Administrative Coordinator

Check Pass Technologies; Newcastle-Maitland; On-site; AUD 42,000 - 62,000; Part time

Job summary

Check Pass Technologies Pty Ltd in Newcastle, NSW, is seeking a part-time Administrative Coordinator (4 days per week) to support day-to-day office operations and project delivery at Mayfield West. The role involves scheduling, meeting coordination, document preparation, and data entry to ensure accurate project records.

You will work closely with engineers, project managers and tradespeople, handle inquiries, assist with basic finance tasks such as invoice tracking and purchase orders, and

Qualifications

• Strong communication, written and verbal, with internal/external stakeholders.
• Solid administrative support and organization skills.
• Customer service focus with professionalism.
• Basic finance skills: handling invoices, purchase orders and expenses.
• Proficiency with office tools (Microsoft Office) and ERP/PM systems beneficial.
• Ability to work independently in a fast-paced engineering/project environment.
• Experience in an administrative/coordinator role in industrial/engineering settings preferred.
• Vocational training or certificate/degree in business administration or related field preferred but not mandatory.

Responsibilities

• Manage scheduling and meeting coordination.
• Prepare documents and maintain project/client records.
• Handle data entry and basic finance tasks like invoice tracking and POs.
• Coordinate with engineers, project managers and tradespeople.
• Support onboarding logistics and maintain organized files.
• Contribute to continuous improvement of administrative systems.

Skills

Communication skills

Administrative support

Organization skills

Customer service

Finance basics

Office productivity tools

ERP/PM systems

Independent work

Industry admin experience

Business admin training

Education

Certificate/Degree in business administration or related field

Tools

Microsoft Office

ERP/PM systems

Job description

Company Description

Check Pass Technologies Pty Ltd is an independent, owner-led engineering firm based in Newcastle, Australia, specialising in application engineering and process equipment for industrial sectors across Australia and New Zealand. With a combined 60 years of experience, the team delivers both standalone and fully integrated solutions in areas such as machine vision, condition monitoring, industrial weighing, materials handling, and systems integration. As the official representative of Qlar (formerly Schenck Process), Check Pass provides access to world-leading technologies in weighing, feeding, and conveying, supported by local engineering expertise. The company designs, supplies, installs, and commissions complete end-to-end systems for industries including cement, mining, transport, and food processing. Its culture emphasizes professional development, entrepreneurial thinking, and a strong focus on value, efficiency, and long-term performance for clients.

Role Description

The Administrative Coordinator is a part-time (4 days per week), on-site role based in Mayfield West, NSW, supporting day-to-day office operations and project delivery activities. This role manages scheduling, meeting coordination, document preparation, and data entry, ensuring accurate records for projects, clients, and internal reporting. The Administrative Coordinator responds to inquiries, supports customer service activities, and assists with basic finance tasks such as invoice tracking, purchase orders, and expense reconciliation. The position works closely with engineers, project managers, and tradespeople to coordinate information, maintain organized files, and streamline administrative processes. The role also involves handling office supplies, supporting onboarding logistics, and contributing to continuous improvement of administrative systems.

Qualifications

• Candidates should possess strong Communication skills, including clear written and verbal communication and the ability to interact effectively with internal and external stakeholders.
• Candidates should possess solid Administrative Assistance and Organization Skills, including scheduling, document management, and attention to detail in handling multiple tasks.
• Candidates should possess Customer Service skills, with a focus on responsiveness, professionalism, and building positive relationships with clients and partners.
• Candidates should possess basic Finance skills, such as handling invoices, purchase orders, and expense tracking in coordination with finance or project teams.
• Proficiency with office productivity tools (e.g., Microsoft Office or similar), and experience with ERP or project management systems is beneficial.
• Ability to work independently, prioritize tasks, and maintain accuracy in a fast-paced engineering and project environment.
• Prior experience in an administrative or coordination role, preferably in an industrial, engineering, or project-based setting, is an advantage.
• Relevant vocational training or a certificate/degree in business administration, office management, or a related field is preferred but not mandatory.