About us:
Civil Contractors Federation Victoria ("CCFVictoria") is the peak industry body supporting and representing civil contractors across Victoria. With almost 450 contractors and associate members and an Industry Registered Training Organisation (RTO 3704), CCF Victoria is dedicated to empowering the civil community. CCF Victoria provides a supportive and flexible culture to its staff and provides opportunities to build and develop your skills and capabilities as well as work with a collaborative friendly team. Our values of Service, Integrity, Care, and Collaboration drive us.
About you:
The Office Administrator reports to the Executive Assistant to Executive Director and plays a key role primarily in supporting the EA and the Corporate Services Team. Communicating with all departments, this role is responsible for ensuring smooth daily office operations. This role also involves conducting and maintaining relationships with key external stakeholders, such as clients, members and service providers in a timely and professional manner, adhering to company policy, procedures, and governance protocols.
Responsibilities include:
- Assist the EA and Leadership Team by drafting reports, analyzing data, editing and formatting documentation, and providing comprehensive internal and external event management support (catering, venues, and accommodation).
- Act as the primary administrator and Subject Matter Expert (SME) for ASANA by managing user access, creating templates, and building project boards to streamline cross-departmental tasks.
- Oversee the accuracy of employee records, maintain onboarding/offboarding workflows, track compliance documentation, and ensure all required staff certifications and qualifications are kept current within Employment Hero.
- Act as the first point of contact for internal software queries, maximizing staff adoption of Asana and Employment Hero by creating "how-to" guides and delivering training sessions.
- Assist in setting up the administrative framework for annual Performance Management Reviews across all CCF Victoria staff, including tracking 1-month and 5-month probationary reviews.
- Maintain central filing systems to ensure strict version control and naming standards, while formatting, updating, and distributing company policies and standard operating procedures (SOPs).
- Support the Integrated Management System (IMS), help organize the internal audit program, populate data for the Risk Appetite Statement (RAS), and escalate governance or risk concerns to the EA.
- Assist with the recruitment lifecycle by posting job advertisements, scheduling interviews, communicating with candidates, and initiating onboarding checklists across relevant departments.
- Monitor the HR Matters mailbox alongside the EA to safely triage and action organizational complaints, compliments, and concerns while maintaining strict confidentiality and escalating issues when required.
- Assist with tracking company property (laptops, phones, furniture) in the asset register, monitor and replenish office and kitchen supplies within budget, and create professional diagrams in VISIO as requested
- The following work experience is required for this job role:
Key Skills (Essential)
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Cert II or III in business administration, compliance, auditing or equivalent or a minimum of 1–2 years of experience in an office administration or equivalent
- Good proficiency in using ASANA (creating dependencies, custom fields, and portfolios) and Employment Hero (HR suite awareness and onboarding modules).
- Extensive Customer Service experience and conflict resolution experience
- Current Driver’s licence and Working with Children Check
Key Skills (Desirable)
- Cert III or above qualifications in administration, project management, quality & compliance, business, or equivalent
- Knowledge in Quality and Governance, Compliance, and/or Auditing Core Skills required to effectively fulfill this role (technical & personal) are as follows:
Technical
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Strong proficiency in Microsoft 365 (Word, Excel, PowerPoint, SharePoint) or Google Workspace.
- Basic troubleshooting skills across hardware and office AV equipment
- Good to strong typing speed
- Report preparation, formatting and editing skills
- Good business acumen
- Good business presentation - written and spoken
- Strong capability of implementing and training on new software applications
Personal
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Must be an Australian Citizen or Permanent Resident
- Business standard English language, written and spoken
- Good communications skills, written and spoken
- Excellent organisation skills with an ability to deal with conflicting demands in an ever changing and challenging environment
- High level of time management skills & the ability to manage conflicting deadlines
- Work under minimum supervision
- Self-motivated with the ability to forward think and plan
- Strong organisational and time management skills
- Provide quality customer experience when dealing with internal and external stakeholders
- Strong ability to provide solutions
- Comply with established company processes, policies and procedures
- Perform routine tasks autonomously, as required
- Willingness and ability to learn new systems
- Confidentiality required when working with organisational documents, files, and in attendance to meetings and discussions
- Excellent presentation skills, be confident and attentive to clients
- Self-motivated worker with strong ethical behaviour with a high level of professionalism
Benefits
We offer an industry competitive salary based on qualifications, relevant skills and experience. We are a leading peak industry association with a strong values-based culture and are invested in our people's personal and professional development. We want to help you be your best you!
Location
The RTO Administrator role will be based at our office at Notting Hill. This role may also require attendance at some events at key times around the year.
If you require more information, you may contact us at [email protected]
Please visit https://www.ccfvic.com.au/ for more information
