Business Administration Coordinator

An opportunity exists for a self-motivated and reliable Business Administration Coordinator to work on a full-time basis in Naval Base.

About Us

WATMAR is a Fluid System Engineering Specialist servicing the Defence & Marine, Mining & Mineral Processing, Energy & Renewables, and Chemical Processing & Industrial sectors.

The business is headquartered in Naval Base, Perth and has workshops / operations in Sydney and Darwin, in addition to delivering work scopes nationally at client sites. Its primary business activities include Mechanical and Electrical maintenance and repair services, equipment and systems manufacturing, and specialist equipment and componentry sales.

WATMAR was recently acquired by the WestStar Industrial Limited (ASX:WSI) group – which broadens and strengthens the business’ capabilities and operational opportunities – and is rapidly actioning systems and process change to improve efficiency and performance.

The Management Team is Values driven - Safety, Teamwork, Accountability, Integrity & Respect, Reliability, Empowerment- and encourages all personnel to demonstrate their leadership qualities.

WATMAR is an equal opportunity employer and encourages applications from people with the appropriate Australian work rights of all ages, genders, cultures, and backgrounds to apply.

About the Role

This position will suit a mature, reliable, and motivated individual who can thrive in a continually changing work environment, demonstrates their attention to detail and prides themselves on supporting a team to achieve continuous improvement in business performance.

Flexible work hours can be considered for a fulltime 40-hour week, including for office attendance in school hours and completion of activities by suitable arrangement.

Key Responsibilities

General & Cross-Functional Administration Support:

• Provide reception duties, including managing calls and greeting visitors.
• Prepare, format, and maintain documents, records, and databases.
• Assist in data entry, typing, and clerical tasks.
• Help with the organisation and filing of company records, including expense claims and invoices.
• Maintain office supplies and stationery stock.
• Build positive relationships with internal and external stakeholders, offering support and solutions as needed.

HSEQ Administration:

• Support the coordination of HSEQ meetings and documentation.
• Assist in maintaining HSEQ registers, meeting minutes, and notice boards.
• Contribute to the improvement of the HSEQ Integrated Management System, including assisting with internal/external audits and reporting.
• Support incident reporting and investigations, maintaining environmental records.
• Utilities and Fuel consumption tracking and reporting.
• Perform checks on first aid kits, fire extinguishers, and ensure vehicle maintenance and servicing are up to date.
• Assist in preparing and conducting emergency response drills.

HR Administration:

• Scan and process new employee documentation.
• Receive training requests and coordinating training schedules
• Assist with HR-related paperwork, including leave forms and training records.

Payroll Support:

• Scan and file employee timesheets.
• Assist the Company Accountant with payroll clarifications and corrections as required.

Purchasing & Shipping Coordination (Corporate / Shared Services):

• Raise and issue purchase orders, ensuring timely processing and approval.
• Track and manage purchase orders, updating records on MYOB EXO.
• Ensure suppliers deliver goods and services on time, troubleshooting any delays or issues.
• Coordinate shipping and logistics for incoming and outgoing goods.
• Assist in maintaining accurate supplier and customer information and terms.

Accounts Payable & Receivable Support (Corporate / Shared Services):

• Process customer and supplier invoices, credit notes, and payments accurately.
• Monitor and follow up on outstanding payments with clients.
• Record and track purchase orders, sales receipts, and employee reimbursements.
• Assist in reconciling accounts and filing financial documentation.

HSEQ (General):

• Follow company safety and quality protocols, promoting a safe work environment.
• Report safety hazards, incidents, or near misses immediately.
• Participate in safety meetings and continuous improvement initiatives.

Additional Responsibilities:

• Contribute ideas and suggestions to improve business practices and operational efficiency.
• Perform any other duties as assigned by management.

Skills & Qualifications

• At least 2 years of experience in a similar administrative role.
• First Aider and Fire Warden qualifications (or willingness to obtain).
• Strong communication and interpersonal skills, with the ability to build effective working relationships.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook).
• High attention to detail and commitment to quality.
• Ability to multitask, prioritise, and work in a fast-paced environment.
• Self-motivated and able to work independently, as well as part of a team.
• Ability to handle confidential information with discretion.
• Strong organisational and time-management skills.

To apply

If you are a proactive, detail-oriented individual with the ability to work in a fast-paced environment and support multiple teams, we would like to hear from you.

Your Cover Letter and Resume shall illustrate how your qualifications, skills, and experience align to the role

Apply today to join our team! Please click apply now and submit your resume and cover letter.

Direct Applicants only - Thanks Agencies, but our recruitment team has got this!