Administration Support Officer

Port Waratah Coal; Newcastle; On-site; AUD 52,000 - 78,000; Full time

Benefits offered by this job

Superannuation 18.5%

Bonus programme

Gym onsite

Health benefits

Leave entitlements

Job summary

Port Waratah Coal Services is seeking a capable administrator to support the Maintenance Services team onsite in Newcastle. The role ensures accurate records, coordinated information flows and efficient administrative processes across assets and stakeholders.

You will collaborate with engineers and leaders, manage documentation, and drive improvements in information management and control. Strong MS Office skills and prior heavy industry admin experience are preferred.

Qualifications

• Experience in an administration support role, ideally within Heavy Industry or a similar operational environment.
• Experience managing technical documentation, records and information systems.
• Effective organisational, time management and prioritisation skills.
• Well-developed communication and stakeholder management skills.
• Microsoft Office skills, particularly Word, Excel and PowerPoint; qualifications in Business Administration or a related discipline highly regarded.

Responsibilities

• Maintain accurate and high-quality technical documentation, records and information systems.
• Provide administrative and coordination support for meetings, presentations, team events and internal communications.
• Identify and progress opportunities to improve administrative processes, document control and information management practices.
• Support the team with day-to-day administrative priorities and respond flexibly to changing operational requirements.

Skills

Admin experience

Documentation management

Organisation & time management

Stakeholder management

MS Office (Word/Excel/PowerPoint)

Education

Bachelor's in Business Administration or related

Job description

Port Waratah Coal Services is a world-leading logistics and material handling facility, driving economic growth in Newcastle and the Hunter region for over 50 years. We specialise in receiving, stockpiling, blending, and loading coal for export.

At Port Waratah, we believe in our obligation to operate responsibly and sustainably, and we encourage a culture of shared responsibility and accountability through all levels of our business. We build strong relationships and work cooperatively with our people, customers and our community to continuously improve our performance and contribute to a smart, sustainable and vibrant Newcastle.

We seek individuals who bring diverse perspectives, a continuous improvement mindset, and align with our core values: caring, excellence, integrity, and progress.

About the role:

Reporting to the Manager Maintenance Services, this onsite role provides administration support to the Maintenance Services team. Working closely with leaders, engineers, and other stakeholders, you will help ensure information, processes and administrative activities are coordinated effectively to support the safe and reliable operation of Port Waratah's assets.

Key responsibilities include:

• Maintain accurate and high-quality technical documentation, records and information systems.
• Provide administrative and coordination support for meetings, presentations, team events and internal communications.
• Identify and progress opportunities to improve administrative processes, document control and information management practices.
• Support the team with day-to-day administrative priorities and respond flexibly to changing operational requirements

Skills and Experience:

• Experience in an administration support role, ideally within Heavy Industry or a similar operational environment.
• Experience managing technical documentation, records and information systems.
• Effective organisational, time management and prioritisation skills
• Well-developed communication and stakeholder management skills.
• Microsoft Office skills, particularly Word, Excel and PowerPoint, with qualifications in Business Administration or a related discipline highly regarded.
• Competitive remuneration, including 18.5% Superannuation and bonus programme
• Work to Live culture, including generous leave entitlements
• Health and Wellbeing benefits; gym membership/ on-site gyms, exercise physiologists, personal health assessments, Employee Assistance Program.

Applications Close: 8 November 2026

We take a wide lens to our definition of diversity and encourage applications from those with diversity dimensions across gender, marital or family status, sexual orientation, gender identity, age, disabilities, ethnicity, religious beliefs, cultural background, and identity including identifying as from Aboriginal or Torres Strait Islander, socio-economic background etc.