Administrative Assistant

Caterpillar; Melbourne; On-site; AUD 60,000 - 80,000; Full time

Job summary

Solar Turbines Australia is seeking an Administrative Assistant to support the Rowville site. You will manage front-of-house duties, coordinate visitor access, and provide day-to-day administrative support to Australia Pacific Services, Field Service and site leadership.

Key responsibilities include purchasing via Coupa, coordinating documentation and meetings, and maintaining records and safety/compliance paperwork in a fast-paced, site-based role.

Qualifications

• Experience in administrative, operations-support, reception or office-coordination roles.
• Exposure to industrial/engineering/services environments is preferred.
• Experience using purchasing/ERP systems such as Coupa.
• Proficient with Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Strong organisational and multi-priority management capabilities.

Responsibilities

• Act as first point of contact for Rowville office and provide welcoming experience for employees, customers, visitors and contractors.
• Coordinate visitor/contractor arrival, registration, badges and site-access requirements.
• Provide day-to-day administrative support to Australia Pacific Services, Field Service and site leadership.
• Prepare and coordinate operational documents, meeting materials, minutes and presentations.
• Raise purchase requisitions and support purchasing activities through Coupa.
• Coordinate incoming/outgoing mail, facility keys and workplace supplies.
• Support travel arrangements and administrative coordination as required.

Skills

Organisational skills

Attention to detail

Communication skills

Customer service

Multitasking

Team collaboration

Education

Degree or equivalent experience

Tools

Coupa

ERP systems

Job description

Solar Turbines Australia
Location: Rowville, Melbourne VIC
Employment type: Full-time, permanent
Work arrangement: Site-based

About Solar Turbines

Headquartered in San Diego, California, USA, Solar Turbines Incorporated, a subsidiary of Caterpillar Inc., is one of the world’s leading manufacturers of industrial gas turbines, with more than 16,000 units and over 3 billion operating hours in more than 100 countries.

About the Role

We are seeking a highly organised, proactive and enthusiastic Administrative Assistant to join our dynamic and fast-paced team supporting the Australia Pacific Services region.

This is a varied, hands-on position combining professional front-of-house and workplace coordination with operational, purchasing and administrative support. As the first point of contact for our Rowville office, you will help create a safe, welcoming and well-organised environment for employees, customers, contractors and visitors.

You will also provide day-to-day support to Australia Pacific Services, Field Service and site leadership, working with Operations, HSSE, Procurement and other stakeholders to coordinate documentation, purchasing, reporting and follow-up actions.

We are looking for someone dependable, resourceful and collaborative who can manage competing priorities and take ownership of routine activities. If you enjoy a role where no two days are the same and where your contribution has a visible impact on workplace and operational effectiveness, this is an excellent opportunity to join our team.

What You Will Do

Front of House and Visitor Coordination

• Act as the first point of contact for the Rowville office, providing a professional and welcoming experience for employees, customers, visitors and contractors.
• Answer and redirect telephone calls, take accurate messages and respond to routine enquiries.
• Coordinate visitor and contractor arrival, registration, badges and site-access requirements.
• Facilitate required site safety inductions and maintain accurate induction and visitor records.
• Issue and track contractor work permits in accordance with site requirements.
• Monitor the intercom system and support secure entry through the office and warehouse gates.
• Administer security access passes for authorised employees and contractors and maintain appropriate records.
• Ensure meeting and conference rooms are clean, organised and ready for use.

Administrative and Operational Support

• Provide day-to-day administrative support to Australia Pacific Services, Field Service and site leadership.
• Prepare and coordinate operational documents, service paperwork, communications, meeting materials, minutes and presentations.
• Maintain schedules and assist with coordinating team activities and staff availability.
• Support the tracking and follow-up of operational actions, deadlines and commitments.
• Assist with safety and environmental reporting, meeting coordination and related documentation as required.
• Maintain accurate electronic and physical records, procedures and reference materials in accordance with company requirements.
• Support employee onboarding activities, including access requests and administrative coordination.
• Liaise professionally with internal stakeholders, external suppliers and service providers.

Purchasing and Financial Administration

• Raise purchase requisitions and support purchasing activities through Coupa, including coding and approval coordination.
• Assist with the procurement of PPE, office supplies and operational materials.
• Help resolve purchasing and invoice queries with Procurement, suppliers and internal stakeholders.
• Support PCard audit and reconciliation activities by organising and verifying transaction records.
• Assist with payment administration, expense processing and charge-card reconciliation as required.

Workplace and Facilities Coordination

• Coordinate incoming and outgoing mail, express post and courier services.
• Maintain secure control and accurate records for facility, vehicle and cupboard keys.
• Maintain the register for spare mobile phones held at reception and follow established allocation and control processes.
• Coordinate the secure disposal of confidential documents and scheduled collection services.
• Monitor office, kitchen and pantry supplies and arrange replenishment when required.
• Coordinate catering and refreshments for meetings and site activities.
• Support the routine upkeep of shared workplace facilities and equipment, including the kitchen, dishwasher, coffee machine and water filters.
• Liaise with suppliers to maintain appropriate stock levels for workplace supplies and consumables.
• Assist with travel arrangements and associated administration when required.

What You Will Bring

• Previous experience in an administrative, operations-support, reception, office-coordination or similar role.
• Exposure to an industrial, engineering, field-service or services environment is preferred.
• Experience using purchasing or ERP systems, such as Coupa.
• Working knowledge of Microsoft Office applications, including Outlook, Word, Excel and PowerPoint.
• Strong organisational skills and the ability to manage multiple priorities in a busy operational environment.
• High attention to detail, particularly when handling safety, environmental, financial and compliance documentation.
• Strong written and verbal communication skills.
• A professional and service-focused approach when working with employees, customers, visitors, contractors and suppliers.
• The ability to collaborate effectively with a variety of individuals, teams and stakeholders.
• Flexibility and adaptability in a dynamic working environment.
• The ability to understand and follow established safety, security, financial and compliance requirements.
• A practical, dependable and proactive approach, with a willingness to assist across a broad range of administrative and workplace activities.
• A degree or equivalent relevant experience is desirable.

Compensation and Benefits

Solar Turbines offers a competitive salary based on the successful candidate’s qualifications and relevant industry experience. The total rewards package includes:

• Competitive remuneration.
• Attractive bonus and share options.
• Career development opportunities with global prospects.
• A strong commitment to safety and wellbeing.
• A commitment to diversity, inclusion and equal opportunity.
• The opportunity to perform meaningful work in a supportive and inclusive culture that encourages you to make the most of your talents.

Additional Information

This is a full-time, site-based position at our Rowville facility. The successful candidate will work from the front-of-house and administration area to provide consistent reception and workplace support during agreed business hours.

Applicants must have full and unrestricted Australian working rights. Applicants who currently require, or will require, employer-sponsored visa support will not be considered for this position.