Administration Officer

The Administration Officer provides responsive, high-quality administrative support across the business, with a particular focus on payroll processing, document control and front-of-house/reception duties. This role is the go-to support person for other departments, taking on administrative tasks that free up time for the rest of the business to focus on their core work.

Primary Responsibilities

• Administer end-to-end payroll processing for FEAU, ensuring employees are paid accurately and on time and that payroll records are complete and audit-ready.

• Complete payroll reconciliation each cycle, identifying and resolving discrepancies proactively

• Respond to payroll-related queries from employees and managers in a timely and professional manner

• Administer and maintain SharePoint document libraries, ensuring version control and appropriate access permissions

• Administer Dozuki, including uploading and updating procedures and work instructions

• Manage document workflows including, but not limited to, job scanning, training records and general company documentation

• Identify gaps or inconsistencies in document control processes and take the initiative to correct them

• Monitor and order office supplies, proactively managing stock levels to avoid shortages

• Ensure common areas are tidy and stocked with supplies. This includes ensure milk is restocked in the fridges across the site.

• Coordinate office layout and set-up, including desk moves, new starter set-ups and general workspace presentation

• Liaise with vendors and suppliers for office equipment and consumables

• Greet and check in visitors and contractors arriving on site, following site sign-in and WHS induction procedures

• Ensure visitors are met and hosted appropriately, coordinating with the relevant employee or department

• Manage the incoming phone queue, directing calls and taking messages as required

• Coordinate company events and functions, including but not limited to scheduling, catering/food orders and venue management

• Administer Companywide travel and novated lease administration so employees have a smooth, hassle-free experience.

• Maintain accurate records in all Flander system such as; CSI, UKG and Benchmark.

• Provide general administrative support including printing, laminating, binding, copying and mail distribution

• Manage incoming and outgoing mail and deliveries

• Proactively identify administrative tasks that need attention across departments and action them without being asked

• Provide backup support to other administrative functions as required

• Perform other duties as requested.

• Lead by example and demonstrate FLANDERS core values, humility, integrity, trustworthiness, excellence and a mindset that continually grows and never gives up

• Follow all FLANDERS Policies, Procedures, SOP’s and reasonable management directives

• Ensure you protect, secure and keep confidential customer information, employee personal and medical information, intellectual property and other private and confidential information.

• Comply with all reasonable training requests in accordance with FLANDERS Policies and procedures, as well as requested by management.

Reporting

Reports directly to the Human Resource Manager of Australia, providing regular updates on payroll processing, administrative functions, and system audits, while ensuring operational efficiency and alignment with the organization’s strategic objectives to drive overall business success.

Minimum requirements

Essential

• Demonstrated experience in a similar administration, office coordination or payroll support role

• Experience processing end-to-end payroll (UKG or similar payroll/HRIS system highly regarded)

• Strong self-management skills with a proven ability to work autonomously and use initiative

• Excellent organisational skills with the ability to manage competing priorities and deadlines

• High attention to detail, particularly in payroll, document control and record-keeping

• Confident, friendly communication style with a genuine customer-service mindset

• Intermediate to advanced skills in Microsoft Office (Outlook, Word, Excel, SharePoint)

• Ability to maintain confidentiality and exercise sound judgement, particularly with payroll and employee data

• Valid work authorization in Australia.

Desirable

• Experience with SharePoint administration, Dozuki, CSI or Benchmark (or similar systems)

• Experience coordinating corporate events or travel

• Exposure to a manufacturing or industrial environment

• Certificate III or IV in Business Administration (or equivalent experience)

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