Administration Coordinator Assistant

About Flintwood Disability Services:

Flintwood Disability Services Ltd is a leading organisation dedicated to providing comprehensive support and services to individuals with disabilities. With a commitment to promoting independence, inclusion, and empowerment, we strive to enhance the lives of those we serve. As we continue to grow, we are seeking a dynamic and organised Administration Coordinator to join our team.

Summary:

We are seeking a highly organised and detail-oriented Administrative Coordinator to provide support to our team and ensure the smooth running of our daily operations. The ideal candidate will be able to multitask, prioritise tasks, and work independently in a fast-paced environment.

Key Responsibilities:

General Administrative Support:

• Provide administrative support to various departments within the organization.
• Answer and direct phone calls, emails, and inquiries professionally and courteously.
• Maintain office supplies and ensure equipment is in good working order.

Fleet Management:

• Oversee fleet strategy, vehicle deployment, acquisition, maintenance, leasing, and compliance.
• Manage registrations, invoicing, and contract compliance for over 80 vehicles.
• Track and report on fleet maintenance and repair
• Coordinate vehicle modifications and installation of technology to meet program specifications.
• Collaborate across departments to support training, compliance, and operational excellence.

Document Management:

• Assist in the creation, editing, and formatting of documents, reports, and presentations.
• Organise and maintain both physical and digital filing systems.
• Scheduling and Coordination:
• Manage calendars, schedule appointments, and coordinate meetings.
• Arrange travel and accommodation for staff members as needed.

Communication:

• Act as a liaison between departments, ensuring effective communication within the organization.
• Draft and proofread correspondence, memos, and other written materials.
• Data Entry and Record-Keeping:
• Accurately enter and update data in various databases.
• Maintain confidential records and ensure compliance with data protection policies

Qualifications:

• Proven experience as an Administrative Assistant / Coordinator or in a similar role.
• Proficiency in Microsoft Office Suite – SharePoint, Excel, Word, and Outlook
• Strong organisational, multitasking, and time management skills.
• Attention to detail and accuracy in data entry.
• Excellent communication and interpersonal skills
• Ability to work independently and as part of a team

Education and Experience:

• High school diploma or equivalent.
• Additional education or certification in office administration or business is a plus.
• 5 + years of experience.
• NDIS sector experience preferred.

Mandatory Checks and Requirements:

• Working with Children's Check
• NDIS Workers Check
• The right to work in Australia.
• A current driver’s licence

How to Apply:

Interested candidates are invited to submit their resume, cover letter, and three professional references. Please include "Administration Coordinator Application – Flintwood Disability Services LTD" in the subject line.

Flintwood Disability Services LTD is an equal opportunity employer, and we encourage individuals with disabilities to apply.