Administration Assistant

Administration Coordinator

Kongsberg Defence Australia is a part of Kongsberg Defence and Aerospace which delivers mission critical solutions to customers around the globe. Kongsberg Defence Australia is delivering these solutions to meet the unique military needs of Australia. We live our core values: determined, innovative, reliable and collaborative.

The Facilities Assistant role delivers operational administrative support to Facilities Management, Security and Warehouse Management. This role will be the first point of contact for all KDAu employees, visitors and contractors, and will be located in Reception. The Facilities Assistant will deliver an exceptional customer service experience through consistently providing a high level customer service, anticipating needs and resolving issues quickly in a professional, efficient and friendly manner.

In addition to reception duties, the incumbent is responsible for providing administrative support and tasks for the Facilities & Security Manager and to the Warehouse Manager. The incumbent will also be required to carry out concierge and event management tasks and tasks that relate to the everyday maintenance of the facility.

The Facilities Assistant will report to the Facilities & Security Manager.
Main Tasks

• Greet and welcome visitors to MLF, ensuring they sign into and out of the visitor tablet and assisting with contacting their hosts.
• Manage visitor and temporary access passes for contractors and visitors.
• Monitor the site’s intercoms and provide access through the main gate and boom gate as required and in keeping with KDAu security requirements.
• Report any security or facility issues to the Facilities and Security Manager.
• Deliver concierge support to key customer facing areas as required.
• Ensure the boardroom, training room and meeting rooms are kept in a clean and tidy manner.
• Assist with escorting contractors for maintenance activities as required.
• Following up contractors for the delivery of maintenance and repairs as required.
• Provide support for training and events.
• Assist with procurement activities such as ordering consumables, beverage supplies, stationery, PPE etc.
• Assist with the stocking of kitchens and general upkeep of the office.
• Assist the Facilities & Security Manager with site inspections; for example cleaning inspections.
• All other maintenance and physical security administrative tasks as required by the Facilities and Security Manager.
• Assist with the booking of couriers as required
• racking and following up incoming deliveries
• Ordering consumables for the warehouse
• First point of contact for couriers to receive incoming items
• All other administrative duties as required by the Warehouse Manager
• Adherence to KDAu Work Health and Safety procedures at all times. This includes actively supporting the reporting of safety incidents and near misses.
• Adherence to Defence Security requirements at all times, including and not limited to the reporting of security incidents and changes in personal circumstances.

Required Qualifications and Experience

• Year 12 or equivalent
• Qualifications and/or training in Facility Management of Business Administration (desirable).
•  Demonstrated experience in a customer facing role that involved the delivery of a high level of customer service.
•  A minimum of two years’ experience in a facilities management related role.
• Demonstrated knowledge of MS Office and transferable skills across databases.
• Demonstrated ability to perform a wide range of administrative tasks to a high standard and with a high attention to detail.
• Experience in a Defence Industry production or maintenance environment (desirable).
• Demonstrated experience in mail room and warehouse administration (desirable).
•  Demonstrated experience in concierge services and assisting with event management (desirable).
• Working knowledge of Defence Physical Security Requirements as they relate to Defence Industry (desirable).
• Full drivers’ license
• Must be an Australian Citizen and have the ability to obtain and maintain an Australian security clearance.
• Must be able to access information controlled under the US International Traffic of Arms Regulations (ITAR)

Location: Mawson Lakes, SA

Deadline:  COB Wednesday 27th November 2024

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