Job Overview
Travel Coordination:
• Coordinate domestic and international travel bookings for employees, including flights, accommodation, vehicle hire, and airport transfers.
• Arrange charter flights and ferry bookings where required to support project and site access.
• Manage travel changes, cancellations, and emergency travel requirements, responding promptly as project demands shift.
• Prepare clear travel itineraries and communicate these to travellers, project managers, and other stakeholders.
• Liaise with travellers, project managers, and travel suppliers to confirm requirements and resolve issues.
• Source cost-conscious travel options that balance budget, traveller welfare, and project timelines.
• Prepare travel reports and maintain accurate travel records for business and project purposes.
Project Mobilisation:
• Coordinate mobilisation for employees and contractors, ensuring personnel are mobilisation-ready before project commencement.
• Monitor and track licences, competencies, medicals, drug and alcohol requirements, VOCs, High Risk Work Licences, and trade qualifications.
• Coordinate client and site inductions and maintain accurate training records for all personnel.
• Upload and maintain documentation within client and internal systems, ensuring records are current and complete.
• Manage mobilisation registers, proactively identifying missing documentation and following up on renewals.
• Monitor expiry dates and coordinate renewals well ahead of project deadlines to avoid delays.
• Liaise closely with HSEQ, HR, Project Managers, and clients to align mobilisation activities with project schedules.
Subcontractor Compliance Management:
• Coordinate subcontractor pre-qualification, ensuring all required documentation, including licences, insurances, and certifications, is submitted, reviewed, and verified before engagement.
• Track and verify subcontractor insurances, including public liability, workers compensation, and professional indemnity, ensuring currency and adequate coverage levels.
• Maintain subcontractor compliance registers, monitor expiry dates for insurances, licences, and certifications, and proactively follow up on renewals.
• Review subcontractor documentation for compliance with company and client requirements, escalating gaps or non-conformances to HSEQ, Procurement, or Project Managers as required.
• Ensure subcontractors are not mobilised to a project without verified and current compliance documentation.
• Ensure compliance registers are accurate, complete, and reviewed proactively ahead of expiry.
• Identify and promptly escalate compliance gaps or non-conformances.
• Provide subcontractors and internal stakeholders with clear and timely communication regarding compliance requirements and status.
• Maintain accurate and organized compliance reporting that is available to Project Managers and clients as required.
• Liaise with subcontractors to obtain outstanding documentation and resolve compliance queries.
• Upload and maintain subcontractor compliance records within client and internal systems.
• Support the onboarding of new subcontractors, ensuring compliance status is confirmed before mobilisation.
• Prepare compliance status reports for Project Managers and clients as required.
• Support audits and reviews of subcontractor compliance as required.
Team Support & Engagement:
• Communicate positively and professionally with project teams and colleagues.
• Build and maintain strong working relationships across the business.
• Participate in team meetings and provide updates as required.
• Demonstrate and uphold company values in day-to-day work.
• Support colleagues and maintain a strong customer service mindset in all interactions.
Professional Development & Continuous Improvement:
• Maintain and develop personal knowledge and skills relevant to the role.
• Identify opportunities to improve business processes and drive efficiencies.
• Embrace new technology and support the adoption of automation where relevant.
Workplace Health & Safety:
• Comply with all WH&S obligations and identify and report hazards relating to the workplace.
• Demonstrate commitment to personal well-being and health.
Requirements
- • Experience in administration, mobilisation, travel coordination, or project support.
• High-level organizational skills with the ability to manage multiple competing priorities and projects simultaneously.
• Exceptional attention to detail and ability to maintain accurate records and documentation.
• Strong written and verbal communication skills.
• Customer service experience with the ability to communicate professionally with employees, contractors, clients, suppliers, and internal stakeholders.
• Ability to work independently while collaborating effectively with project teams.
• Ability to proactively follow up on documentation, compliance requirements, renewals, and outstanding actions.