Administration Manager

ENSPEC Pty Ltd; City of Melbourne; On-site; AUD 85,000 - 110,000; Full time

Job summary

ENSPEC Pty Ltd in Rowville, Victoria, is seeking an Administration Manager to lead a busy administration team while overseeing data management, reporting and business systems. The role is based at the head office and laboratory facility, full-time, Monday to Friday, 38 hours per week.

This position requires a tertiary qualification in administration, solid Excel and Word skills, and a minimum of four years’ experience in administration.

Qualifications

• Tertiary qualification in administration is required.
• Intermediate MS Word skills: insert images, TOC, headers/footers, styles, track changes.
• Intermediate MS Excel skills: handling large data sets, complex formulas, pivots, charts.

Responsibilities

• Maintain communication with managers, staff and vendors to ensure operations run smoothly.
• Develop, implement, and maintain quality policies and procedures.
• Track staffing requirements and assist with reporting.
• Maintain software and ensure it is up to date.
• Prepare ISO requirements and audit documentation.
• Manage information flow to staff to achieve consistent outcomes.
• Lead accreditation requirements and support time-sensitive certifications.
• Manage data for updating metrics.
• Ensure safety compliance and regulatory knowledge.

Skills

MS Word

MS Excel

Interpersonal skills

Attention to detail

Data management

Education

Tertiary qualification in administration

Tools

MS Word

MS Excel

Job description

With a 30-year history, ENSPEC is a privately owned Australian company known for providing a wide range of consultancy services across arboriculture, ecology, biodiversity, conservation, and heritage in Australia, with a main focus on the eastern seaboard, Tasmania, and South Australia.

As we continue to grow in the Federal, State, and Local Government Sectors, and as a major player in renewable energy greenfield consultancy, we need an experienced Administration Manager based at our head office in Rowville, Victoria, to be a future leader.

This role suits a new team member competent across many facets of an administration team's critical functions, with intermediate skills in Microsoft Office (particularly Excel and Word), and confidence in learning new software and online portals.

The position combines administration, data management, reporting, and business systems, with a close working relationship with the field team and a structured mentoring pathway to support your ambition to lead this essential part of the business.

For our current team, the successful applicant must be passionate about conservation and the environment.

This full-time position is Monday to Friday, 38 hours per week, and is salary-based. This position is not hybrid, and the successful applicant will be based at our head office and laboratory facility in Rowville, Victoria.

To ensure your resume is reviewed, applicants must include both a detailed resume and a separate cover letter.

The responsibilities of the Administration Manager will include, but are not limited to:

Maintain constant communication with managers, staff, and vendors to ensure the company operates effectively and efficiently.

Develop, implement, and maintain quality policies and procedures.

Track staffing requirements, assist with processes or reports as required.

Maintain all software and keep it up to date at all times.

Prepare ISO requirements and maintain all audit documentation

Manage and lead information flow to staff to achieve a consistent outcome.

Lead and initiate accreditation requirements, and support a team with time-sensitive and required certifications.

Manage data for the updating of metrics

Ensure compliance with safety requirements and remain compliant

Maintain an understanding of current legislation and regulations pertinent to the business, including the Occupational Health and Safety Act

Undertake special projects when requested by the Managing Director and/or the Finance Manager.

The skills we are looking for: Essential

Tertiary qualification in administration

Intermediate MS Word skills – must be able to insert images, create TOC, format headers & footers, create and apply styles, and document review, including track changes

Intermediate MS Excel skills – must be able to cut, paste and manage large data sets, use complex formulae, lookup tables, pivot tables, and create charts/graphs

Assist in the preparation of written strategies, submissions and reports

Proofreading of documents and reports

Minimum 4 years’ experience in an administration role

Candidates should demonstrate in their covering letter:

They are results-oriented, with a focus on problem-solving, resilience, and resourcefulness.

Strong interpersonal skills with a sound focus on productive working relationships

They have a positive, motivated, flexible, common-sense, and can-do attitude

Ability to multitask, work autonomously and in a team environment

They are highly organised and are very attentive to detail

Ability to apply and follow systems and procedures

Experience with ISO accreditation is an advantage.

Is self-motivated to learn and upskill continually

Is prepared to speak their mind openly and honestly

Other Information

Since the company's inception in 1993, ENSPEC has experienced continuous selective growth and achieved numerous success stories. We are committed to social responsibility and positively assist the industries and communities in which we work.

The successful applicants must be able to pass a Police Check

The applicant must hold a current full Australian driver's licence

This position requires a high level of visual acuity and full-colour perception

ENSPEC may request the applicant undertake a pre-start medical assessment before commencing employment at the company's cost

Applicants must have permanent residency in Australia

ENSPEC is an Equal Opportunity Employer

Only shortlisted applicants will be contacted