Team Administrator / Document Specialist

About EHS Support

EHS Support is a specialized environmental consultancy addressing complex environmental, health, and safety issues across diverse industries globally including the United States, Canada, Australia, New Zealand, the United Kingdom, and South Africa. We pride ourselves on fostering enduring client relationships through a foundation of excellence, innovation, integrity, and strong work ethics. Our team consists of driven professionals focused on collaboration and delivering impactful solutions.

Role Overview

This position is based remotely in Western Australia and centers on providing comprehensive business, administrative, and marketing assistance to the Australian and New Zealand operations of EHS Support, with occasional backup for the US office. The ideal candidate is a self-motivated, detail-oriented individual with expertise in Microsoft Word, exceptional command of English grammar, technological proficiency, strong multitasking abilities, and a commitment to excellence in customer service and deliverables.

Key Responsibilities

• Apply advanced Microsoft Word skills to create and format documents according to EHS Support's style standards.
• Utilize AI tools like Microsoft Copilot to boost efficiency in drafting communications, summarizing content, enhancing document quality, and streamlining administrative workflows.
• Leverage AI-supported tools to maintain document uniformity, manage knowledge bases, and improve reporting accuracy using platforms such as SharePoint and OneNote.
• Proofread and edit documents ensuring proper grammar, clarity, structure, and consistency.
• Convert documents into bookmarked PDFs inclusive of tables, figures, and appendices.
• Collaborate with project managers to define deliverable requirements including timelines, formats, and structures.
• Maintain and update information on OneNote and SharePoint sites for the team.
• Coordinate inputs for large proposal assemblies and standard company data incorporation.
• Train new staff on internal administrative procedures.
• Establish SharePoint filing systems for new projects aligned with company protocols.
• Collect and input HSE statistics into client databases.
• Oversee company data within procurement platforms such as ISN, Avetta, and Ecovadis.
• Maintain internal training and supplier registries.
• Occasionally review and format PowerPoint presentations.
• Organize travel and team events as needed.
• Perform miscellaneous duties including stationery ordering and office maintenance coordination.
• Support branding and marketing efforts by summarizing project and staff experiences for external promotions.
• Edit and format brochures and marketing collateral.

Desired Attributes

• 5 to 10+ years of experience in a comparable administrative role preferred.
• Ability to independently manage workload and prioritize tasks effectively.
• Strong skills in document formatting and attention to presentation details.
• Experience proofreading written materials.
• Familiarity with writing brief extracts advantageous though not mandatory.
• Technologically adept with a keen interest in learning new systems and tools.
• Motivation to develop professionally and embrace new challenges.
• Australian citizen or permanent resident eligibility requirement.
• Previous exposure to environmental or remediation projects is an asset but not essential.
• A bachelor’s degree in a relevant area is desirable but not compulsory.

Benefits and Work Environment

• Flexible work arrangements promoting a balanced lifestyle.
• Competitive compensation aligned with skills and experience.
• Employee referral incentives.
• Performance bonuses linked to team growth contributions.
• Opportunities for revenue sharing participation.
• A structured mentorship program to bolster career and professional development.
• Paid parental leave supporting family commitments.
• Exposure to diverse and challenging projects enhancing professional expertise.
• A collaborative, employee-owned culture with approachable leadership.
• Regular social events nurturing a positive workplace atmosphere.
• Clear advancement pathways tailored to individual career goals.