Office Assistant/KPI & Compliance Support

We are seeking and proactive professional to provide administrative and analytical support to the management team of an Australian-based client. The role focuses on the collection, collation, analysis, and reporting of key performance indicators (KPIs), compliance tracking, and administrative documentation.

Working remotely in close coordination with the clients management team, this position contributes to maintaining operational oversight, identifying trends, and ensuring that performance and compliance standards are met consistently across all business areas.

Scope of Services

1. KPI Management & Reporting

• Collect, collate, and verify daily, weekly, and monthly KPI data for all departments including dispatch, management, and holding yards.
• Identify and highlight areas or individuals not meeting KPI targets, ensuring timely reporting to management.
• Prepare KPI summaries with commentary on performance trends, variances, and potential improvement areas.
• Support management in the preparation of monthly performance reviews and visual data presentations.
• Maintain accurate and up-to-date KPI logs and data filing systems.

2. Compliance & Documentation Support

• Maintain digital filing of all compliance documentation, meeting notes, and reports into designated folders.
• Assist with administrative compliance tracking and follow-up actions as directed by management.
• Monitor and advise management on areas of declining performance or potential compliance gaps.
• Ensure consistency, accuracy, and professionalism across all reporting and document control.
• Support adherence to company processes and Integrated Management System (IMS) documentation where applicable.

3. Administrative & Meeting Assistance

• Collate meeting notes for all internal and external meetings attended by management.
• Organise, file, and tag meeting documentation for reference and follow-up.
• Prepare presentation slides and visual summaries for monthly meetings and operational reviews.
• Assist with coordination of RSVPs, attendance lists, and document distribution for company meetings.
• Complete other administrative support tasks as requested by management to assist with business continuity and communication.

4. Business Performance & Communication Support

• Provide weekly summaries of performance trends, compliance updates, and KPI outcomes.
• Coordinate closely with internal stakeholders to ensure KPI targets and compliance tasks are consistently upheld.
• Identify opportunities for process improvement within reporting and data management.
• Communicate promptly regarding variances, underperformance, or data inconsistencies that may affect business outcomes.

Expected Deliverables

• Accurate and timely submission of KPI reports within agreed timelines.
• Clear, concise written reports and presentations that highlight trends and actionable insights.
• Consistent maintenance of structured and well-organised digital filing systems.
• Demonstrated reliability, confidentiality, and professionalism in all correspondence and data handling.

Required Skills and Competencies

• Analytical & Reporting Skills: Ability to analyse performance data and identify trends.
• Technical Proficiency: Advanced Excel and reporting software skills; PowerPoint and document preparation.
• Communication: Strong written and verbal communication for professional reporting.
• Organisation: Excellent time management and ability to manage multiple deliverables.
• Attention to Detail: High accuracy in data entry, filing, and compliance documentation.
• Professional Conduct: Demonstrates discretion, initiative, and reliability in all work output.

Experience

• Previous experience in KPI reporting, administration, or compliance support (transport/logistics background preferred).
• Proven ability to manage sensitive data and business information securely.