Administration Officer Operations (Works)

Purpose
To provide high level customer service and administrative support to the Operations team with a focus on civil works and infrastructure to meet divisional and organisational goals.
Duties and responsibilities
Customer Service
Respond to enquiries from ratepayers, contractors and suppliers and prepare correspondence as required.
Triage customer requests and task to the appropriate officer.
Review customer response timeframes and provide support with customer requests.
Administration
Provide administrative support to the Operations team including:
- Record and register relevant correspondence in line with the Shires record management guidelines
- Prepare and review correspondence, reports and other documentation as required
- Prepare job costing reports as required to meet operational needs
- Monitor and maintain the fuel management system
- Assist with and develop internal department procedures
- Prepare agendas and minutes for department meetings as required
- Contribute to the formation of internal and external newsletters as required
- Liaise with external authorities to report relevant issues impacting shared infrastructure as requested.
Maintain and distribute emergency call out manual.
Research and collate information to support operations programs.
Order Personal Protective Clothing & Equipment (PPCE) for operations staff.
Coordinate the review of operational documentation in line with review schedules.
Contract Management, Tendering and Procurement
Assist with contract administration, including meeting coordination and general correspondence.
Collate the necessary documentation to call for Expressions of Interest (EOIs), Requests for Tender (RFTs) and Requests for Quotations (RFQs) in consultation with the Procurement Officer and other relevant Shire staff
Distribute RFQs to appropriate suppliers and provide responses to relevant officers.
Assist with plant maintenance and replacement through:
- Research and collation of information related to the Plant Maintenance and Replacement program
- Maintain vehicle allocation records and maintenance requirements
General Duties
Support the Operations team and wider organisation through positive team participation and by assisting when required with workload, providing backup, or advice in areas of expertise.
Any other tasks determined as appropriate to the position.


Experience and qualifications
Essential
Strong computer skills in MS Office, internet and email
Data Entry and record keeping skills
Experience in the creation of templates and pro-forma documents
High work quality and attention to detail
Previous administration experience in a similar role
Desirable
Experience with the administration of contract and tender processes
Procurement experience
Knowledge of Local Government structure, procedures and environment
Qualifications in administration or similar
Research skills

About WorkPac

WorkPac is Australia’s largest privately owned workforce solutions business. We add value to our candidates by providing recruitment, skills and career development opportunities across the Mining, Construction, Healthcare industries and more. Choosing WorkPac is always a Good Move.

Equal Employment Opportunity

At WorkPac, we foster a work environment where everyone feels welcome and valued. As an Equal Employment Opportunity employer, we welcome applicants from all backgrounds and embrace diversity in race, gender, age, religion, culture, and ability.