Mailroom Administration Officer

Overview This RFQ is issued under clause 11.2 of the Head Agreement for People Panel (Phase 2 – Labour Hire Services) Standing Offer Notice (SON ) between the Service Provider and the Department of Finance for the provision of Labour Hire Services to the Australian Government. Use of the template is encouraged to ensure standardisation and consistency. Entity & Contact Information Entity: Department of Foreign Affairs and Trade ABN: Entity Representative: Security Labour‑Hire Team, Procurement OfficerRG Casey Building, John McEwan Crescent, Barton, ACT 0221Email: Phone: RFQ Details Title: DSD2025-LH‑019 Safehand Mailroom Administration Officer Release Date: Monday 8th December 2025Closing Date: Monday 15th December 2025, 5:00 pm Order Commencement: March 2026Order Term / Completion Date: March 2027 Extension Option: Up to 12 months with 10 business days written notice prior to the Order Completion Date. Transition Out: Effective handover as per satisfaction of the Contract Manager (clause 17 of Schedule 2). Engagement Type Statement of Work – Labour Hire Services. Requirements & Responsibilities DFAT requires a mailroom administration officer to support safe‑hand mailroom staff and client services. Prepare, label and weigh packages for international delivery. Register and receipt mail items. Load and unload mail trucks. Drive distances to deliver mail (e.g., Canberra to Sydney Airport). Arrange pickup times with mail carriers. Gather shipping quotes, as required. Assist in the preparation of diplomatic courier travel documentation, like laissez‑passe and manifests. General accounts payable duties, including preparing and emailing invoices and following up outstanding invoices. Possible travel to escort diplomatic bags containing classified and sensitive material between DFAT and Australian diplomatic missions. Skills & Experience Core Technical Skills Able to lift 30 kg. Able to drive long‑distances. Detail‑oriented. MS Office knowledge. Non‑Core Technical Skills Verbal and written communication skills. Research and analytical skills. Problem‑solving skills and judgement. Stakeholder engagement and customer service skills. Time and project management skills. Information and record management skills. Physical Requirements Regularly required to stand, use hands to finger, handle or feel, and talk or hear. Frequently required to walk, reach with hands and arms, push a loaded dolly/hand truck, sit in a vehicle, and sometimes work in confined spaces. Regularly required to lift weights of up to 30 kg; work may be irregular or long hours. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Capabilities Sort incoming and outgoing mail as directed. Pack and prepare mailroom bags for dispatch. Receive mailroom bags. Learn basic operations of mailing equipment and software, phone systems, Windows‑based computers, and other required programs. Lift and move heavy bulky items. Drive long distances (up to 4 hours). Work sometimes, long and irregular hours. Maintain accurate travel documentation. Deal calmly with stressful situations and diverse personalities. Communicate effectively to assist clients, explaining services and requirements when travelling with diplomatic mail. Qualifications Desirable: Office Administration – General duties. Certifications NV2 Security Clearances. ASIC pass, or ability to gain an Australian ASIC pass. Current driver's licence. Location & Travel RG Casey Building, 10 John McEwen Crescent, Barton, ACT 0221. Travel may be required for mail deliveries; no travel to missions beyond the stated duties. Payment & Invoicing Payments will be made via Recipient Created Tax Invoice (RCTI) monthly within 20 days of month‑end. The contractor must submit a monthly timesheet to the Delegate for approval. Security & Clearance Security clearance required: Negative Vetting Level 2 (minimum). The successful contractor must hold a valid clearance and comply with the Commonwealth Protective Security Policy Framework and DFAT’s Security Framework. Loss of clearance will result in termination. Evaluation Criteria Demonstrated understanding of the Services required. Demonstrated capability and capacity to provide the services. Value for money of the proposed fees. #J-18808-Ljbffr