Administration Specialist

Kinetic Group; City of Melbourne; Hybrid; AUD 60,000 - 70,000; Full time

Benefits offered by this job

Car allowance

Job summary

Kinetic Group is seeking an experienced administrator to provide operational and administrative support across Doncaster, Heatherton and Keysborough depots, helping regional and customer service delivery managers and assisting drivers, cleaners, workshop teams and contractors to deliver an exceptional service.

The role requires regular travel with three days at Doncaster and one day at Heatherton and Keysborough.

Qualifications

• Minimum proven administration experience across fast-paced operations.
• Strong written and verbal communication with professional manner.
• Ability to manage multiple priorities and deadlines.

Responsibilities

• Administer depot access and maintain accurate records.
• Coordinate staff processes, compliance and reporting.
• Manage depot consumables, stock and stationery.
• Coordinate uniform and name badge administration.
• Provide meeting support and minute-taking.
• Assist with employee engagement activities.
• Undertake additional office duties across locations.

Skills

Admin experience

Multitasking

Communication skills

Problem-solving

Team collaboration

Organisation

Tools

Microsoft Office

Job description

The Opportunity

We are looking for an experienced administrator to provide operational and administrative support to ensure the smooth running of our Doncaster, Heatherton and Keysborough depots. This role is key to supporting our Regional and Customer Service Delivery Managers, as well as helping our drivers, cleaners, workshop teams and contractors deliver an exceptional service.

This position requires regular travel, with the successful candidate based primarily at Doncaster (three days per week), and supporting Heatherton and Keysborough (one day each per week).

You will need an Australian driver license and your own reliable vehicle.

A car allowance will be remunerated in addition to Salary.

What You'll Do

• Administer depot access by issuing, updating and deactivating employee and vehicle access permissions, maintaining accurate records, ensuring security compliance, and coordinating required changes.
• Maintain compliance and records of staff, process applications, monitor expiry dates, prepare reports, and ensure documentation is accurate and current in line with company policies and legislative requirements.
• Coordinate lost property processes by recording, tagging, storing and returning items, maintaining accurate registers, arranging disposal of unclaimed items in accordance with policy, and ensuring storage areas remain organised and secure.
• Manage depot consumables and stationery. Monitor stock levels, place orders, track usage, and ensure supplies are available to support daily operations and employee needs.
• Coordinate uniform and name badge administration, including arranging fittings for new starters, processing replacement and stock orders, maintaining accurate records, communicating collection details, and supporting distribution.
• Provide administrative support for meetings by preparing materials, coordinating schedules and attendance, recording minutes and action items, following up on outcomes, and distributing key information as required.
• Support employee engagement and recognition activities by assisting with event coordination, managing logistics and supplies, and preparing internal communications to promote participation and engagement.
• Undertake additional administrative duties as reasonably required to support business operations, including raising purchase orders, processing invoices, maintaining noticeboards, and assisting with general office coordination across locations.

What You'll Bring

• Proven administration experience with the ability to confidently manage multiple competing priorities.
• Strong written and verbal communication skills, with a professional and approachable manner.
• Excellent interpersonal skills and the ability to build effective relationships with staff across all levels.
• A proactive, solutions-focused mindset with strong problem-solving capability.
• Ability to work collaboratively within a team while also taking ownership and working autonomously with confidence.
• High level of organisation with the ability to multitask effectively in a fast-paced environment.
• Proficiency in Microsoft Office and confidence learning new systems.
• Enthusiasm, adaptability, and a team-oriented approach.

About us:

Kinetic is Australia and New Zealand's largest and most diverse bus operator, moving more than 100 million passengers per year across some of the most recognisable names in bus transport. We deliver these services through our team of over 7300 people and fleet of over 4900 buses.

As a business who genuinely cares about our customers, our people, and our environment, we are industry leaders in delivering zero-emission technology, investing in our communities, training and developing our people, and providing an inclusive workplace which reflects the communities we serve.

Kineticis proud to be an Equal Opportunity Employer and our people represent the community which we service. We invite all suitably qualified persons of all sexualities, genders and cultures, including Aboriginal and Torres Strait Islander Peoples, to apply.