MineBuild Global is a West Perth-based business delivering mining project management, technical and commercial support across greenfield start-ups, brownfield redevelopments and operational expansions. We take an owner-minded approach to our work-and we are growing rapidly. As our project pipeline expands, we're looking for a capable and organised Administration Co ordinator to join our team in a full-time capacity to provide vital support to our Mining Engineering and Project Engineering functions.

The Role

In this role, you will provide oversight of operations in financial management, client engagement, marketing, operational support, human resources, IT and data management, contract administration, insurance and risk, business processes, team engagement, and office management. The position requires organisational skills, financial knowledge, attention to detail, problem-solving ability, proficiency in Microsoft Office and Xero accounting software, effective communication, and flexibility for ad-hoc work. Responsibilities include managing invoices, payroll, compliance, supplier payments, supporting client proposals, maintaining resource and data management systems, coordinating recruitment and onboarding, administering contracts and insurance, leading business improvement projects, and ensuring efficient office operations to align with the company's strategic and operational objectives.

Key responsibilities

Financial

Prepare and issue invoices to clients, consistent with payment terms.

Monitor client invoice due dates and promptly follow-up overdue invoice payments to support positive cashflow.

Process employee payroll, PAYG tax and superannuation.

Process, verify, and reconcile supplier invoices, and upload payments for Director approval to ensure payments are made by the specified due date.

Verify PAYG, BAS, IAS, and income tax prepared by the company's accountant and upload payments for director approval to ensure payments are made by the specified due date.

Track incoming and outgoing funds, flagging cashflow issues with Director's early, and offer practical solutions such as deferred payments or temporary cost reductions.

Reconcile business bank account transactions using Xero software to ensure accurate financial reporting.

Client Engagements and Marketing

Provide support with preparation and issue of job proposals to clients.

Contribute to updates of the company website.

Prepare shortform CVs for employees and associates to accompany client job proposals.

Operational Support

Assist with development of business capability statements.

In collaboration with senior team members, establish and maintain a resource management system for the business to schedule both current and future client projects, assign tasks to employees and associates, track periods of planned leave, and record time spent on project tasks.

Coordinate medical examinations, drug and alcohol testing, inductions, and other required procedures for employees and associates to client site access.

Make travel and accommodation bookings as required.

IT and Data Management

Serve as the primary IT contact for the business.

Oversee the company's external IT service provider to ensure services meet business needs and contractual obligations.

Monitor data storage, backups, email, device security and remote access to ensure systems remain suitable and scalable.

Develop and maintain a secure, organised data and document management system with controlled access, regular backups, and replication across client projects to facilitate efficient navigation.

Develop and maintain an intranet for the business.

Define standard IT equipment specifications for the business, based on user requirements.

Procure IT equipment for new employees and to upgrade existing equipment as necessary.

Managing software subscriptions, including the cancellation of unnecessary or redundant services.

Contract Administration

Establish and maintain a register of contractual agreements with clients, associates and suppliers.

Notify Directors of contract expiry dates at least six weeks prior.

Human Resources

Provide support for recruitment processes as needed, including drafting and posting job advertisements, scheduling pre-employment medicals, and preparing letters of offer and employment contracts.

Assist with developing, implementing and maintaining the onboarding process for new employees as directed.

Insurance and Risk

Establish and maintain a register of insurance policies and advise Directors of renewal dates at least six weeks prior to policy expiry.

Participate in periodic audits to verify compliance to the safety management plan and assess alignment with identified hazards and operational requirements.

Business Processes, Systems and Projects

In consultation with Directors, establish and maintain business processes and systems such as workflow documentation, procedures, templates, checklists to streamline operations and ensure consistency across business functions.

Undertake business improvement projects as directed.

Team Engagement

In liaison with Directors, assist with the coordination of monthly team meetings and social functions.

Office Management

Purchasing and managing office consumables, stationery and other supplies in accordance with business requirements.

Maintenance of business equipment.

Coordinating office cleaning and maintenance.

What you bring to the role

Strong organisational skills.

Financial and Business acumen.

An attention to detail.

Problem solving capability.

Proficiency in Microsoft Office and Xero accounting software.

Excellent communication skills

3-5 years experience in administration/business support.

Administration in mining preferred but not essential.

Why Join Us

Be part of a growing company making an impact across the mining industry.

Work alongside experienced professionals in a supportive, collaborative environment.

Gain exposure to a variety of mining projects and practical delivery challenges.

Want to apply?

Please submit a covering letter with your CV.

Applications will be reviewed as they are received.