Office Manager

Donnelly Drilling Services; Western Australia; On-site; AUD 90,000 - 120,000; Full time

Job summary

Donnelly Drilling Services, a Western Australian drilling services company, is seeking an experienced and highly organised Office Manager to oversee administrative operations, business support functions and workforce administration.

This key role involves independently managing day-to-day office activities and coordinating between management, staff, suppliers, clients and remote operational sites to maintain efficient business processes.

Qualifications

• Diploma of Business, Business Administration, Management or an equivalent relevant qualification.
• Demonstrated experience in office management, business administration or a similar position.
• Knowledge of business operations, administrative management and organisational procedures.
• Experience in payroll administration, invoicing, procurement and financial administration.
• Experience coordinating employee records, recruitment administration and workforce scheduling.
• Strong computer literacy and experience using Microsoft Office and business management systems.
• Excellent organisational, communication and time-management skills.
• Ability to work independently, manage competing priorities and coordinate multiple business functions.
• Desirable Experience: drilling/mining/resources/ construction industry familiarity; Xero/CorePlan/SiteDocs experience; FIFO logistics knowledge; WHS administration familiarity.

Responsibilities

• Oversee day-to-day administration and operations of the business.
• Manage general office operations, administrative procedures and business documentation.
• Develop, implement and maintain efficient administrative systems and processes.
• Coordinate office resources and ensure administrative requirements across the business.
• Provide management with administrative support, business correspondence and operational reporting.
• Coordinate payroll administration, employee timesheets and leave records using Xero.
• Review employee hours, timesheets and rosters prior to payroll processing.
• Manage customer invoicing, supplier invoices and accounts administration.
• Prepare and process purchase orders, supplier quotations and expense documentation.
• Monitor business expenditure and maintain accurate financial and procurement records.
• Liaise with management and external accountants regarding financial administration and supporting documentation.
• Coordinate employee onboarding and offboarding procedures.
• Maintain employee records, employment documentation and personnel files.
• Coordinate recruitment administration, candidate communication and employment documentation.
• Manage workforce scheduling, employee rosters and personnel movements.
• Coordinate employee inductions, training records and compliance documentation.
• Assist management with employee-related administrative matters.
• Coordinate FIFO travel arrangements, including flights, accommodation and transport.
• Manage personnel scheduling and logistical requirements across multiple drilling sites.
• Liaise with supervisors, employees and management regarding operational requirements.
• Coordinate procurement of equipment, materials, supplies and services.
• Obtain and review supplier quotations and assist with purchasing arrangements.
• Ensure operational administration and logistical requirements are coordinated efficiently.
• Maintain workplace health and safety documentation and administrative records.
• Coordinate the preparation, distribution and maintenance of company safety policies and procedures.
• Maintain employee safety records, inductions and compliance documentation.
• Administer digital safety documentation, including Take 5 risk assessments, JSAs and pre-start forms.
• Monitor the completion and accessibility of safety documentation across operational sites.
• Assist with maintaining company compliance records and administrative procedures.
• Administer and maintain company business systems, including Xero, CorePlan and SiteDocs.
• Maintain digital employee records, operational documentation and business information.
• Develop and implement digital administrative forms and processes to improve efficiency and reduce paper-based documentation.
• Coordinate the uploading, distribution and management of operational and safety documentation.
• Ensure accurate record keeping and effective use of business management systems.
• Act as a central point of contact between company management, employees, clients, suppliers and external service providers.
• Manage incoming enquiries, business correspondence and general communications.
• Coordinate supplier and client communications and follow up on outstanding administrative requirements.
• Support management with business operations, reporting and general administrative decision-making.

Skills

Office management

Payroll administration

Invoicing

Procurement

Workforce scheduling

Employee records

Recruitment admin

Microsoft Office

Time management

Communication

Education

Diploma of Business

Business Administration experience

Payroll experience

Tools

Xero

CorePlan

SiteDocs

Job description

About the Company

Donnelly Drilling Services is an established Western Australian drilling services company specialising in remote water well drilling operations across the mining and resources sector.

We are seeking an experienced and highly organised Office Manager to oversee and coordinate the company's administrative operations, business support functions and workforce administration.

This is a key position within the business, responsible for independently managing day-to-day office operations and ensuring effective coordination between management, employees, suppliers, clients and remote operational sites.

The successful applicant will play an important role in maintaining efficient business processes, coordinating administrative and financial functions, managing personnel documentation and supporting the operational requirements of the company.

Key Responsibilities

Office and Business Management

• Oversee and coordinate the day-to-day administration and operations of the business.
• Manage general office operations, administrative procedures and business documentation.
• Develop, implement and maintain efficient administrative systems and processes.
• Coordinate office resources and ensure administrative requirements are met across the business.
• Provide management with administrative support, business correspondence and operational reporting.

Financial Administration and Payroll

• Coordinate payroll administration, employee timesheets and leave records using Xero.
• Review employee hours, timesheets and rosters prior to payroll processing.
• Manage customer invoicing, supplier invoices and accounts administration.
• Prepare and process purchase orders, supplier quotations and expense documentation.
• Monitor business expenditure and maintain accurate financial and procurement records.
• Liaise with management and external accountants regarding financial administration and supporting documentation.

Human Resources and Employee Administration

• Coordinate employee onboarding and offboarding procedures.
• Maintain employee records, employment documentation and personnel files.
• Coordinate recruitment administration, candidate communication and employment documentation.
• Manage workforce scheduling, employee rosters and personnel movements.
• Coordinate employee inductions, training records and compliance documentation.
• Assist management with employee-related administrative matters.

Operational Coordination and Logistics

• Coordinate FIFO employee travel arrangements, including flights, accommodation and transport.
• Manage personnel scheduling and logistical requirements across multiple drilling sites.
• Liaise with supervisors, employees and management regarding operational requirements.
• Coordinate procurement of equipment, materials, supplies and services.
• Obtain and review supplier quotations and assist with purchasing arrangements.
• Ensure operational administration and logistical requirements are coordinated efficiently.

Work Health and Safety and Compliance

• Maintain workplace health and safety documentation and administrative records.
• Coordinate the preparation, distribution and maintenance of company safety policies and procedures.
• Maintain employee safety records, inductions and compliance documentation.
• Administer digital safety documentation, including Take 5 risk assessments, JSAs and pre-start forms.
• Monitor the completion and accessibility of safety documentation across operational sites.
• Assist with maintaining company compliance records and administrative procedures.

Business Systems and Digital Administration

• Administer and maintain company business systems, including Xero, CorePlan and SiteDocs.
• Maintain digital employee records, operational documentation and business information.
• Develop and implement digital administrative forms and processes to improve efficiency and reduce paper-based documentation.
• Coordinate the uploading, distribution and management of operational and safety documentation.
• Ensure accurate record keeping and effective use of business management systems.

Communication and Stakeholder Coordination

• Act as a central point of contact between company management, employees, clients, suppliers and external service providers.
• Manage incoming enquiries, business correspondence and general communications.
• Coordinate supplier and client communications and follow up on outstanding administrative requirements.
• Support management with business operations, reporting and general administrative decision-making.

Essential Qualifications and Experience

• Diploma of Business, Business Administration, Management or an equivalent relevant qualification.
• Demonstrated experience in office management, business administration or a similar position.
• Knowledge of business operations, administrative management and organisational procedures.
• Experience in payroll administration, invoicing, procurement and financial administration.
• Experience coordinating employee records, recruitment administration and workforce scheduling.
• Strong computer literacy and experience using Microsoft Office and business management systems.
• Excellent organisational, communication and time-management skills.
• Ability to work independently, manage competing priorities and coordinate multiple business functions.

Desirable Experience

• Previous experience within the drilling, mining, resources or construction industry.
• Experience using Xero, CorePlan, SiteDocs or similar business management platforms.
• Experience coordinating FIFO workforces and remote operational logistics.
• Knowledge of workplace health and safety administration and compliance requirements.