We are looking for a full-time office manager for Maternity Cover who is available for an immediate start and has a strong administrative background. The ideal candidate will have excellent written and verbal communication skills and be professional, polished, and tech-savvy. You should also be highly organized, reliable, punctual, and flexible with a positive, can-do attitude. Must have a car – public transport is not readily available to our office in Tullamarine. Office hours are 9am - 5pm.

Skills & Experience:

2+ years in a similar Team Assistant / Reception / Finance Admin based role

Experience using Damstra is highly regarded

Strong communication skills, both written and verbal.

Proactive, using initiative to support the team effectively.

Proficient in Microsoft Office Suite, including advanced Excel skills.

Experience with finance-related admin tasks, such as invoicing and reconciliations.

Please note this role is fully on-site – office is in Tullamarine

Job Roles:

Accounts:

Credit card reconciliation.

Prepare progress claims and issue invoices.

Assist in the final preparation of tender submissions and handover manuals.

Issue purchase orders.

Assist with Airways Training Services bookings

Compliance:

Supplier management: maintain valid insurance certificates and prepare monthly statutory declarations to accompany subcontractor claims.

Organise Drugs and Alcohol screening and maintain corporate health surveillance register.

Ensuring workplace incidents are documented and all records are stored in Damstra

Assist with housekeeping of IMS and ensure IMS register is up to date.

Record Management in Damstra:

Maintain company and employee records in Damstra and book for expiring licenses.

Ensuring Plant and Equipment records (service and registration) are stored in Damstra

HR & Payroll:

Prepare weekly timesheets and send them to Head Office.

Preparation of travel arrangements for Avionics Staffs.

Workwear ordering and distribution.

Onboarding:

Create new employee file in Damstra and upload licenses.

Assist in ASICs (Airside Photo Security Passes) applications.

General Office:

Reception, filing, ordering office supplies, and petty cash reconciliations.

Arrange and make bookings for Interstate and International deliveries between job sites and offices.

Using Winsign NG program to print cable labels.

This job description should not be limited to these activities. Should you show resolve and interest & competence in other project management activities being completed through project works, then your role within Avionics can grow.