Site Administrator

The Role:  Chandler Macleod are working with a major Mining Business to source a FIFO Site Administrator to fly out from Perth on a 5:2 4:3 roster.  The Site Administrator is to provide comprehensive administrative support across multiple functions, with a strong focus on Flights & Accommodation coordination, onboarding, general office support, site systems access, and finance support for employees, contractors, and visitors. This role is pivotal in ensuring the smooth operation of site logistics and administration processes.

Key Responsibilities:Flights & Accommodation (F&A):

• Book all flights and accommodation requests for employees in a timely and accurate manner.
• Action all travel-related requests from the leadership team, including Contractor Hire Forms (CHF), accommodation, flight bookings, and site entry requests (e.g., backfill, breakdown labour).
• Coach and support leaders in navigating F&A systems such as INX, RTTMS, and People Search, including flight time expectations.
• Communicate and reinforce F&A expectations with leaders and escalate any issues or non-compliance to the direct supervisor.

Onboarding & Personnel Support:

• Assist with the onboarding process for new starters, including adding personnel to email distribution lists, site planners, and managing uniform inquiries.
• Ensure all CHF submissions include correct qualifications and documentation to reactivate SAP access promptly.
• Support the onboarding of visitors, including providing relevant site expectations and procedural guidance.

General Administrative Duties:

• Perform daily mail runs and distribute mail to the appropriate departments.
• Manage crib room and shutdown orders.
• Manage centralised site inbox and ensure timely follow-up on requests.
• Maintain and organise MEM, FXP, and Production admin drop points/cages; notify relevant personnel upon package arrival.
• Provide assistance to the Divisional Secretary as required.
• Send daily information notices and maintain departmental notice boards.

Security & Access Management:

• Manage IVMS key, gate card, and air key requests.
• Facilitate the creation of fuel keys.
• Approve and manage SharePoint and Teams access where appropriate.

Finance & Procurement:

• Raise Labour PRs promptly upon Supervisor request and escalate invoice issues to the relevant stakeholders.
• Raise long-term CAT 2/3 Contractor PRs at the beginning of each year and manage revalidation quotes as required.
• Raise PRs and manage invoicing for PPE cabinet refills.
• Ensure all POs are SES’ed within the service month and final SES’ed upon invoice clearance.
• Complete end-of-month financial commitments.
• Activate substitution rules before leave periods to ensure invoice workflows continue smoothly.
• Order office consumables, uniforms, and PPE for all departments, including MEM, Site Services, Dewatering, Production, Fixed Plant, and Operational Excellence.
• Support all departmental function order needs efficiently.

Key Skills & Experience Required:

• Proven administrative experience in a high-paced industrial or mining environment.
• Proficient in INX, RTTMS, SAP, and Microsoft Office Suite.
• High level of organisational and time management skills.
• Effective communication and interpersonal abilities.
• Initiative-taking approach with attention to detail and ability to multitask.
• Demonstrated ability to work both autonomously and as part of a team.

At Chandler Macleod, we are committed to fostering a diverse workforce where everyone is welcome. We encourage applications from Aboriginal and Torres Strait Islander peoples, women, neurodiverse, people living with a disability and the LGBTIQA+ community.

You can read more about our commitment to diversity and inclusion at https://www.chandlermacleod.com/diversity-and-inclusion.