Office Assistant

Green Acres Group; Noosa Shire; On-site; AUD 45,000 - 60,000; Full time

Job summary

Green Acres Group in Noosa Shire, Queensland invites applications for an Office Admin / Finance Support position. The role covers front-line admin, data entry, fleet tracking, rostering, and site inductions, with daily coordination of staff and compliance tasks.

We value strong MS Office skills, organisation, and clear communication. You will support administration, recruitment onboarding, travel arrangements, and maintain documentation and IMS records across projects.

Qualifications

• Strong MS Office proficiency and fleet/tracking software knowledge.
• Experience supporting administration in construction, civil, or industrial sectors is preferred.

Responsibilities

• Office Administration: handle calls, mail, emails, supplies, uniforms, and equipment inventory.
• Finance Support: assist accounts with data entry, invoice retrieval and fuel account reconciliation.
• Operations & Rostering: update daily roster from Daily Dockets.
• Fleet & Compliance: monitor IVMS/GPS, manage vehicle service history, registrations and COIs with QLD Transport.
• Project Documentation: manage SWMS, Risk Assessments, plant packs and AFM compliance.
• HR & Travel Coordination: arrange flights, accommodation, recruitment ads and onboarding for staff, including medicals and paperwork.

Skills

MS Office

Fleet tracking

Organisational skills

Communication

Education

High school diploma or equivalent

Tools

MS Office Suite

Fleet tracking tools

Job description

Office Admin: Primary contact for incoming calls and daytime field staff. Manages mail, emails, office supplies, uniforms, and equipment inventory.

Finance Support: Assists Accounts with data entry, invoice retrieval, fuel account reconciliation.

Operations & Rostering: Updates the company roster daily from Daily Dockets.

Fleet & Compliance: Conducts daily morning IVMS/GPS monitoring. Manages vehicle service history, registrations and schedules Certificates of Inspection (COI) with QLD Transport.

Project Documentation: Manage and execute project SWMS, Risk Assessments, plant packs, vehicle registrations, and Advanced Fatigue Management (AFM) compliance.

HR & Travel Coordination: Assists Administration Officer with booking of company flights, accommodation, recruitment ads and onboarding requirements of staff including medicals and paperwork. Coordinates training, meetings and social activities.

Onboarding Follow-up: Collects and follows up outstanding employee paperwork, licences, qualifications and signed documents, and maintains an onboarding checklist for each new starter.

Site Inductions: Uploads employee documents to client portals, arranges induction links, monitors completion and follows up outstanding requirements before mobilisation.

Training & Compliance Register: Tracks expiry dates for licences, RIIs, VOCs, medicals and site inductions, and coordinates renewals with the Administration Officer.

Employee Mobilisation: Prepares and sends confirmed travel, accommodation and site arrival details, including site contacts and outstanding requirements.

Roster Communication: Follows up operator availability and return dates, records confirmed changes and advises the Administration Officer of gaps requiring attention.

Recruitment Administration: Monitors applications, arranges interviews and follows up successful applicants for required onboarding information.

Administrative Cover: Provides support and cover for the Administration Officer during leave and busy periods, maintaining a clear handover of outstanding tasks.

Communications: Manages the Integrated Management System (IMS) personnel records, drafts internal memos/newsletters.

Key Selection Criteria

Experience: Proven background as an Administration/Office Assistant, ideally within construction, civil, or industrial sectors.

Technical Skill: Highly proficient in MS Office Suite and fleet tracking tools

Organisation: Exceptional multitasking, time management, and problem-solving skills with strong attention to detail.

Communication: Ability to communicate effectively and build relationships across all levels, from field workers to directors.

Safety & Drive: Results-oriented self-starter with a solid understanding of OH&S and contractor compliance