Administration Coordinator

ECAAS; Adelaide; Hybrid; AUD 65,000 - 90,000; Full time

Job summary

ECAAS Certification International is seeking an Administration Coordinator to support certification operations by coordinating audits, managing documentation, and liaising with clients and auditors. This role involves working across Australian and international teams in a fast-paced environment and delivering high-quality administrative support.

Responsibilities include scheduling audits, maintaining records, arranging travel for auditors, and contributing to process improvements while providing

Qualifications

• Experience in administration or coordination roles.
• Strong written and verbal communication skills.
• Commitment to exceptional customer service.
• Ability to build positive relationships with clients, auditors and colleagues.
• High attention to detail and accuracy.
• Strong problem-solving skills and prioritisation of tasks.
• Confidence with technology and learning new software systems.

Responsibilities

• Respond to client and auditor enquiries via phone and email in a professional, timely and customer-focused manner.
• Coordinate audit schedules and documentation between clients, auditors and internal staff.
• Monitor audit progress and proactively manage deadlines to ensure activities are completed within required timeframes.
• Prepare, proofread, merge, publish and maintain certification and audit documentation with a high level of accuracy.
• Create certification documents and maintain certification registers and databases.
• Arrange travel bookings and itineraries for auditors when required.
• Perform general administrative, clerical and data entry duties.
• Work collaboratively with local and international teams to support day-to-day business operations.
• Contribute to continuous improvement initiatives and process enhancements.

Skills

Organizational skills

Time management

Written & verbal communication

Customer service

Stakeholder relationship management

Attention to detail

Problem solving

Prioritisation

Tech proficiency

Adaptability

Independent & collaborative work

Experience in administration

Tools

Microsoft Office Suite

Job description

About Us

ECAAS Certification International is a JASANZ-accredited Certification Body providing internationally recognised ISO Management System Certification services to organisations across Australia and around the world.

As our business continues to grow both nationally and internationally, we are looking for an organised, proactive and customer-focused Administration Coordinator to join our team.

This is an excellent opportunity for someone who enjoys variety, thrives in a fast-paced environment, and takes pride in delivering exceptional administrative support while building strong relationships with clients and auditors.

Hybrid working arrangements may be available for the successful candidate following the successful completion of the probationary period.

About the Role

As an Administration Coordinator, you will play a key role in supporting our certification operations by coordinating audits, managing documentation, communicating with clients and auditors, and ensuring our certification processes run smoothly and efficiently.

Working closely with both our Australian and international teams, you'll become an integral part of a collaborative team dedicated to delivering high-quality certification services.

Key Responsibilities

• Respond to client and auditor enquiries via phone and email in a professional, timely and customer-focused manner.
• Coordinate audit schedules and documentation between clients, auditors and internal staff.
• Monitor audit progress and proactively manage deadlines to ensure certification activities are completed within required timeframes.
• Prepare, proofread, merge, publish and maintain certification and audit documentation with a high level of accuracy.
• Create certification documents and maintain certification registers and databases.
• Arrange travel bookings and itineraries for auditors when required.
• Perform general administrative, clerical and data entry duties.
• Work collaboratively with local and international teams to support day-to-day business operations.
• Contribute to continuous improvement initiatives and process enhancements.

About You

You are an organised and detail-oriented administrator who enjoys working in a busy environment where no two days are the same. You can manage competing priorities, communicate confidently with a range of stakeholders, and maintain exceptional attention to detail, even under pressure.

You will bring:

• A minimum of two years' experience in an administration or coordination role.
• Outstanding organisational and time management skills.
• Excellent written and verbal communication skills.
• A strong commitment to providing exceptional customer service.
• The ability to build positive working relationships with clients, auditors and colleagues.
• High attention to detail and accuracy.
• Strong problem-solving skills and the ability to prioritise competing tasks.
• Confidence using technology and learning new software systems.
• Proficiency with the Microsoft Office Suite.
• A proactive, reliable and adaptable approach to work.
• The ability to work both independently and as part of a collaborative team.

Career Development

As ECAAS continues to expand across Australia and internationally, we are committed to developing our people and promoting from within wherever possible.

This role offers genuine opportunities for career progression for the right person. Whether your interests lie in client services, certification operations, compliance, quality management, project coordination or leadership, you'll have the opportunity to broaden your skills, take on new responsibilities and grow your career as the business evolves.

We value initiative, continuous learning and professional development, and actively support team members who demonstrate a commitment to personal growth and excellence.

Why Join ECAAS?

At ECAAS, you'll join a supportive and collaborative team within a growing international organisation that values professionalism, innovation and continuous improvement.

You’ll work with organisations across a diverse range of industries while developing your career in the certification and compliance sector.

We believe in recognising talent, providing opportunities for growth and creating an environment where motivated people can build a long-term career. As our business continues to expand, so do the opportunities for our team.

Reporting To:

Client Services Manager