Site & Outage administrator

Site & Outage Administrator Location: Cardiff, NSW 2285 Company: Chart Industries This hybrid role supports both site-based and office-based outages operations, combining administrative coordination, project support, and tender assistance. It contributes a key position in ensuring the smooth delivery of outages and shutdowns, while also contributing to the preparation and coordination of tenders and contract deliverables. Responsibilities Assist in the preparation of tender documentation, including collation of compliance records, formatting, and submission coordination. Track and manage tender timelines, deliverables, and submission requirements. Liaise with internal stakeholders to gather required inputs for tenders (e.g. pricing, scope, compliance). Maintain a register of tender submissions and outcomes. Support post‑tender activities including contract onboarding and documentation. Assist with managing project resources and schedules, during on and off season. Format and style‑guide project documents and tender submissions. Provide leadership and support to the site administration teams. Training and development of direct reports, ensuring continuous improvement in all processes. Establish appropriate systems and procedures required to ensure that site administration functions run smoothly and efficiently. Provide accurate, timely, and high‑level administrative support to the wider site team – outside of outages. Assist HR with onboarding of new personnel and correct issuance of contracts. Oversee mobilisation and demobilisation of personnel for outages and shutdowns. Book and manage white‑collar travel, accommodation, and logistics for outage teams. Conduct site access documentation reviews and coordinate onboarding schedules. Support broader project controls activities. Physical Work Environment Documentation – Responsible for all project documentation related to execution, project control, AX budget and onboarding of outage crews. Reporting – Create and present weekly time sheet reports during outages execution for approval, and ensure all reports are submitted to stakeholders and filed up to date. Customer Relations – Develop and maintain professional relationships with customers on and off site. Compliance – Take appropriate actions to meet business budget expectations and align with business strategies. Experience & Qualifications Excellent communication skills (written and verbal) and high cultural sensitivity. Ability to interpret financial data, project pricing, margins, and exchange rates. Minimum of 3 years experience working on ERP systems (preferably Microsoft AX or CRM). Minimum of 3 years experience working in construction, field services and outages, preferably rotating equipment. Understanding of project workflows, outage logistics and planning processes. Ability to handle multiple priorities in a fast‑paced environment, set priorities and work both independently and in teams. Ability to work under pressure while maintaining a positive, result‑driven attitude. Skill in scheduling and planning tools for field and planning activities. High attention to detail and accuracy. High PC literacy, especially MS Excel, Outlook. Desirable Skills, Knowledge & Behaviour Understanding of rotary equipment, air heaters and fans. Project Management & Business Administration. Ability to understand schedules – P6 or equivalent. Dealing with demanding customers and priorities. Construction white card. Valid driver’s licence. Workplace confidentiality. Benefits Package Chart Industries is an equal employment opportunity (EEO) employer and will not discriminate against any employee or applicant because of race, colour, religion, sex, gender identity or expression, sexual orientation, pregnancy, age, national origin, disability, veteran status, military status, marital status, genetic information or any other reason prohibited by law. Chart complies with all applicable local, state, and federal statutes governing equal employment opportunity and nondiscrimination in employment in every location. #J-18808-Ljbffr