AddressThis role provides provisions for the business and administration support for the Brisbane site, with a focus across three key areas:
1) Administration support- reception management, reports, filing, record keeping, general administration, events coordination, data entry and accounting support functions. Managing the purchasing and coordination of third-party support services or ad hoc business equipment, including requesting and assessing quotes.
2) Facility/Contractor management- oversee all facets of facility and equipment maintenance and liaise with contractors as required to complete works. This includes inductions to facilitate onsite supervision, working with our workshops and Brisbane Airport to maintain supplier and compliance tracking systems.
3) Technical Library support maintain an Aviation Technical library to meet regulatory requirements for technician support in ensuring current publications and manual are utilised.
The Business & Facility Support Specialist is a vital member of our team, providing essential support to ensure the smooth and efficient operation of the business. This role involves performing a variety of administrative tasks, including managing correspondence, organizing meetings, maintaining records, and assisting with day-to-day operations. The Support Specialist will work closely with team members and management to facilitate communication, streamline processes, and contribute to the overall success of the organization.
Essential Responsibilities:
- Manage incoming and outgoing correspondence, including emails, phone calls, and mail, and ensure timely and accurate responses or forwarding to the appropriate individuals.
- Maintain accurate records of facility-related activities, maintenance schedules, work orders, and expenditures, and generate reports as needed to track performance, monitor trends, and identify opportunities for improvement.
- Collaborate with external vendors, contractors, and service providers to coordinate repairs, maintenance services, and facility upgrades, and ensure work is completed on time and within budget.
- Coordinate site meetings, events, activities, VIP appointments, including scheduling room reservations, logistics, catering, and guest arrangements and preparation of meeting materials.
- Conduct inspections of facilities, identify maintenance needs and safety hazards, and take corrective actions or report issues to appropriate personnel for resolution.
- Prepare and distribute agendas, minutes, and other documents for meetings, ensuring accuracy and completeness of information.
- Maintain electronic and hard copy filing systems, including organizing and categorizing documents, records, and other materials for easy retrieval and reference.
- Assist with data entry, record-keeping, and database management tasks, ensuring data accuracy, integrity, and confidentiality.
- Perform general clerical duties, such as photocopying, scanning, faxing, and filing, to support day-to-day operations.
- Monitor and maintain inventory levels of cleaning supplies, maintenance materials, and safety equipment, office supplies and coordinate procurement and replenishment as necessary.
- Coordinate services, including cleaning and sanitizing common areas, restrooms, and office spaces, and replenishing supplies as needed to maintain cleanliness and hygiene standards.
- Respond promptly to facility-related emergencies, such as power outages, and take appropriate actions to mitigate risks and minimize disruptions.
- Conduct safety inspections and audits of facilities, identify potential hazards or compliance issues, and implement corrective measures to ensure compliance with regulatory requirements and industry standards.
- Support regulator audits for technical library duties and support the business Quality Management System to meet requirements.
- Perform periodic logistics and customs supplier quality performance audits.
- Adhere to company policies, procedures, and guidelines related to administrative processes, confidentiality, and information security.
Qualifications/Requirements:
- Proven experience in an administrative support role and basic facility management, preferably in a technical environment.
- Ability to work independently with minimal supervision and as part of a team, demonstrating reliability, initiative, and a proactive approach to problem-solving.
- Very strong organizational and time management skills, with the ability to prioritize tasks, manage multiple projects simultaneously, and meet deadlines.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and other relevant software applications.
- Excellent communication and interpersonal skills, with the ability to interact professionally with colleagues, clients, and vendors.
- Attention to detail and accuracy, with the ability to produce high-quality work and maintain thorough and organized records.
- Ability to work independently with minimal supervision and as part of a team, demonstrating initiative, flexibility, and a positive attitude.
- Discretion and confidentiality in handling sensitive information and confidential matters.
- Willingness to learn and adapt to new tasks, procedures, and technologies as needed.
- Excellent communication and interpersonal skills, with the ability to interact professionally with colleagues, vendors, and external stakeholders.
- Attention to detail and commitment to quality, with a focus on delivering high-quality services and maintaining cleanliness, safety, and functionality of facilities.
- Willing to oversee responsibilities onsite 5 days a week
- Basic contract administration skills
- Ability to develop or clearly document business processes, or the capability to develop this skill quickly with training and support.
- Experience working within an airport managed or similarly regulated facilities and/or administrative environment is not essential but is highly regarded.
