Business Support Coordinator

About Hamilton:

With over a decade of experience servicing Australia's critical industrial sectors, Hamilton is the industry recognised provider for specialised Electrical, Instrumentation and Turn-Key Project solutions. Our mission is to support small industrial companies through to large multi-national organisations across the Oil & Gas, Mining, Water & Waste, Infrastructure and Manufacturing Sectors. Our core values of quality, safety and innovation are the foundations of not only our services but is echoed through-out our management team, support staff and operations.  

We are currently seeking an enthusiastic and driven Business Support Coordinator to provide a high level of support services to the business. While the role will be centric around general Business Administration, there will be a strong focus on People and Compliance. If you are the type of person that loves variety in their workday, interactions with internal and external stakeholders and would like to learn the “in’s and out’s” of business operations, then this is the role for you.

About The Role:

This opportunity is Full Time and based out of our fun and inviting Banyo Office, in close proximity of cafe’s and restaurants, perfectly positioned for our social events. The successful candidate will play a pivotal role in ensuring the smooth day-to-day operations of our office and liaise with the key departments, contributing to the overall efficiency and success of the company. This is an exciting opportunity to be part of a dynamic team and make a meaningful impact in our business.

Responsibilities:

• Reception responsibilities, such as managing incoming calls, directing mail, and addressing office visitors and contractors.
• Support freight and dispatch activities, coordinating shipments and ensuring timely delivery of products including mail collection.
• Communicate with internal staff and external stakeholders on behalf of the senior management as required.
• Management of travel and accommodation bookings and records.
• Maintain the EMS database with employee qualifications, competencies, inductions and licenses for compliance and reporting.
• Equipment management: Ensure employees are compliant with all PPE/equipment and coordinate the internal storeroom stock levels.
• Create and update records, databases, and document control systems to ensure accurate and accessible data in-line with the company’s BMS and ISO Accreditation guidelines.
• Manage facility and shared space operations such as reception, kitchen, and meeting rooms by maintaining a tidy and professional office environment.
• Provide executive support to the General Manager, Director and Service Manager including calendars, scheduling appointments, and preparing document and information.
• Assist with the organisation of staff events, such as socials, BBQ’s, Birthday’s, and Party’s to foster a positive and inclusive work environment.
• Coordinate the maintenance schedules for vehicles and assets, maintaining the company’s Asset and IT Registers with accurate and up-to-date information.
• Collate social media content and images from the Projects and Services departments on behalf of the marketing department.
• Maintain the company training matrix, scheduling employee training as per the request of the Project and Service Departments.
• Procurement administrative support: Support the Service and Project team with the reconciliation of purchase orders, invoices and deliveries in the Job Management System.
• Company communications: Prepare company communications, presentations, and announcements on behalf of the Senior Management Team. 
• Assist with recruitment resourcing and admin duties including but not limited to shortlisting resumes, reference checking, police checks, medical bookings, pre employment packs, online inductions, collecting of tickets, & drafting contracts of employment.
• Assist the Senior Management with the compliance and administration of the on-boarding and off-boarding processes and the maintenance of the Employee Management Software (EMS).
• Review and maintain the company Policies and Procedures in accordance to the BMS, ensuring accurate revision control and referencing.
• Review and report on the company’s Corrective Action Plan to the relevant stakeholders.

Essential Requirements:

• Demonstrated experience in providing administrative Business Support services with high attention to detail and customer service quality.
• Understanding of WHS policy and legislation highly regarded.
• Demonstrated experience in Human Resources best practices and Industrial Relations Legislation preferred.
• Demonstrated ability to exercise discretion and maintain confidentiality on sensitive issues.
• The ability to work autonomously on tasks to ensure their successful completion and meeting performance requirements.
• Proficiency in Microsoft Office Suite, with a strong emphasis on Office 365 applications is essential.
• Excellent communication skills, both verbal and written.
• Ability to work independently and with confidence.
• Experience with job management software and or employee management software highly regarded.
• Experience in developing and maintaining effective office systems, policies, and procedures.

Benefits:

• Highly competitive salary.
• Full Time, Monday - Friday with the option of reduced hours on Friday's for a longer weekend!
• Conveniently located office with free onsite/offsite parking
• Training and professional development commitment
• Rewarding work environment where achievements are recognised and valued
• Employee Assistance Program – supporting our team’s mental health and well-being
• Company Social calendar and events! 

If you are looking for an extraordinary career with a company poised for growth, then we would love to hear from you.