Office Coordinator - Heritage And Environment Group - Port Hedland

Job description

• Port Hedland Based Role
• Exciting new role
• District allowance, rent & utilities subsidies, salary sacrifice and much more
• 8 weeks annual leave

New Opportunities!
The Kariyarra Aboriginal Corporation (KAC) is a relatively new Prescribed Body Corporate (PBC), which is currently expanding its workforce to accommodate new and exciting roles to support the Kariyarra People in managing their native title rights and interests. These roles will give great opportunities to those who wish to embrace regional opportunities and help make a difference to the lives of the Kariyarra People.
Living and working in the Hedland area will allow you to engage with the Kariyarra Traditional Owners and to be part of a rich cultural life. Local beaches and recreational activities create a unique lifestyle and family life that one can not find in a city environment.
About the Kariyarra People
The Kariyarra People mainly live in the towns of Port and South Hedland, as well as neighbouring towns and communities in the Pilbara and Kimberley region including Roebourne, Karratha and Broome in the north-west of Western Australia. Kariyarra country is bound by Ngarla country to the northeast, Nyamal to the east, Palyku to the southeast, Panyjima to the south and Ngarluma to the west.
The KAC is the PBC which holds native title in trust for the Kariyarra People, who are the native title holders of the land and waters covering approximately 17,354 sq km of Australia.
The Kariyarra Determination Area is home to places of special significance to the Kariyarra People, including ceremonial and mythological sites, petroglyphs, archaeological and historic sites of significance as well as other topographic features including permanent pools, major river and estuarine systems such as the Yule and Turner Rivers and natural resources.
The Role
The primary objective of this role is to provide executive and administration support to the Kariyarra Aboriginal Corporation’s (KAC) Heritage and Environment Manager and the Team to provide an efficient group working environment that is collaborative and cohesive. Support and collaboration will also be required to work with other Executives within the broader KAC Team and stakeholders to meet the Corporations objectives in a culturally responsible manner.
KEY RESPONSIBiLITiES AND OBJECTIVES
Duties include, but are not limited to:

• Greet and assist visitors when they arrive at the office.
• Follow office workflow procedures to ensure maximum efficiency.
• Monitor office expenditures and handle all office contracts (rent, service etc.)
• Perform basic bookkeeping activities and update the accounting system.
• Deal with customer complaints or issues.
• Monitor office supplies inventory and place orders.
• Assist in vendor relationship management.
• Work directly with the Group Manager to support all aspects of daily work routine.
• Maintain the Group Manager calendar, including scheduling meetings, appointments, speaking engagements, and travel arrangement for flights and accommodation.
• Manage conference calls and TEAM’s meetings. Exercise discretion in committing time and evaluating needs.
• Serve as a liaison between the Group Manager, CEO, staff and the public. This includes receiving and screening phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution e.g., membership inquiries be directed to the Membership Officer in South Hedland, directing environment calls to Ranger Coordinator and Heritage inquiries to the Group Manager or delegate.
• Screen emails placing them in order of priority and messages that need attention or urgent requests for information.
• Coordinate work with other KAC staff as needed; play a key role in the coordination of staff efforts both within and outside the department.
• Provide coordination, monitoring, and communication of projects and programs managed by the Heritage and Environment Group.
• Assist in activities and processes including project planning, intake, prioritisation, execution, and training; as well as in fostering collaboration of end-users and key stakeholders.
• Serve as a primary point of contact between the Office of the Heritage and Environment groups, including helping to coordinate the work of the different groups and providing administrative support for governance meetings.
• Assist the Group Manager to prepare monthly reports to CEO by due date.
• Determine priority of matters of attention for the Group Manager redirect matters to staff to handle, or handle matters personally, as appropriate.
• Keep the Group Manager advised of time-sensitive and priority issues, ensuring appropriate follow-up.
• Routinely perform a wide variety of support duties.
• Handle printing, mail/overnight packages, copying, filing, and email messages.
• Sort and log in mail; maintain e-mail and other address directories.
• Create and maintain a register of KAC members involved in Heritage and Environment works. Including keeping phone numbers and addresses updated.
• Compose and prepare letters relating to routine correspondence for the Group Manager’s signature.
• Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials. Take notes and minutes of meetings and finalise for distribution.
• Transcribe source material, prepare documents, reports, tables and charts; distribute as appropriate.
• Prepare, reconcile, and submit expense reports.
• Maintain paper and electronic filing systems.
• Find KAC reports and catalogue and file them, in SharePoint.
• Maintain confidential and sensitive information.
• Compiling market research information (e.g., gathering industry information)
• Organise events where needed such as workshops, training and external KAC events as directed including logistics and catering.
• Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material.
• Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives as needed.
• Work closely with Heritage and Environment Manager and will typically work from 8 am to 4 pm (and be on call outside these hours).
• Follow communication and safety procedures and work collaboratively in a respectful team environment.
• Attend heritage & environment meetings and other meetings when required.
• Adhere to compliance procedures.
• Involvement in KAC events as required.
• Ability to react calmly and effectively under pressure;
• Ensure compliance with cultural protocols and KAC Policy and Procedures at all times.
• Participate in performance reviews and professional development as required, including undertaking further training as directed.

Selection Criteria * Demonstrated experience as an Office Coordinator or in a similar role administratively supporting senior management;

• Demonstrated experience in operational administration in a senior and confidential environment;
• Demonstrated ability to work independently and flexibly, as well as cooperatively as part of a team;
• Experience in customer service will be a plus;
• Knowledge of basic bookkeeping principles and office management systems and procedures;
• Outstanding knowledge of MS Office, “back-office” and accounting software;
• Working knowledge of office equipment (e.g. optical scanner);
• Excellent communication and interpersonal skills;
• Organized with the ability to prioritize and multi-task;
• Reliable with patience and professionalism;
• Project management and support experience;
• High level interpersonal skills with the ability to establish and maintain positive and productive relationships with members, major partners and stakeholders;
• Ability to work in a busy environment whilst managing conflicting demands;
• Ability to think critically and demonstrate initiative;
• High level organisational skills and ability to consistently follow-through on tasks in a timely manner; and
• Sound knowledge of risk management practices and Health, Safety and Environment requirements.

Desirable: * Computer literacy and proficiency with PC’s/Apple computers including word processing, spreadsheet and data software and SharePoint.

• Experience working with Aboriginal people and awareness of cultural protocols.

Qualifications and experience required/to be maintained:

• A current WA C Class Driver’s Licence; and
• Working with children check.

You may also be required to:

• Provide a National Police Check; and
• Undertake First Aid and 4WD training;

Location and conditions
The role will be based in Port Hedland. A generous salary package including district allowance, rent & utilities subsidies, salary sacrifice, and 8 weeks annual leave will be negotiated for the right person.
For further information and to obtain a full job description please email Jodie Rowell at using the subject line: Office Coordinator - Heritage and Environment Group - Port Hedland enquiry via EthicalJobs.
Applications will be assessed as received and candidates interviewed accordingly before the closing date.
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