Administration Manager

Face Mining Services Pty Ltd is hiring a Full‑time Administration Manager in Sydney, NSW. Apply now to be part of our team. Requirements for this role Looking for candidates available to work: Mon afternoon Mon morning Tue afternoon Tue morning Wed afternoon Wed morning Thu afternoon Thu morning Fri afternoon Fri morning More than 4 years of relevant work experience required for this role Expected salary: $95,000 – $105,000 per year Face Mining Services is looking for a full‑time Administration Manager. This is your chance to join a great team and you will be working closely with the Managing Director of the business. The position is based at our Sydney office at 64 York Street, Sydney NSW 2000 , with site and client visits across NSW as required. Face Mining Services specialises in delivering workforce and project management services for underground, surface and civil projects. Founded in 2010, Face started out as an OHS&T consultant company in the mining industry. Since then, Face has added multiple service lines and capabilities to offer an integrated service for mining operations and are a reliable quality service provider around Australia, New Zealand, Europe and Africa. Qualifications and Experience Related tertiary education qualification – at least a Bachelor At least 5 years relevant work experience in an Administration role can substitute for education qualification Must have experience in Administration duties around the mining industry Skills Excellent numerical skills Strong attention to detail skills Time management skills Proficient in MS‑Office Must have knowledge of Job Adder system Must have background in using Docusign, GoHighLevel, Canva and XERO Must be familiar with AI tools and Automations Payroll and Accounts background Strong written and verbal communication skills Ability to meet deadlines Strong analytical skills Problem solving skills Working in a team Responsibilities Operation Functions Reporting to Managing Director and Operations Manager on a daily basis Providing operations support to the Operations Manager Developing and documenting the organisation’s standard operating procedures, systems, guidelines and processes that will be used by the organisation’s labour hire employees Managing administration assistants located overseas that are contracted to provide service to Face Mining Assigning duties and responsibilities to administration assistants located overseas that are contracted to provide service to Face Mining Facilitating and conducting of weekly operations meeting Recruitment Functions Managing the organisation’s staff resources such as preparation of job advertisements to ensure that the organisation has labour hire employees for different clients Preparing monthly reports and database analysis of the organisation’s labour hire employee activities which is submitted to the Managing Director Posting job advertisements to relevant platforms Mobilisation Functions Managing the mobilisation of labour hire employees to their assigned sites and duties Managing pre‑employment booking requirements relevant to site placements Preparing and managing employment offers with all required information for approval by Accounts and Payroll Manager Preparing and managing approved contracts, documents and other site requirements for labour hire candidates to complete through Docusign Managing and establishing labour hire candidate files to ensure all documentation is received and filed properly Coordinating the return and filing of required mobilisation paperwork into FACE systems against mobilisation schedule Liaising with clients and sites for onboarding requirements, inductions and roster and crew assignment Managing touch points during the labour hire process Managing the organisation’s Job Adder system Managing the organisation’s Docusign system Workforce Management Functions Communicating and coordinating with labour hire employees Managing and maintaining files of employees in Dropbox with document naming conventions and Job Adder profiles with current and relevant information Managing and maintaining Job Adder database including labour hire candidate care functions Preparing and managing employee, accommodations and site incidents reports using MS Excel Managing and maintain Dropbox system Developing slack management report Marketing Functions Developing and managing the organisation’s resources such as social media accounts – Facebook, LinkedIn (both personal and Face Mining’s pages) Advertising and posting the organisation’s holidays, events and jobs seminars in different social media platforms Finance Functions Preparing wage rates using labour calculator which is submitted to the finance team Processing Accounts and Payroll Providing accurate information and reports to the finance team which are used in preparing the organisation’s financial reports and budgets Coordinating with the finance team when required Only applicants that meet our requirements will be shortlisted. 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