Operations Administrator AU Construction Hybrid

Schedule: Monday to Friday (06:00 AM-03:00 PM PHT)

Provides administrative and process support to the Operations team, ensuring the effective management of asset and personnel records, logistics administration, and compliance documentation to support operational requirements.

Logistics Administration

• Provide timely administrative support for logistics and transport activities.
• Maintain logistics allocation registers and ensure records are accurate and up to date.
• Prepare and issue logistics booking communications to relevant stakeholders.
• Monitor logistics information and escalate issues that may impact operations.
• Prepare transport, logistics, tracking, and internal reporting as required.
• Coordinate subcontractor onboarding documentation, including account forms and declarations.
• Maintain container weight declarations (CWD), permits, vehicle records, and other compliance documentation.
• Monitor telematics and GPS tracking information, reporting faults to the Workshop as required.
• Ensure drivers have access to current vehicle records and safety documentation.
• Assist with route and journey planning by coordinating schedules and communicating potential delays.
• Maintain accurate records of driver activities, including work and rest hours, to support compliance requirements.
• Support regular review and updating of rosters, schedules, and route plans.
• Coordinate communication between drivers, operators, managers, and contractors regarding scheduling and logistics requirements.
• Ensure scheduling, journey, and route information is accurately maintained and accessible.
• Support compliance with relevant driving hour regulations, rest requirements, and fatigue management policies.
• Assist in ensuring delivery planning considers access requirements, traffic conditions, and speed restrictions.
  
  

• Ensure all requests for wet & dry hire administrative tasks are completed within a reasonable time frame.
• Ensure any assets/equipment site-specific safety / induction requirements are completed prior to supply.
• Alert the Assets and Personnel Manager/Operations Team of any issues that may affect productivity.
• Provide weekly locations and allocations reports.
• Prepare dead stock reports to highlight any inefficiencies or supply chain issues.
• Provide administrative support to ensure supplier engagement and compliance processes are completed and maintained.
• Monitor and review supplier rates on a regular basis to support cost-effective procurement and improve buyer bargaining power.
• Review supplier compliance on an annual basis, following up any outstanding compliance documentation or insurances as required.
  
  

• Provide administrative support to the Assets and Personnel Manager, ensuring client documentation and contract requirements are completed prior to supply.
• Prepare and issue hire schedules and rental agreements on behalf of the Management team.
• Assist with new client setup by coordinating, following up, and processing required documentation.
• Provide administrative support for the monthly plant hire review process.
• Reconcile telematics data for company assets, identify discrepancies, and escalate issues to the Assets and Personnel Manager and Workshop.
  
  

• Provide timely administrative support for labour requests and workforce allocation processes.
• Coordinate labour documentation to ensure personnel meet project, compliance, licensing, safety, and site-specific requirements.
• Maintain and update labour-related registers, records, and compliance portals.
• Assist with the engagement and administration of external labour suppliers, including contracts and compliance documentation.
• Prepare supplier rate comparisons and annual supplier compliance reviews to support procurement activities.
• Coordinate administrative requirements for the blue-collar workforce, including inductions, onboarding, travel, and accommodation arrangements.
• Prepare workforce reports and escalate issues that may impact operations to the Assets and Personnel Manager.
• Report incidents to the HSEQ Manager in accordance with company procedures.
  
  

• Maintain accurate and up-to-date asset records to support asset traceability.
• Ensure asset registers and related documentation are accurately maintained.
• Prepare inventory reports and provide administrative support to the Assets and Personnel Manager as required
  
  

• Hybrid
• Medical, Dental Coverage and Life insurance from day 1 of employment
• Paid Vacation and Sick Leave (with Quarterly Sick Leave Conversion)
• Competitive salary package and annual appraisal
• Financial Assistance Program
• Mandatory Government Benefits and 13th Month Pay
• Regular Company Events, Work Life Balance, and Career growth opportunities.