Administrative Operations Specialist

This is a remote position.

Work Schedule: Monday to Friday 8:00am to 5:00pm Sydney Time with 1 hour unpaid break.

Join a specialized industrial services company that works with explosion-proof electrical equipment and heavy machinery for mining and civil construction. Youll be instrumental in digitizing and streamlining critical quality assurance processes that ensure safety compliance in high-risk environments. This role offers the opportunity to work with cutting-edge AI tools to capture decades of expert knowledge and transform paper-based workflows into efficient digital systems. Youll be supporting a team of 10 skilled technicians while helping the company scale into new manufacturing ventures.

Responsibilities:

• Digitize and streamline paper-based QA documentation processes for explosion-proof electrical equipment and heavy machinery servicing
  
• Manage data collection and processing from field technicians reports measurements and compliance documentation
  
• Coordinate workflow between field technicians workshop supervisors and office administration
  
• Process and organize technical reports strip-and-assess documentation and compliance certificates
  
• Support ISO 9001 quality management system documentation and audit processes
  
• Facilitate communication and handover processes between multiple technicians working on the same jobs
  
• Manage photo evidence collection and organization for compliance documentation
  
• Support quote generation and client communication processes through SimPro integration
  
• Create and maintain standard operating procedures for administrative workflows
  
• Assist with succession planning documentation to capture expert knowledge from retiring specialists
  

• Support 10 field technicians across three business divisions (electrical explosion-proof civil construction equipment underground coal mining equipment)
  
• Manage QA processes for workshop operations involving 50-100 tonne heavy machinery
  
• Process compliance documentation for explosion-proof equipment with extensive audit trail requirements
  
• Support scaling operations as company expands into manufacturing new products
  
• Work within established ISO 9001 framework with regular audit compliance
  
• Coordinate with workshop supervisors on strip-and-assess reporting and quote generation
  
• Manage transition from paper-based to digital workflows while maintaining compliance standards
  
• Support knowledge capture from senior electrical engineer and trainer-assessor preparing for retirement
  

• Strong attention to detail and accuracy particularly with technical documentation
  
• Experience with digital workflow management and process improvement
  
• Familiarity with quality management systems (ISO 9001 experience preferred)
  
• Proficiency with Microsoft Office suite and ability to learn SimPro job management software
  
• Understanding of compliance documentation requirements in industrial/construction environments
  
• Excellent organizational skills for managing multiple concurrent projects
  
• Ability to work with technical teams and translate field information into structured reports
  
• Experience with digital forms photo management and document control systems
  
• Strong communication skills for coordinating between field staff and management
  

• HMO Coverage in eligible locations
  
• Permanent work from home
  
• Immediate hiring