly regarded
• High level report writing and written communication skills
• Strong time management skills and attention to detail
• Advanced computer skills
• Work well under pressure
• A proactive approach to problem solving
• Strong people skills, including an exceptional ability to communicate, negotiate and effectively resolve issues
• Well-developed organisational and prioritising ability
• Excellence in record keeping 
• A commitment to customer service
• A strong focus on health and safety.

Are you interested?

To apply: Please provide your resume with an accompanying cover letter and three appropriate referees.