Administration & Project Support Officer

KNL Fire Solutions is seeking a capable, organised and proactive Administration & Project Support Officer to join our team at our Winnellie office.

This is a diverse, hands-on role suited to someone who enjoys being involved across multiple areas of a business and is comfortable moving between accounts administration, payroll, timesheets, project support, document preparation and general office duties.

We are looking for more than someone who simply waits for the next task. The right person will be a self-starter who takes ownership of their work, identifies what needs to be done and actively looks for ways to assist the wider team.

Key Responsibilities

The role will include:

• Day-to-day office administration and general business support
• Maintaining, checking and processing employee timesheets
• Processing payroll/pay runs
• Using Xero for day-to-day accounting and administration functions
• Processing and managing supplier invoices
• Preparing and managing client invoicing
• Data entry and maintaining accurate business records
• Assisting with project administration, including project documentation, registers, purchasing information and cost records
• Providing administrative support to the Service Manager
• Preparing, formatting and maintaining business forms, templates, spreadsheets and documents
• Assisting with document control and record keeping
• Following up outstanding information with staff, suppliers and clients as required
• Supporting the implementation and ongoing use of new business systems and processes
• Using AI tools, including ChatGPT, to assist with administration, document preparation, research, process improvement and business workflows
• Identifying opportunities to improve administrative processes and reduce unnecessary manual work
• Assisting management and other team members with general administrative tasks as required

Essential Requirements

To be considered for this position, applicants must:

• Have demonstrated experience using Xero
• Have previous experience in administration, office support, accounts or project administration
• Be capable of processing payroll/pay runs and managing employee timesheets
• Have strong computer skills, including Microsoft Excel, Word and Outlook
• Have excellent attention to detail and a high level of accuracy
• Be organised and capable of managing multiple priorities
• Be able to work independently and use initiative without requiring constant direction
• Be comfortable learning and adopting new technology and business systems
• Have strong written and verbal communication skills
• Be an Australian citizen due to security and access requirements associated with projects undertaken by KNL Fire Solutions
• Be able to provide a current National Police Check issued within the previous three months

Highly Regarded

The following experience would be advantageous but is not essential:

• Previous experience within the fire protection, construction, electrical, service or trade contracting industries
• Project administration experience
• Accounts payable and accounts receivable experience
• Experience creating and maintaining business forms, registers and controlled documents
• Experience using AI tools such as ChatGPT in a professional environment
• An interest in using technology and AI to improve business processes and reduce repetitive administration

The Person We're Looking For

Our business is busy and varied, and we value people who are adaptable and willing to become involved.

Some days may involve payroll and invoicing; others may involve preparing project documentation, creating a new form, updating spreadsheets, helping the Service Manager, chasing paperwork or finding a better way to complete an existing process.

We don't expect one person to know everything from day one. We do want someone who is willing to learn, takes initiative and isn't afraid to investigate a problem and work out how to solve it.

Most importantly, we're looking for someone who sees something that needs doing and gets on with it.

Position Details

Position: Administration & Project Support Officer
Employment: Full Time
Location: Winnellie, NT
Salary: Negotiable and commensurate with the successful applicant's skills and experience

How to Apply

Please submit your resume together with a brief introduction outlining your relevant experience.

We would particularly like to hear about your experience with:

• Xero
• Payroll and timesheet processing
• Accounts payable and receivable
• Project or construction administration
• AI tools such as ChatGPT and how you have used them in your work

Only applicants who meet the Australian citizenship and National Police Check requirements should apply.

Pay: $62,500.00 – $90,000.00 per year

Work Location: In person