Business Support

Offshore Virtual Assistants is looking for Business Support to be responsible for carrying out the tasks related to
coordination and compliance of the OnSpec Integrated Management System, Health, Safety, and Environmental support, and operational support as required.

The role is pivotal in supporting Management in the pursuit of HSE & Quality Assurance performance excellence. The position monitors operational requirements with legislative changes, policies, procedures, and statutory legislation.

Duties:

PRIMARY SAFETY DUTIES
This position must identify and share workplace hazards and risks with other teaUpgrade to see actual infombers to ensure effective measures can be taken to mitigate risk and maintain a safe working environment.
The person in this role has a duty of care to present to work fit and healthy to reduce the risk of injury to self or others.
Take an active role in ensuring that all duties and responsibilities are carried out by self and teams in accordance with HSE standards, legislation, policies, and procedures.
Contribute to the safety culture within the company by buying into initiatives and processes.
Research topics and formulate reports as requested by management so that a competent and complete analysis of the issue is undertaken from which a resolution or recommendation may confidently be drawn.
Tasks allocated are to be performed to agreed standards and/or as per established procedures or guidelines.
Tasks are to be completed within reasonable time frames.

PRIMARY ORGANISATIONAL DUTIES
Fulfil document control processes and manage the associated registers. Job pack review, entering data into Job Register and following up corrections with field staff.
Manage the Job Register and ensure accuracy at the end of each day.
Book training and medicals for new staff during onboarding.
Review IVMS reporting daily and complete exception forms for Operations Manager
CAPA register to monitor
Create purchase orders and complete Purchase Order requests through Xero and Cin 7.
Manage training matrix on SkyTrust and ensure records are kept up to date.
Regularly review the training matrix and schedule outstanding training, including booking client inductions.
Manage fuel cards (ordering and receipts)
Complete travel bookings for all staff
Complete stationary order for Brisbane and Chinchilla facilities.
Uniform and PPE ordering
Ensure up-to-date procedures are created for all business support tasks.
Assist the Operations Manager, Financial Controller & Commercial Manager, and others as required.
Undertake other projects and perform any other reasonably directed task as required from time to time to enable the smooth running of the business.
Maintain currency of skills and attend training as directed.
Follow workplace procedures and use workplace systems as directed to ensure a consistent approach. Take an active role in suggesting and contributing to the improvement of workplace procedures and systems.
Attend staff meetings and provide input and feedback regarding the operations and direction of the organisation, where invited.
Forge positive and effective working relationships

Qualifications:

Skills:
- Previous demonstrated experience in an administrative support role.
- High level written and verbal communication skills including writing clearly and presenting numerical data effectively.
- Effective interpersonal skills including the ability to effectively interface with employees at all levels and maintain confidentiality.
- Ability to develop, coordinate and review processes, procedures, and systems.
- Demonstrated ability to manage own time, use time effectively and prioritise workloads.
- Ability to compose and present reports.
- Computer literacy including the use of Microsoft suites and internet browsers.
- Monitors own work to ensure quality and strives to increase productivity and improve performance.
- Ability to autonomously problem solve and utilise all resources effectively.
- Listening and communicating openly, honestly, and respectfully with different audiences.

Knowledge:
- A basic understanding of administrative support duties
- Ability to analyse numerical data and performance measures such as Loss
- Time Injury frequency rates and trend graphs
- Relevant knowledge of HSEQ systems is viewed favourably.
- Relevant knowledge of ISO 9001, 45001, and 14001 systems is viewed favourably.


Please respond with "I AM YOUR Business Support!" as your subject line or title,