Office Manager

About the role

Donnelly Drilling Services is an established Western Australian drilling services company specialising in remote water well drilling operations across the mining and resources sector. We are looking for an experienced, highly organised Office Manager to oversee and coordinate our administrative operations, business support functions and workforce administration.

This is a key position. You will independently manage day-to-day office operations and keep management, employees, suppliers, clients and remote operational sites working together effectively. You will help maintain efficient business processes, coordinate administrative and financial functions, manage personnel documentation and support our operational requirements.

Office and business management

• Oversee and coordinate the day-to-day administration and operations of the business
• Manage general office operations, administrative procedures and business documentation
• Develop, implement and maintain efficient administrative systems and processes
• Coordinate office resources and make sure administrative requirements are met across the business
• Provide management with administrative support, business correspondence and operational reporting

Financial administration and payroll

• Coordinate payroll administration, employee timesheets and leave records using Xero
• Review employee hours, timesheets and rosters before payroll is processed
• Manage customer invoicing, supplier invoices and accounts administration
• Prepare and process purchase orders, supplier quotations and expense documentation
• Monitor business expenditure and maintain accurate financial and procurement records
• Liaise with management and our external accountants on financial administration and supporting documentation

Human resources and employee administration

• Coordinate employee onboarding and offboarding
• Maintain employee records, employment documentation and personnel files
• Coordinate recruitment administration and candidate communication
• Manage workforce scheduling, employee rosters and personnel movements
• Coordinate employee inductions, training records and compliance documentation
• Assist management with employee-related administrative matters

Operational coordination and logistics

• Coordinate FIFO employee travel, including flights, accommodation and transport
• Manage personnel scheduling and logistical requirements across multiple drilling sites
• Liaise with supervisors, employees and management about operational requirements
• Coordinate procurement of equipment, materials, supplies and services, including obtaining and reviewing supplier quotations and assisting with purchasing arrangements

Work health and safety and compliance

• Maintain workplace health and safety documentation and administrative records
• Coordinate the preparation, distribution and maintenance of company safety policies and procedures
• Maintain employee safety records, inductions and compliance documentation
• Administer digital safety documentation, including Take 5 risk assessments, JSAs and pre-start forms
• Monitor the completion and accessibility of safety documentation across operational sites
• Assist with maintaining company compliance records and administrative procedures

Business systems and digital administration

• Administer and maintain our business systems, including Xero, CorePlan and SiteDocs
• Maintain digital employee records, operational documentation and business information
• Develop and implement digital administrative forms and processes to improve efficiency and reduce paper-based documentation
• Coordinate the uploading, distribution and management of operational and safety documentation
• Ensure accurate record keeping and effective use of business management systems

Communication and stakeholder coordination

• Act as a central point of contact between management, employees, clients, suppliers and external service providers
• Manage incoming enquiries, business correspondence and general communications
• Coordinate supplier and client communications and follow up on outstanding administrative requirements
• Support management with business operations, reporting and general administrative decision-making

About you

You will have around 2-3 years' experience and:

• A Diploma of Business, Business Administration, Management or an equivalent relevant qualification
• Demonstrated experience in office management, business administration or a similar position
• Knowledge of business operations, administrative management and organisational procedures
• Experience in payroll administration, invoicing, procurement and financial administration
• Experience coordinating employee records, recruitment administration and workforce scheduling
• Strong computer literacy and experience with Microsoft Office and business management systems
• Excellent organisational, communication and time-management skills
• The ability to work independently, manage competing priorities and coordinate multiple business functions

Desirable

• Previous experience in the drilling, mining, resources or construction industry
• Experience using Xero, CorePlan, SiteDocs or similar business management platforms
• Experience coordinating FIFO workforces and remote operational logistics
• Knowledge of workplace health and safety administration and compliance requirements