Site Administrator

The Opportunity

We are currently seeking an experienced Administrator to join our on‑site Operations team at our Coppabella Village. You will assist in ensuring the smooth day‑to‑day running of the village by providing high‑quality administrative support to the Village Manager and leadership team.

You’ll help create a professional and welcoming site environment, taking pride in your accuracy, discretion and exceptional attention to detail.

This role is on a permanent 5:2 DIDO roster.

In This Role, You Will Be Responsible For

• Providing payroll administrative support including invoice processing, reconciliation support, and assisting with employee timesheets
• High‑volume data entry with a strong focus on accuracy and confidentiality
• Maintaining site administrative records, files and databases in line with company and compliance requirements
• Assisting with onboarding and mobilization of new employees
• Assisting the Village Manager and leadership team with general / ad-hoc administrative tasks
• Ensuring compliance with workplace health, safety and environmental requirements while performing administrative duties

About You

To be successful in this role, you will bring:

• Previous experience in an administration role, ideally within a fast‑paced or operational environment
• Strong written and verbal communication skills, with the ability to engage effectively with internal stakeholders
• Confidence using computer systems, with experience or the ability to quickly learn systems such as Kronos, RMS and Microsoft Office, and strong data entry skills
• Excellent organisational skills and the ability to manage competing priorities with minimal supervision
• A proactive, flexible and team‑focused approach to work
• A strong commitment to safety, compliance and site standards
• Previous experience in a remote environment highly regarded

Why Civeo

Civeo offers a strong employee value proposition designed to support performance, wellbeing and retention:

• Permanent 5:2 roster
• DIDO from your home to the Bowen Basin
• Food and accommodation provided at our villages
• Access to The Civeo Hive — reward, recognition, wellness and exclusive staff discounts
• Village amenities including provide ensuite accommodation, pools, gyms and sporting fields

About Coppabella Village

Coppabella is described internally as Civeo’s largest village facility, supported by a broad on-site team including Facilities, Housekeeping, Administration, Guest Services, Health & Lifestyle and Food & Beverage servicing up to 3200 guests at any one time.

Civeo Australia (a division of Civeo Corporation) provides workforce accommodation services across Australia with a national footprint of approximately 10,000 rooms across twelve villages in QLD, NSW and WA, plus additional client-owned operations in remote regions.

We’re committed to fostering sustainable partnerships and inclusive opportunities and encourage First Nations people to apply.

Stay Well. Work Well.

Responsibilities

Primary Duties and Responsibilities

People

• To understand annual personal and company objectives and to take part in the regular appraisal processes to assess performance and provide feedback to management.
• To undertake technical and other training as required, and to attend periodic team and individual meetings as required.
• To work seamlessly with colleagues in Guest Services and to ensure a good communication flow is maintained with other Departments in the Village.
• To always apply safe work practices to contribute to the safety culture at Civeo.

Customers

• To be fully conversant with arrivals and departures on a day to day and week by week basis, preparing information and documentation in advance where required, to ensure efficient, shortest-time check ins and check outs.
• To develop and maintain strong relationships with local representatives of key clients to ensure service levels meet and exceed their expectations.
• To develop a high level of product knowledge of Civeo, the Village, and surrounding areas, and to respond to guests knowledgeably in relation to their queries.
• To ensure that client guest queries are answered or resolved in the shortest possible time in a professional manner.
• To facilitate and maintain a safe environment for our customers.

Process

• To accurately process bookings, allocate accommodation and perform check ins/check outs using the accommodation software package.
• To distribute room keys.
• To complete daily activity checklists for the shift including (where directed) running reports using the accommodation software package and Microsoft software and carrying out general administration duties.
• To accept and forward maintenance requests from both clients and housekeeping.
• To ensure all health, safety, quality and environmental standards are strictly met, ensuring a safe environment for employees, customers, contractors and visitors, and promptly reporting any issues, potential issues or near misses.
• To follow Standard Operating Procedures in all relevant areas and to contribute ideas for improving processes and procedures.
• To adhere to all security procedures at all times, ensuring the securing of any Company issued items during a shift, such as keys, safety deposit boxes, and confidential files, ensuring any items of a confidential nature are not disclosed.
• To unload and store stock and supplies.
• To use simple IT systems and cash collection systems as necessary.

Finance

• To assist in preparing bills and processing payments in line with client contractual requirements.
• To process payments for walk-in guests, casual lets and other cash or credit card transactions.
• To use the till and EFTPOS and assist in ensuring all floats are accurate at the end of the shift and any discrepancies are resolved.

Other

• Any other required duties appropriate to the scope, nature and seniority of the role.

Qualifications

Knowledge, Skills and Experience

Professional Qualifications

• Ability to read, write and speak proficiently in the English language.

Experience

• Preferably six months’ work experience in front office in commercial/hotel accommodation, preferably in the hospitality industry.
• At least two years general office administration.
• Experience in Accommodation Software packages.

Skills

• Knowledge of workplace safety systems and compliance, including responsibilities to self, other persons and property, including the safe operation of plant and equipment and manual handling.
• Proficient in the use of Microsoft Office software.
• Skilled in utilization of point of sale (POS) systems

Civeo Australia, a division of Civeo Corporation, provides workforce accommodation services globally. In Australia, we own 9,000 permanent rooms across QLD, NSW, and WA, and operate more than 20,000 rooms in client-owned properties in remote regions of WA and SA. Our services include accommodation, food services, housekeeping, and property maintenance. With over 40 years of experience, Civeo supports individuals who live and work away from home.

We're committed to fostering sustainable partnerships and inclusive opportunities in all the communities we operate in. By actively engaging with Traditional Owners and First Nations Businesses, we're not just operating accommodation villages, we're nurturing relationships that honour the rich cultural heritage of the land.

We're safe, welcoming and proud to encourage Aboriginal & Torres Strait Islander people to join us.

Stay Well. Work Well.