Administration Officer

North Coast Engineering and Mechanical; Cairns Regional; On-site; AUD 50,000 - 65,000; Full time

Job summary

North Coast Engineering and Mechanical in Cairns, QLD, is seeking an Administration Officer to support the fabrication workshop and office with day-to-day admin, clerical tasks and coordination between workshop, management, suppliers and clients.

You will handle customer service, scheduling, document control, data entry and purchase orders, while maintaining filing systems and supporting WHS and payroll activities as required.

Qualifications

• Experience in office administration and customer service.
• Ability to manage scheduling and documentation.
• Familiarity with WHS and payroll support is a plus.

Responsibilities

• Office Administration & Customer Service: monitor inboxes, draft correspondence, maintain supplies.
• Job & Project Administration: create job files, update registers, assist with scheduling and tracking.
• Document Control & Compliance: maintain filing systems and ensure templates are up to date.
• Finance & Payroll Support (as required): assist with data entry, timesheets and invoice matching.
• General Support to Management & Workshop: coordinate meetings, prepare agendas and minutes.

Skills

Office administration

Customer service

Data entry

Scheduling

Document control

Purchasing

Job description

North Coast Engineering and Mechanical – Cairns QLD

Full-time or part-time position available, working five days per week. Flexible arrangements, including school-hour schedules, can be offered for the right candidate.

Role Purpose

The Administration Officer provides day-to-day administrative, clerical and operational support to ensure the smooth running of the fabrication workshop and office. The role supports customer service, purchasing, scheduling, document control, data entry, and general office coordination, acting as the central point for communication between workshop, management, suppliers and clients.

Key Responsibilities

1. Office Administration & Customer Service

• Monitor shared inboxes and distribute messages to relevant staff.
• Prepare correspondence, letters, forms and internal communications.
• Maintain office supplies, stationery, PPE stock and consumables.

2. Job & Project Administration

• Create job files, update job registers and maintain accurate documentation.
• Assist with scheduling, job tracking and workflow coordination.
• Prepare job packs, drawings, QA forms and delivery dockets.
• Support management with administrative tasks related to jobs and projects.
• Raise purchase orders for materials, consumables, PPE and workshop supplies.
• Receive goods, match delivery dockets and update records.
• Assist with maintaining preferred supplier lists and pricing files.

4. Document Control & Compliance

• Maintain digital and physical filing systems for HR, WHS, QA and job documentation.
• Ensure forms, templates and registers are up to date and version-controlled.
• Support WHS administration including incident forms, inductions and training records.

5. Finance & Payroll Support (as required)

• Assist the Finance Officer with data entry, timesheet collection and invoice matching.
• Prepare basic reports or summaries for management.
• Support debtor follow-up or supplier queries when needed.

6. General Support to Management & Workshop

• Coordinate meetings, prepare agendas and take minutes.
• Assist with onboarding tasks such as preparing induction packs.
• Provide ad-hoc administrative support across the business.