Business:  Kalmar
Job Function:  General management, Admin & Faci

Melbourne, VIC, AU

Junior Administrator

Kalmar keeps global trade moving. Our innovative solutions contribute to every fourth container movement in the world and help transform the future of cargo handling. We believe in collaboration, delivering on our promises and that people make the difference.

Purpose of the position

The Junior Administrator is responsible for the administration and maintenance of our Integrated Management System (IMS) and supporting compliance programs. To assist the business divisions with the day to day administration of quality, health, safety and environmental related activities to ensure compliance with customer, legislative and best practice requirements. 

Main tasks and responsibilities

Quality Health, Safety & Environment (QEHS) / 20%

  • Maintain a secure drive for IMS and QHSE documentation such as standards, procedures, tools, management plans, guidelines, safe work method statements and safe work procedure and other controlled documentation as required.
  • Maintain secure drive to store QHSE records across business, divisional and site levels.
  • Maintain secure drive to store worker licenses and qualifications records across business, divisional and site levels. Audit regularly and report non-compliances or renewals to Line Management.
  • Maintain a current library of, Australian Standards, Industry processes, codes of practice and guidelines relevant to business activities.
  • As directed, conduct internal compliance audits of QHSE systems and prepare reports outlining any identified gaps and recommendations areas of improvement. 
  • If required, assist management and supervisors to build a greater understanding of key QHSE systems i.e incident reporting database, customer compliance requirements. 
  • As directed, compile and report QHSE performance data within agreed timeframes. produce reports and distribute to internal and external stakeholders.
  • Assist RTW Coordinators with administrative support as directed.
  • Coordinate external customer site induction, MISC systems, site specific safety management systems (such as Pegasus)  and business compliance requirements including applications, registration, renewals and insurance, policy and compliance declarations.
  • Training course administration ( Quotes, bookings, registration, follow-up the expiration and validity of the training ).
  • Qualification & licencing management

General admin for business & finance (80%)

  • Supporting the admin of Logistics together with the Procurement Manager
  • On-site facilities coordination
  • Maintenance of Oceania google drive structure
  • Support with Finance administration tasks

Salary for the role is negotiable depending on experience. This is a great opportunity to join a global market leader. You must have the applicable rights to work in Australia to be considered.

This role has been approved as a direct only hire, as such any Agency referrals will not be accepted.

What you’ll need to succeed


  • Relevant education  (business administration, finance etc) advantageous


  • Minimum of 2 years business administration experience
  • Previous experience working in a similar role operating within a quality or safety environment would be desirable
  • Understanding of and experience maintaining databases and other such systems
  • Sound knowledge of computer system applications 
  • Previous experience undertaking compliance related tasks such as reporting and auditing
  • Exposure to HSE Laws and practices in Australia, including, workers’ compensation is advantageous

Skills & Knowledge

  • Customer relationship skills
  • Administration skills 
  • Effective time management skills
  • Sound communication skills (written and verbal)


  • Team player
  • Proactive with a can-do attitude 
  • Excellent work ethic 
  • Ability to work independently
  • Time management and organisation


  • Other duties as requested by your Manager

You will be part of

We believe in our people as it is our people who really make the difference. We always work in close collaboration with our customers, deliver on our promises and never walk away no matter how big the challenge. We succeed because we do it together. 

With us, you will have the opportunity to realise your potential and become an important member of our global team.

Interested to join?

If you are excited about this opportunity, please submit your application and CV by 03.10.2023.

Kalmar is part of Cargotec

Kalmar is the global leader in sustainable cargo handling for ports, terminals, distribution centres and heavy industry. With our extensive electric portfolio and global service network, we help our customers move towards safer, more eco-efficient and productive operations. Together, we develop innovative solutions that shape the future of our industry, improving our customers’ every move.

Kalmar is part of Cargotec. Cargotec's (Nasdaq Helsinki: CGCBV) sales in 2022 totalled approximately EUR 4 billion and it employs around 11,500 people.