Part-Time HR & Office Coordinator

Phibion Pty Ltd; Brisbane; On-site; AUD 46,000 - 50,000; Part time

Job summary

Phibion Pty Ltd is expanding and seeking an Office Administrator/HR Support to help us through this growth stage in Brisbane. The role combines office administration, travel coordination, facilities management and HR lifecycle initiatives to support the Global HR Manager.

The ideal candidate will be highly organised, professional, able to handle confidential information, coordinate multiple priorities and build strong relationships with staff and external providers. Part-time role, 25 hours/week.

Qualifications

• Minimum 1 year exposure to a Human Resources Generalist role or willingness to learn.
• Experience coordinating travel and administration activities.
• Excellent organisational and multitasking abilities.

Responsibilities

• Support the Global Human Resources Manager in all aspects of the employee lifecycle.
• Administer office operations, travel coordination, facilities management and HR initiatives.
• Prepare HR reports and maintain personnel records.
• Coordinate recruitment activities, onboarding and HR documentation.
• Liaise with suppliers and external service providers.
• Maintain confidentiality and handle sensitive information.

Skills

Organisational skills

Multitasking

Communication skills

Microsoft Office

Confidentiality

HRIS

Travel coordination

Tools

HRIS

Job description

Phibion Pty Ltd is a service provider for the mining industry, with operations in 8 different countries. As a company we have 6 important values that are part of our day-to-day: Safety, Honesty Respect, Customer Focus, Value Delivery and Innovation.

Phibion is expanding and with growth comes new opportunities. We are seeking an Office Administrator/HR Support to help us though this growth stage.

The Office Administrator/HR Support is a key support role responsible for assisting the Global Human Resources Manager in the delivery of all aspects of the employee lifecycle whilst ensuring the efficient day-to-day operation of the Brisbane office.

This role combines office administration, travel coordination, facilities management functions and general HR lifecycle initiatives. The successful candidate will play a critical role in supporting the office team and Australian Operations team, ensuring a professional employee experience and an efficient working environment.

The position requires a proactive, highly organised, and service-oriented professional who can effectively manage confidential information, coordinate multiple priorities, and build strong relationships with employees, management, and external service providers

This position is Part-Time, 25 hours (expanding over 4-5 days) a week and working hours are flexible. This is an ideal position for someone caring for school aged kids.

Phibion is offering the equivalent of a part-time (25 hour week) position salary of $46,000 - $50,000 (depending on experience) to the ideal candidate.

Main Key areas are:

Office Administration

Manage the day-to-day administration and operation of the Brisbane office, including:

Maintaining a professional, safe, and efficient office environment.

Liaising with cleaning contractors and building management.

Coordinating office maintenance and repairs.

Managing office access, keys, and security requirements.

Ordering and maintaining office stationery and supplies.

Ordering and maintaining kitchen and staff amenities supplies.

Coordinating courier and mail services.

Supporting meeting room bookings and office events.

Travel Coordination

Coordinate domestic and international travel arrangements for field-based and office personnel, including:

Flight bookings.

Accommodation arrangements.

Vehicle hire and transport logistics.

Visa and travel documentation requirements where applicable.

Travel itineraries and employee travel communications.

Management of travel booking platforms and corporate travel providers.

Monitoring travel schedules and supporting changes when operational requirements arise.

Ensuring travel arrangements comply with company policies and client requirements.

Catering and Event Coordination

Organise catering for meetings, training sessions, workshops, and corporate events.

Coordinate internal functions and employee engagement activities.

Assist with company events, conferences, and management meetings.

Liaise with suppliers to ensure high-quality service delivery within budget.

Administration and Reporting

Prepare HR reports and workforce data as requested.

Maintain accurate personnel and administrative records.

Assist with document control and filing systems.

Support payroll administration activities and provide information to payroll providers as required.

Maintain confidentiality of all employees and company information.

Assist with special projects and continuous improvement initiative

Human Resources Support

Support the Global Human Resources Manager in all aspects of the employee lifecycle, including:

Recruitment and selection activities, including advertising vacancies, coordinating interviews, reference checking, and preparing employment documentation.

New employee onboarding and induction coordination.

Employee records management and maintenance of HRIS systems.

Preparation of employment contracts, contract variations, and HR correspondence.

Administration of probation reviews and performance management processes.

Coordination of employee training and development activities.

Monitoring mandatory licences, certifications, and training requirements.

Supporting employee engagement initiatives and company communications.

Workers Compensation, liaising with Insurance providers and WorkCover, including Return to work program.

Skills and Experience

Minimum 1 year exposure to in a Human Resources Generalist role. Or willing to learn.

Experience coordinating travel and administration activities.

Excellent organisational and multitasking abilities.

Strong written and verbal communication skills.

Advanced Microsoft Office skills, including Outlook, Excel, Word, and Teams.

Ability to handle confidential information with discretion and professionalism.

Strong attention to detail and accuracy.

Ability to work autonomously and manage multiple competing priorities.

Strong understanding of system (HRIS or any other system) and facility to learn them.

Experience within the mining, resources, construction, or industrial services sectors.

Experience using HRIS and recruitment systems.

Personal Attributes

The successful candidate will demonstrate:

High level of professionalism and integrity.

Initiative and problem-solving capability.

Excellent relationship-building skills.

Flexibility and adaptability.

Strong organisational skills.

Positive and collaborative approach.

Commitment to confidentiality and ethical conduct.

If this sounds like you, please apply.

If you would like more information on this role, please reach out to Kay da Silva on 0403470***.

Only successful candidates will be contacted.

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