Onboarding & Logistics Coordinator

Office Administrator & Project Support Coordinator
Location: Mayfield, NSW
Hours: 8:00am – 4:30pm (some flexability) 
Payrate: Casual $40/hour + super
Start Date: ASAP
Type: Temporary to Permanent opportunity for the right person

Role Overview
The Office Administrator & Project Support Coordinator provides end-to-end administrative support across onboarding, mobilisation, accounts and project coordination functions. This role is critical in supporting both office operations and large-scale project delivery, ensuring accurate processing, strong compliance and efficient coordination of personnel, logistics and administration tasks.

Key Responsibilities Onboarding & Mobilisation

• Execute end-to-end onboarding processes including Right to Work checks and background/reference verification
• Prepare and process employment documentation and onboarding packs
• Support new hire onboarding, including employee forms, IT setup, and induction coordination
• Maintain and update crew lists, mobilisation matrices and personnel tracking systems
• Prepare and issue Letters of Offer for project personnel
• Coordinate onboarding scheduling and provide support to new starters throughout the process
• Manage visa processing requirements for international labour where required

Project Logistics & Coordination

• Arrange travel and accommodation for employees across project requirements
• Book medicals, inductions and external/internal training
• Coordinate mobilisation logistics for shutdown and project work
• Liaise with supervisors, managers and employees regarding mobilisation requirements

Accounts Payable & Purchase Orders

• Assist with Accounts Payable processing, including high-volume invoice management (100+ invoices during peak periods)
• Match invoices to purchase orders and resolve discrepancies
• Enter and maintain invoice and PO data in Sage Timberline
• Raise, track and maintain purchase orders
• Support general finance and administration processes as required

Administration & Systems

• Maintain accurate employee, project and compliance records
• Update key resource tracking sheets and active personnel registers
• Perform data entry and document control functions
• Support reporting and administrative tasks using Excel, Word, Outlook and SharePoint
• Assist with general office administration and ad hoc support tasks

Skills & Experience

• Previous experience in administration, mobilisation, coordination or project support roles
• Strong Accounts Payable and/or purchase order processing experience
• High attention to detail and strong accuracy in data handling
• Intermediate Excel skills (testing recommended)
• Strong Microsoft Word, Outlook and SharePoint capability
• Ability to manage competing priorities and high-volume workloads
• Strong communication and stakeholder management skills
• Experience with Sage Timberline or similar ERP systems highly desirable
• Background in construction, engineering, mining or industrial services advantageous

Working Environment

• Full-time office-based role (Mayfield)
• Standard hours: 8:00am – 4:30pm
• High-volume workload during peak project periods
• Supportive but fast-paced operational environment
• Flexibility available for the right candidate (e.g. occasional shorter day)
• Temporary to permanent opportunity for the right person

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, 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