Facilities and Administration Coordinator

About the role

The Facilities and Administration Coordinator supports daily refinery operations by coordinating camp operations, facility administration, training facilities, contractor support, housekeeping oversight, maintenance follow-ups, procurement administration and compliance reporting. The role keeps accommodation, offices, training rooms and support services safe, clean and efficient.

Key responsibilities

• Handle calls and messages, draft letters and reports, take minutes, file and organise documents, and transcribe and proofread correspondence, invoices, contracts and reports.
• Plan, organise and schedule your own workload accurately and on time.
• Coordinate internal and external meetings, including scheduling, travel arrangements and meeting amenities.
• Comply with company requirements for SAPS, HSEC and quality, and prepare weekly and monthly administrative reports.
• Camp coordination: allocate rooms, monitor occupancy, liaise with catering, cleaning and transport providers, and escalate camp issues.
• Inspect rooms, offices, training rooms, ablution blocks, kitchens and common areas, maintain inspection checklists and follow up defects.
• Supervise housekeeping, monitor cleaning contractors and ensure hygiene and sanitation risks are raised.
• Coordinate maintenance requests, track outstanding work orders and follow them through to completion.
• Coordinate training room bookings, arrange training materials and equipment, and report maintenance issues.
• Monitor office supply stock, raise purchase requisitions and purchase orders, and coordinate delivery and distribution.
• Coordinate contractor access, attendance and completion, and ensure contractors meet site safety requirements.
• Maintain records for inspections, maintenance, camp occupancy, training room usage and procurement, assist with audit preparation and document control, and report safety and housekeeping concerns.

Required profile

• Bachelor's degree in business management or a related discipline.
• Additional training in Facilities Management, Procurement or Administration is an advantage.
• Minimum 3-5 years' experience in administration, camp coordination, facilities management or site support services in mining, oil and gas, refinery or industrial environments.
• Experience coordinating contractors, training facilities and maintenance, and raising purchase orders.
• Familiarity with reporting and compliance in an industrial environment.
• Valid PNG Class 3 driver's licence.

Required skills

• Proficiency in Microsoft Office (Excel, Word, Outlook).
• Knowledge of procurement and administrative systems.
• Understanding of workplace health and safety requirements.
• Strong organisation, communication and multitasking skills, attention to detail and problem-solving.