Administration Officer

Jet Aviation; Sale; On-site; AUD 67,000 - 86,000; Full time

Benefits offered by this job

Competitive salary package

Employee benefits

Discounts with retailers

Annual influenza vaccination program

Global aviation network

Job summary

Jet Aviation in Sale, VIC, Australia is seeking an organised Administration Officer to support Government Programs.

You will work with Government Programs, Finance, HR, Procurement and PMO, handling time registrations, invoicing, travel and contract administration.

The role offers a competitive salary and benefits at AUD 75,000 plus superannuation and is onsite at a defence site.

Qualifications

• Provide general office administration support and handle phone calls, visitors, and timesheets.
• Support procurement, asset registers, and expense coding.
• Assist HR with recruitment/onboarding and payroll-related reconciliations.
• Process invoices, create ERP work orders, and manage contracts.
• Maintain reports and assist PMO on government programs.

Responsibilities

• Actively participate in Jet Aviation policies and procedures including WHS and safety programs.
• Provide office admin support: calls, visitor access, minutes, filing, data entry, and monthly timesheets.
• Purchase and maintain records for site requirements (office supplies, PPE, uniforms).
• Ensure time registration is entered daily in ERP and reconcile fortnightly payroll data.
• Support recruitment, onboarding, and corporate credit-card coding.
• Create and close ERP work orders and maintain asset registers.
• Coordinate local travel arrangements and expense claims per procedures and budget.
• Support deployments, contract guidelines and government program procedures.
• Prepare quotations, invoices and summaries based on contract pricing and indexation.
• Process intercompany invoicing including aircraft-maintenance accruals and projects.
• Produce end-of-month finance/operational reports for Directors and Finance Manager.

Skills

Administration

Office support

Time management

Attention to detail

Stakeholder engagement

Payroll support

Tools

ERP system

Excel

PowerPoint

Word processing

Job description

Location: Sale, VIC, AU, 3850

Flexible Work Arrangement: Onsite

Job Category: Quality & EHS

Career Level: Technicians / Crew

Requisition Id: 6277

Your Opportunity

Jet Aviation is seeking an organised and detail-focused Administration Officer to support the new and existing Government Programs.

This role will suit an administration professional who enjoys working in a fast-paced operational environment, managing competing priorities and supporting internal teams and contract stakeholders. You will work closely with the Government Programs team, Finance, Human Resources, Procurement and the PMO.

Annual salary: AUD $75,000 plus superannuation and employee benefits.

Your Responsibilities

• Actively participating in and complying with Jet Aviation policies and procedures, including workplace health and safety, environmental programs and the Aviation Safety Management System.
• Providing general office administration support, including directing telephone calls, coordinating visitor and base-pass access, preparing meeting minutes, filing and archiving, word processing, Excel data entry, PowerPoint presentations, general enquiries and monthly timesheet administration.
• Purchasing and maintaining records for general site requirements, including office supplies, staff amenities, uniforms and personal protective equipment, in accordance with company procedures and financial delegations.
• Ensuring employee time registration is entered and confirmed daily within the enterprise resource planning system.
• Completing time-critical fortnightly time-registration reconciliations to support accurate payroll reporting.
• Assisting the Human Resources Manager with recruitment and onboarding activities as required.
• Completing corporate credit-card coding and supporting the accurate allocation of expenses.
• Creating, managing and closing enterprise resource planning work orders.
• Maintaining local registers, including the asset, facilities key, postal and uniform registers.
• Coordinating local travel arrangements, including accommodation, hire cars, flights and expense claims, in accordance with company procedures, contract requirements and budget limitations.
• Supporting deployments and rescue activities in accordance with applicable contract guidelines and company procedures.
• Preparing customer quotations, invoices and detailed summaries in accordance with complex contract-pricing mechanisms, including indexation and monthly performance calculations.
• Processing internal invoicing between INTRA, INTER and intercompany groups, including aircraft-maintenance accruals and other special projects.
• Completing time-critical end-of-month finance and operational reporting for Directors, the Senior Vice President and Finance Manager.
• Processing supplier invoices accurately and within required timeframes.
• Managing confidential financial and contractual information within the company document-management system.
• Providing a high level of service to customers, contract stakeholders and internal business partners.
• Providing administration support across Government Programs departments during periods of leave or increased workload.
• Assisting the Government Programs PMO with contract administration and business-development activities as required.
• Identifying opportunities to improve administration processes, controls and procedures, and recommending practical solutions.

What Will Help You Too Succeed

• Actively participating in and complying with Jet Aviation policies and procedures, including workplace health and safety, environmental programs and the Aviation Safety Management System.
• Providing general office administration support, including directing telephone calls, coordinating visitor and base-pass access, preparing meeting minutes, filing and archiving, word processing, Excel data entry, PowerPoint presentations, general enquiries and monthly timesheet administration.
• Purchasing and maintaining records for general site requirements, including office supplies, staff amenities, uniforms and personal protective equipment, in accordance with company procedures and financial delegations.
• Ensuring employee time registration is entered and confirmed daily within the enterprise resource planning system.
• Completing time-critical fortnightly time-registration reconciliations to support accurate payroll reporting.
• Assisting the Human Resources Manager with recruitment and onboarding activities as required.
• Completing corporate credit-card coding and supporting the accurate allocation of expenses.
• Creating, managing and closing enterprise resource planning work orders.
• Maintaining local registers, including the asset, facilities key, postal and uniform registers.
• Coordinating local travel arrangements, including accommodation, hire cars, flights and expense claims, in accordance with company procedures, contract requirements and budget limitations.
• Supporting deployments and rescue activities in accordance with applicable contract guidelines and company procedures.
• Preparing customer quotations, invoices and detailed summaries in accordance with complex contract-pricing mechanisms, including indexation and monthly performance calculations.
• Processing internal invoicing between INTRA, INTER and intercompany groups, including aircraft-maintenance accruals and other special projects.
• Completing time-critical end-of-month finance and operational reporting for Directors, the Senior Vice President and Finance Manager.
• Processing supplier invoices accurately and within required timeframes.
• Managing confidential financial and contractual information within the company document-management system.
• Providing a high level of service to customers, contract stakeholders and internal business partners.
• Providing administration support across Government Programs departments during periods of leave or increased workload.
• Assisting the Government Programs PMO with contract administration and business-development activities as required.
• Identifying opportunities to improve administration processes, controls and procedures, and recommending practical solutions.
• Experience in aviation, defence, government contracting or a highly regulated industry would be advantageous, but is not essential.

Why Jet Aviation?

You will join an inclusive and collaborative team working at a defence site in a fast-paced operational environment. The role provides exposure to existing and new project work, as well as opportunities to develop your administration, finance and contract-support experience.

Jet Aviation offers:

• A competitive salary package and employee benefits.
• Access to digital learning applications and professional-development resources.
• Discounts with more than 100 major retailers.
• An annual influenza vaccination program.
• Access to a global aviation network and long-term career opportunities.
• Wellness initiatives and learning programs.
• A values-based and ethical working environment.

Pre-employment Requirements

• Pre-employment medical assessment, including functional-capacity assessment and drug-and-alcohol testing.
• National Police Check and/or Criminal History Check.
• Numeracy and literacy assessment.
• Computer skills assessment.
• Working with Children and Young People — Blue Card verification, where applicable.
• Right-to-work verification for Australia.
• Security-clearance requirements applicable to the role and work location.

Jet Aviation is an equal-opportunity employer. We encourage applications from suitably qualified candidates who can contribute to a safe, inclusive and high-performing workplace.