Administrative Operations Specialist (CMS)

This is a remote position.

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

Job Type: Full-time

Join a specialized industrial services company that works with explosion-proof electrical equipment and heavy machinery for mining and civil construction. You’ll 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. You’ll 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

Scopes :

• 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

Requirements

• 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