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SalaryPetrofac is a leading international service provider to the energy industry, with a diverse client portfolio including many of the world’s leading energy companies.
We design, build, manage and maintain infrastructure for our clients.
We encourage applications and enquiries from Aboriginal and Torres Strait Islander people looking to apply for opportunities within Petrofac. Indigenous Peoples are critical partners and stakeholders within Petrofac operations across Australia.
We recruit, reward, and develop our people based on merit regardless of race, nationality, religion, gender, age, sexual orientation, marital status, or disability. We value our people and treat everyone who works for or with Petrofac fairly and without discrimination.
Petrofac is striving to develop a diverse and inclusive culture where everyone can contribute. We encourage everyone to apply, especially those individuals who form part of underrepresented groups. Applications are also welcome from candidates who want to discuss flexible working or job-sharing requests.
The world is re-thinking its energy supply and energy security needs, planning for a phased transition to alternative energy sources. We are here to help our clients meet these evolving energy needs.
This is an exciting time to join us on this journey.
We support flexible working requests and have adopted a hybrid approach for most of our office-based roles
Are you ready to bring the right energy to Petrofac and help us deliver a better future for everyone?
Job Title: Office Administrator
Our Perth office is growing, and we are looking for an administrator to provide focused support for the general day to day office requirements. In addition, this role will provide the HR Department with administrative support.
General Office Support Accountabilities
- Supporting the Office & Facilities Manager with ad-hoc administration and general office assistance, as required.
- Managing the main phoneline, office guests and visitors while ensuring the office is safe, clean, and welcoming.
- Provide professional and efficient admin support with office supplies, including stationary, pantry stock, mail collection, catering, couriers etc.
- Organise and manage the meeting room schedules and calendars to suit business needs.
- Work with the HSE team on office health and safety actioning hazard cards and provide admin support for the Incident Management Team including overseeing and forward planning the roster.
- Maintain the supplier registration system, supporting with credit applications and the due diligence processing in collaboration with group compliance for all suppliers and contractors as requested.
- Complete data entry tasks and preparation of company letters, office filing and records for corporate templates. Contributing to team deadlines and supporting where possible with formatting and collating documents.
- Raise purchase requisitions in support of business requirements, including on and offshore projects as requested.
- Attend service and functional line meetings in the capacity as note taker.
- Work collaboratively across the office to support all function and service line teams.
- Provide HR administration support to the local business which will include, but not limited to employment reference letters, change of condition’s, reporting line change letters and generally assist the HR manager in the creation of all local template letters.
- Respond to general HR related employment enquires, directing employee enquires to the appropriate HR functional lead, as required.
- Coordinate and manage all visa applications, with support from the HR Manager
- Conduct VEVO checks and collaborate with the relevant visa agent to ensure compliance.
- Assist with the creation and maintenance of a local training competency for the local business unit.
- Assist in the induction and onboarding of new employees, which will include conducting welcome sessions, coordinating onboarding for new-starters including but not limited to: ensuring IT equipment and desk are ready, set up of laptop/profiles, organise training sessions and focal point for new starter queries.
- Provide HR administration support to the business leaders which may include providing leaders HR Data in a report format.
- Support HR manager with the creation of client monthly reports.
- Analyse key HR data and using reports, highlighting important dates such as; casual conversion dates, probationary period reviews and upcoming FTC end dates to the business.
- Support the HR Manager in organising training sessions for employees and managers on employee relations topics, fostering a positive workplace culture.
- Be the focal point of contact for Oracle Cloud Employee Data Management changes.
- Process employee offboarding and termination requests, liaising with the relevant departments including IT, ensuring all assigned assets are return prior to the employee (or contractors) departure.
- Willingness to participate in the local Emergency/Incident Management Response roster.
- HR related tertiary qualification (Highly desirable)
- Previous experience in working in a fast passed organisation with changing circumstances, demonstrating flexibility in problem-solving approaches.
- Understanding of standard office procedures, protocols, and administrative processes
- Excellent organisational abilities to manage multiple tasks, prioritise work, and meet deadlines.
- Ability to understand and empathise with diverse perspectives and experiences.
- Demonstrate high ethical standards, integrity, discretion, and confidentiality in dealing with sensitive commercial-related matters and handling employee and relations issues.
- Excellent written and verbal and listening communication skills.
- Strong interpersonal skills to build and maintain positive relationships.
- Working harmoniously within a team and supporting a collaborative work environment.
- Strong attention to detail, with exceptional administration skills.
- Intermediate to advanced IT user and experienced in MS Office Suite.
- Punctual, reliable, conscientious, courteous.
- Highly organised with the ability to manage a range of tasks with changing/competing priorities whilst still delivering results at a fast pace.
- Maintaining a professional demeanour in all interactions representing Petrofac positively.
- Familiarity with basic database management and data entry.
- Effective allocation of time and resources to maximise productivity.
