Administration Assistant, Facilities

Administration Assistant, Facilities & Fleet ( Melbourne) Elevate your career to a Higher Altitude. Join the worlds premier inflight catering partner. Global brand. Market Leader. At dnata catering & retail the sky is truly the limit AIRLINE SUPPORT BUSINESS OF THE YEAR 2025AUSTRALASIAs AIRLINE CATERER OF THE YEAR 2025 Do you have a strong administrative background, with experience supporting a busy environment such as a Warehouse, Logistics, Manufacturing or Automotive business? We have an exceptional opportunity for a dedicated Administrative Assistant to coordinate our Facilities & Fleet divisions of our commercial catering facility. This is a national support role, and whilst it can be based either in Melbourne, Brisbane or the Gold Coast, we are expecting this person to step into a role that will be our go to Admin guru across a range of tasks including reporting, documentation, business registration and compliance filing, and managing the invoicing and payments for our external contractors and trades people all around Australia. What does a typical day look like? No two days are the same As our onsite Administrative Assistant, Facilities & Fleet, we are looking for someone who is versatile, flexible and able to think on their feet. Supporting not only our national Facilities Manager and national Fleet Manager, but giving assistance to our Country GM, Facilities Fleet & Projects who is based at our Corporate Office. Your main responsibilities in supporting these two divisions will be to oversee the timely completion and coordination of the following tasks, including but not limited to: In a nutshell your main responsibilities are: Support the effective life cycle management of company fleet, vehicles, units, equipment and associated assets, including capital replacement. Maintain accurate records, ensuring regulatory compliance and servicing schedules Raise and track fleet-related work orders; verify supplier invoices for final approval. Coordinate servicing, repairs, fuel use, and other operating costs to ensure effective resource utilisation. Build and maintain strong relationships with fleet contractors and service providers. FACILITIES Coordination Ensure relevant maintenance plans are applied to all assets as defined Monitor preventative maintenance program progress and reactive works completion Raise and track facilities-related work orders, set priorities, and provide updates. Record all works (planned and reactive) against the appropriate asset, capturing associated costs (spares, consumables, materials etc.). Verify facilities-related invoices and raise for final approval. Plan and attend any meetings involving facilities or fleet, including weekly updates Build and maintain strong relationships with facilities contractors and external services What do you need to be successful in securing this role? Demonstrated success in a similar role Experience in a busy environment with knowledge of mechanical or electrical works Experience using asset systems or building maintenance systems is a plus Understanding the supply chain process of specialist service providers Ability to undertake some light accounting, invoicing and reconciliation paperwork Good written and verbal skills and computer proficiency (MS Excel and Word) Strong organisational and time management skills of self and others Must be able to pass a mandatory National Police Check, as you will be working in the aviation services industry. What’s in it for you? Competitive salary paid weekly 5 weeks Annual Leave per 12 months service Free onsite parking available, daily staff meals in our canteen Be part of a close knit and dedicated team who are truly passionate about delivering excellent customer service. Access to our Employee Benefits Program which includes a wellbeing platform, discounted private health insurance and access to specials and discounts from over 700 retailers (such as Woolworths, Caltex and JB-Hi-Fi) National Career advancement opportunities About Us: We are Australia’s largest and most admired inflight catering and retail partner. Specialising in inflight catering, retail and food manufacturing, our group of diverse brands enables us to deliver extensive service capabilities. Chosen by many of the world’s top airlines, we operate 16 facilities across 12 cities and employ over 4,000 people who help us to produce over 64 million meals, and service more than 250,000 flights, each year. Parent company dnata – part of the Emirates Group – is one of the world’s largest air services providers. Offering ground handling, cargo, travel, and inflight catering and retail services, dnata ensures the aviation industry operates smoothly and efficiently. Want to know more about dnata catering and our global businesses? Visit our Australian careers website and watch a short video here Does this role sound perfect for you? If so, we want to hear from you Click the link below and upload your resume to start on the journey of joining the dnata catering family. #J-18808-Ljbffr