Administration Assistant

Join a Premier Yacht Management Company!

We’re recruiting on behalf of our client, AusCoast Yacht Management (ACYM), a premier provider of tailored yacht management and maintenance services across Australia. Known for their commitment to excellence, ACYM delivers end-to-end support for private yacht owners, offering everything from engineering and cosmetic maintenance to crew placement and compliance oversight. Their mission is to simplify yacht ownership and deliver seamless, high-quality experiences for both clients and team members.

ACYM is now seeking an energetic and detail-oriented Administration Assistant to support their vibrant team. This is a unique opportunity to join a business that values precision, professionalism, and people. The role is perfect for someone who thrives in a fun, dynamic, and fast-paced environment and enjoys balancing a variety of responsibilities across operational support and team engagement.

In this role, you’ll be trusted to manage a variety of operational and administrative functions, including timesheet and payroll preparation, job scheduling, invoicing, compliance tracking, stock coordination, travel bookings, and employee experience initiatives. You’ll be contributing directly to the smooth operation of this high-performing organisation.

Key Responsibilities:

Administrative & Operational Support

· Perform general admin tasks: document preparation, data entry, filing, and email correspondence

· Prepare and submit weekly timesheets for payroll

· Create and manage jobs, invoices, and billing records using internal systems

· Cross-check labour entries and works completed (particularly for vessel maintenance jobs)

· Follow up with clients on outstanding invoices and job queries

· Assist with quote generation and labour scheduling

· Coordinate calendars and support communication across operational teams

Inventory & Asset Coordination

· Monitor weekly stock levels and ensure availability of essential supplies

· Coordinate compliance-related tasks such as test and tag bookings and harness inspections

· Maintain uniform inventory and manage issue logs

· Track fleet records including registrations, insurance, and maintenance logs for company and client-owned vehicles

Travel & Culture Coordination

· Book staff travel, including flights, accommodation, and transport for marine and interstate work.

· Allocate travel costs to appropriate business units.

· Support internal team events, birthdays, and gift coordination.

· Help foster a warm, people-first workplace culture.

Continuous Improvement

· Suggest improvements to admin systems and processes

· Help document internal procedures, guides, and SOPs

About You:

You’ll bring:

· Proven experience in an admin role with exposure to payroll, invoicing, or operational support

· Excellent attention to detail and strong time management

· Confident communication skills and a proactive mindset

· Competence in Microsoft Office and general digital literacy

· The ability to work independently while contributing to a close-knit team

It’s a bonus if you have:

· Experience using Ascora or a similar job management system

· Familiarity with inventory or asset tracking

· Experience in a trade, construction, or engineering environment

The Offer:

· A permanent, full-time role with real variety

· Office-based in a collaborative, fast-paced environment

· Opportunity to make a real impact and shape internal processes

· Supportive and people-focused culture