Administration Support Officer

Port Waratah Coal Services Limited; Newcastle; On-site; AUD 65,000 - 85,000; Full time

Benefits offered by this job

Superannuation and bonus programme

Health and Wellbeing benefits

Gym on-site

Job summary

Port Waratah Coal Services Limited seeks an on-site Administrative Support professional to assist the Maintenance Services team. You will help manage technical documentation, records and information systems while coordinating meetings, presentations and internal communications.

The role emphasises strong organisational, time-management and stakeholder engagement skills. Proficiency in MS Office and related qualifications are highly regarded, with competitive remuneration and health and wellbeing

Qualifications

• Administration support experience, ideally in heavy industry or similar environment.
• Experience managing technical docs, records and information systems.
• Excellent organisational and time-management skills.
• Strong communication and stakeholder management abilities.
• MS Office proficiency (Word, Excel, PowerPoint); BA or related qualification preferred.

Responsibilities

• Maintain accurate technical documentation, records and information systems.
• Coordinate meetings, presentations and internal communications.
• Identify opportunities to improve administrative processes and document control.
• Support daily admin priorities and adapt to changing operational needs.

Skills

Administrative support

Documentation management

Organisational skills

Communication

Stakeholder management

MS Office

Education

Business Administration

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

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

Desired Skills and Experience

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.