Administration Support Officer

Myport; Newcastle; On-site; AUD 65,000 - 85,000; Full time

Benefits offered by this job

18.5% Superannuation included

Leave entitlements

Health & wellbeing benefits; gym on‑is

Job summary

Port Waratah Coal Services in Newcastle, NSW, is seeking an experienced Administration Support professional to join the Maintenance Services team onsite. You will coordinate document control, manage records, prepare reports, and support meetings with stakeholders to ensure safe, reliable operations of port assets.

The role requires proven admin experience in heavy industry, strong organisational skills, and proficient MS Office usage. A qualification in Business Administration is highly regarded.

Qualifications

• Experience in an administration support role within heavy industry or a similar operational environment.
• Experience managing technical documentation, records and information systems.
• Effective organisational, time management and prioritisation skills.

Responsibilities

• Maintain accurate and high-quality technical documentation, records and information systems.
• Coordinate document control activities, including document updates, version control and engineering drawing management.
• 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 support

Documentation management

Organisational skills

Communication skills

Stakeholder management

Education

Business Administration qualification

Tools

MS Office (Word, Excel, PowerPoint)

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.

Job Description

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

• Maintain accurate and high-quality technical documentation, records and information systems.
• Coordinate document control activities, including document updates, version control and engineering drawing management.
• 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.

Benefits

• 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

Equal Opportunity and Diversity

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.