HSEQ/Office Administrator

About Scope HSEQ

Scope HSEQ is a professional Health, Safety, Environment and Quality (HSEQ) consultancy supporting businesses across a diverse range of industries throughout Western Australia and nationally. We provide practical HSEQ consulting, management system development and maintenance, auditing, compliance and certification support to help our clients achieve and maintain effective HSEQ systems. Due to continued business growth, we are seeking a highly organised and proactive Office / HSEQ Administrator to join our team.

About the role

This is a combined HSEQ / Office Administrator position responsible for providing administrative support across office operations, HSEQ compliance, and HR functions. The role involves managing office communications, documentation, client projects, and recruitment activities while supporting the HSEQ, Finance, Payroll, HR and management teams.

Office Administration – Scope of Duties:

• Answer phone calls promptly and professionally, direct callers to the right person, take messages and resolve minor queries.

• Open, record and direct incoming mail and email, and maintain records of incoming and outgoing correspondence in accordance with company procedures.

• Coordinate meeting room and teleconference bookings.

• Coordinate business travel and accommodation for employees.

• Prepare and format documents in line with the Scope HSEQ style guide, and type reports, meeting minutes and other documents as directed.

• Coordinate scheduled reviews of controlled documents and maintain the master document list in accordance with the Document and Record Control Procedure.

• Organise and maintain the company filing system, databases (Capsule and Resource Guru), registers and records, including the Technical Library.

• Keep project files up to date with client and project information.

• Assist with setting up new clients and projects.

• Assist with drafting and issuing client invoices.

• Assist with ordering and receiving goods and services in accordance with the purchasing procedure.

• Provide administrative support to the Operations, Finance, Business Development and HR management teams.

• Assist with events and marketing activities.

HSEQ Support – Scope of Duties:

• Prepare templates and forms that meet the relevant standards and compliance requirements for Scope HSEQ client projects.

• Assist HSEQ Advisors on client projects.

• Under the guidance of an HSEQ Advisor, develop skills in maintaining client management systems to the required standards, preparing audit agendas and reports, and compiling and issuing deliverables in line with project schedules and contract requirements.

• Take part in internal audits of Scope HSEQ.

• Conduct industry research and prepare summary reports when required.

• Assist with maintaining the Scope HSEQ Management System, including its registers, and raise opportunities for improvement.

• Support client relationships by responding promptly to client requests and passing customer feedback to the Operations Coordinator.

HR Administration – Scope of Duties:

• Review applications and shortlist candidates against the position description.

• Conduct phone screening using the screening questionnaire.

• Schedule and coordinate interviews.

• Provide summaries of suitable candidates including reference checks to the Operations Coordinator.

• Prepare employment contracts for review and approval.

• Coordinate onboarding and new employee inductions and maintain employee and training records.

About you

• Experience in office administration or HSEQ administration preferred.

• Clear, professional written and verbal communication skills.

• Strong attention to detail and accuracy.

• Good organisational and time management skills, with the ability to manage multiple priorities.

• Sound computer literacy with Microsoft Word, Excel and Outlook.

• Willingness to learn and develop HSEQ skills.

• Certificate IV in Business Administration or equivalent (desirable).

• Experience with document control or ISO management systems (desirable).

• Experience with a CRM (such as Capsule) and invoicing or accounting software (desirable).

What we offer

At Scope HSEQ, you will be joining a supportive and growing team where your contribution will have a genuine impact on the day-to-day operation of the business.

We offer:

• A diverse and varied administrative role.

• Exposure to HSEQ consulting and ISO management systems.

• Opportunities to develop your skills and knowledge.

• A supportive and collaborative team environment.

• Ongoing training and professional development.

• A role where initiative, organisation and continuous improvement are valued.

Please note that this is an entry level position with remuneration bands set accordingly.