Administration Assistant

Programmed; Rottnest Island; On-site; AUD 65,000 - 75,000; Full time

Benefits offered by this job

Paid parental leave

Employee benefits program

Wellbeing initiatives

Employee Assistance Program

Job summary

Programmed Facility Management is seeking an administration assistant to support the Rottnest Island contract from Burswood, WA. The role covers document control, procurement, travel coordination, reporting and stakeholder communications, with occasional island travel.

You'll work with operations teams, maintain compliance records, manage registers and provide strong customer service while delivering accurate administrative support across the contract.

Qualifications

• Experience in administration, coordination or project support roles.
• Strong organisation and time-management skills with high attention to detail.
• Excellent written and verbal communication and customer service focus.
• Experience managing documentation, registers and compliance records.
• Proficient with Word, Excel and Outlook; ability to prioritise multiple deadlines.
• Proactive approach and willingness to follow up outstanding information.
• Current Driver's Licence is essential.

Responsibilities

• Coordinate ferry ticket and accommodation bookings for Rottnest Island travellers.
• Raise and process DMRs, purchase orders and routine work orders.
• Prepare and maintain quotation templates and supporting docs.
• Maintain registers, document control systems and compliance records.
• Manage shared inboxes and provide general administrative support to operations.
• Follow up outstanding information and close-out documentation for projects.
• Attend monthly meetings, take minutes and track actions.
• Schedule inspections, meetings and attendances for environmental and compliance activities.
• Prepare, update and distribute reports and compliance documentation.
• Maintain accurate records and support contract administration as required.

Skills

Organisational skills

Time management

Written communication

Verbal communication

Attention to detail

Documentation management

Compliance records

MS Office suite

Driver's licence

Proactive follow-up

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

Why You'll Love Working With Us

Some of the key benefits of joining Programmed include:

• Full-time permanent opportunity supporting the iconic Rottnest Island contract
• Based in Burswood with a diverse and varied administrative workload
• Career progression opportunities within a leading national business
• Work with a collaborative and supportive operations team
• Paid parental leave and employee benefits program
• Access to wellbeing initiatives and Employee Assistance Program
• Supportive culture focused on safety, teamwork and continuous improvement

About the Opportunity

Programmed Facility Management is seeking a highly organised and proactive Administration Assistant to support the delivery of services across our Rottnest Island contract, with the role based in Burswood, WA.

This is a varied and fast-paced position that will see you working closely with operational teams, providing administrative support across document control, compliance, procurement, travel coordination, reporting and stakeholder communications. You will play a key role in ensuring the smooth day-to-day administration of a high-profile contract while maintaining excellent attention to detail and customer service. There will be occasional travel to island on a regular basis.

Key Responsibilities

• Coordinate ferry ticket and accommodation bookings for employees and visitors travelling to Rottnest Island.
• Raise and process DMRs, purchase orders and routine work orders.
• Prepare, format and maintain quotation templates and supporting documentation.
• Maintain registers, document control systems and compliance records.
• Manage shared inboxes and provide general administrative support to operational teams.
• Follow up and obtain outstanding information and close-out documentation for completed and historical projects.
• Attend monthly meetings, take minutes and track action items to completion.
• Support environmental and compliance activities by scheduling inspections, meetings and required attendances.
• Assist with preparing, updating and distributing reports and compliance documentation.
• Maintain accurate records and provide administrative support across the contract as required.

About You

To be successful in this role, you will be an organised administrator who enjoys working in a fast-paced environment and collaborating with multiple stakeholders.

You will also possess:

• Previous experience in an administration, coordinator or project support role.
• Strong organisational and time-management skills.
• Excellent written and verbal communication skills.
• High attention to detail and accuracy.
• Experience managing documentation, registers and compliance-related records.
• Strong Microsoft Office skills, particularly Word, Excel and Outlook.
• Ability to prioritise tasks and manage competing deadlines.
• A proactive approach and willingness to follow up outstanding information.
• Professional and customer-focused attitude.
• Current Driver's Licence (essential).

About Us

Programmed Facility Management is a leading provider of asset management, facilities maintenance and project management services across a multitude of industries.

Working with Programmed means becoming part of a business that values its people, prioritises safety and supports career development. We take pride in delivering exceptional service to our clients while fostering a workplace culture built on respect, collaboration and continuous improvement.

Work With Us

Join us on our mission to build outstanding people, strong customers and great communities.

Our Commitment

Programmed and PERSOL supports a workplace culture of zero harm and encourages this in all that we do.

Programmed and PERSOL strives for diversity, inclusion and equality of our people. We seek a workforce that is representative of the communities we work in.

To learn more about working with Programmed and PERSOL, we encourage you to visit our website.

Reference number: 973777
Profession:Administration/Call Centre

Company: Programmed
Date posted: 11th Aug, 2026