Executive Assistant

Ausbarge Marine Services; Sydney; On-site; AUD 70,000 - 95,000; Full time

Job summary

Ausbarge Marine Services is seeking an Operations & Administration Coordinator to support marine logistics. You will manage executive schedules, coordinate travel, handle client communications, and track daily actions to keep operations running smoothly.

In addition, you will maintain compliance records, assist with accounts and purchasing, coordinate vendor services, and help foster a positive team culture.

Qualifications

• Experience in administration coordination, preferably in maritime or logistics.
• Strong organisation and attention to detail.
• Ability to work autonomously and manage multiple priorities.

Responsibilities

• Provide high-level administrative support to senior leadership and track key actions.
• Manage inbound calls and emails, triage enquiries and assist with client communications.
• Maintain employee qualifications, inductions, licences, registrations, and compliance records.
• Coordinate staff onboarding, training sessions and team events; assist HR admin.
• Arrange travel and accommodation for remote projects and personnel.
• Assist with expense processing, supplies, and inventory control.
• Coordinate service providers and facility/office management requirements.

Job description

Operations & Administration Coordinator Marine Logistics

Key Responsibilities

Executive & Operations Support

Provide high-level administrative support to senior leadership, managing priorities, tracking key actions and deadlines, and ensuring day-to-day business operations run smoothly.

Customer & Business Coordination

Manage inbound phone calls and emails, triaging enquiries and coordinating responses. Assist with client communications, operational scheduling, and general business administration to ensure a seamless customer experience.

Compliance & Administration

Maintain employee qualifications, inductions, licences, registrations, and compliance records. Complete client and regulatory documentation.

People & Culture Support

Manage staff onboarding end-to-end covering compliance, communications and employee experience. Coordinate team events, training sessions and celebrations. Support leave approval processing and assist with general HR administration.

Travel & Logistics Coordination

Arrange travel and accommodation for remote projects and operational personnel. Assist with planning and coordination activities to ensure employees and resources are where they need to be, when they need to be there.

Finance & Office Administration

Assist with expense processing, receipt management, and accounts receivable follow-up. Manage office supplies, uniforms, PPE, and operational inventory.

Facilities & Vendor Management

Manage business subscriptions and essential services, including telecommunications, internet, utilities, and other operational suppliers. Coordinate service providers and support ongoing facility and office management requirements.

Key Attributes

The right person for this role is highly organised with attention to detail, proactive solutions-focused and able to work autonomously. Committed to delivering excellent support and enjoys helping others and contributing to a positive team culture. Prior experience in a trade, maritime, or field-services business would be an advantage.

Catch: a 7:30 start. Reward: out the door by 3pm while the day's still young.

Location: White Bay, Rozelle. Harbourside, inner-west, minutes from the city.