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200years combined experience
400+vehicles registered
550projects and counting
15+national & global
rolling stock experts
200years combined experience
400+vehicles registered
550projects and counting
15+national & global
rolling stock experts

Administrative Coordinator / Operations Support

Overview

We are seeking an Administrative Coordinator to join our dynamic team. This role will encompass general administrative tasks, team travel arrangements, functions coordination, invoicing, and document management. The ideal candidate will be highly organised with strong attention to detail and excellent communication skills.

Responsibilities

  • Operations Support 

Assist in daily office operations, including answering phones, responding to emails, and managing office supplies.

Maintain and update company databases, spreadsheets, and records.

Coordinate meetings, conferences, and other company events as needed.

  • Team Travel Arrangements and Functions

Organise travel arrangements for team members, including flights, accommodations, and transportation.

Plan and coordinate team-building activities, offsite meetings, and corporate events.

Liaise with travel agencies, hotels, and vendors to ensure seamless execution of travel plans and events.

  • Invoicing

Generate and process invoices accurately and in a timely manner.

Track and reconcile expenses, ensuring compliance with company policies.

Collaborate with the finance team to resolve any billing discrepancies or issues.

  • Document Management

Maintain an organised filing system for digital documents.

Manage and distribute incoming and outgoing correspondence.

Ensure proper documentation of contracts, agreements, and other legal or business-related documents.

Qualifications

  • Experience in administrative support roles, preferably in a fast-paced business environment.
  • Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and document management software.
  • Excellent organisational and time-management skills, with the ability to prioritise tasks effectively.
  • Exceptional attention to detail and accuracy in all work. 
  • Team-focussed and willing to help out where needed.
  • Outstanding communication and interpersonal abilities.
  • Ability to work independently and collaboratively within a team.
  • Flexibility to adapt to changing priorities and deadlines.
  • Exceptional customer service skills and a can-do attitude. 

Benefits

  • Flexible working conditions (including remote and work-from-home)
  • (Results Only Work Environment) performance and flexibility. We care about achieving our objectives more than “working 9-5.” Whether it’s school pick up, midday gym session, or any other aspect of life that is important to you, we recognise that life weaves through the work week.
  • Professional development, including employer contribution towards up-skilling.
  • Collaborative and supportive work environment 
  • Provision of a phone and laptop
  • Frequent team lunches and social events

About us

Since 2016, we have seen it as our duty to protect our partners’ reputations and guide their innovation with meticulous standards and a collective of the best minds in our industry. Our expertise is deeply rooted in Australian rail, but we partner with organisations and networks across the globe to solve the most complex rolling stock and rail infrastructure challenges. We’re proud to provide assurance, protection and above all — confidence to act under our shared responsibility to keep people safe and Australian rail moving forward.

Rail Confidence is an independent, rolling stock engineering consultancy headquartered in Sydney, Australia. As a leading authority in rolling stock design, testing and commissioning, we give the rail industry robust assurance of the safety, capability and compliance of their operations.

Ready to apply?

Rail Confidence is an Equal Opportunity Employer and encourages Indigenous Australians and females to apply. We promote cultural diversity, gender equality and non- discrimination.

To be eligible to apply for this role you must be legally permitted to work permanently in Australia.

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