{"id":1317207,"url":"https://alion.io/job/puma-energy-facilities-and-administration-coordinator","title":"Facilities and Administration Coordinator","company":{"id":1887714,"name":"Puma Energy","domain":"pumaenergy.com","url":"https://alion.io/company/pumaenergy","size_band":"5000+","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Workday","truth_index":{"grade":"B","score":81,"open_postings":4,"ghost_share":0,"stale_share":0.75,"repost_share":0,"time_to_fill_p50_days":37,"computed_at":"2026-10-27T05:46:45Z"}},"role":"Administrative","role_family":"Administrative","seniority":"middle","employment_type":"full_time","work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Port Moresby, Papua New Guinea"],"countries":["PG"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":{"min_usd":8000,"max_usd":16500,"period":"year","method":"global_role_cell_scaled_by_country","sample_n":2855},"experience_years_min":3,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Microsoft Office","optional":false},{"name":"Outlook","optional":false}],"status":"live","first_seen_at":"2026-08-18T00:00:00Z","employer_posted_date":"2026-08-18","last_verified_at":"2026-10-27T05:28:03Z","board_verified":true,"closed_at":null,"days_open":70,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":70},"description":"Main Purpose:\nThe Facilities and Admin Coordinator is responsible for coordination of the camp operations, facility administration, training facilities, contractor support, housekeeping oversight, maintenance follow-ups, procurement administration, and compliance reporting within the Refinery Site.\nThe role ensures that accommodation facilities, offices, training rooms, and operational support services are maintained to a safe, clean, and efficient standard while supporting daily refinery operations through administration and co-ordination.\nKey Responsibilities:\nAnswer telephones, screen calls and take messages from external or internal sources so that callers/visitors are dealt with promptly, courteously, and accurately; respond to more complex or escalated enquiries from other administrative/managerial staff.\nPerform other administrative tasks using independent judgment and discretion. Plan, organize, and schedule own workload so that these activities are completed accurately and on time. These activities may include preparing documents and presentation materials; screening and responding to incoming correspondence, inquiries, and phone calls; taking messages; drafting letters and official information releases; taking and distributing minutes; filing and organizing.\nAccurately transcribe, type, format, and proofread a wide variety of material (for example, correspondence, invoices, contracts, meeting minutes, reports, speeches, and presentations) using word processing, presentation, graphics and spreadsheet software. May use desk top publishing software to design more complex documents.\nCoordinate internal and external meetings so that they run smoothly. This may include scheduling meeting times, making travel arrangements for attendees, and ensuring that various meeting amenities are available.\nComply with company requirements and systems relating to SAPS, HSEC & Quality and other company policies.\nCamp Coordination\nCoordinate employee accommodation and room allocations\nMonitor camp occupancy and maintain accurate accommodation records\nLiaise with catering, cleaning, transport, and camp service providers\nEnsure camp facilities are maintained in a safe and hygienic condition\nAddress camp-related issues and escalate where required\nFacility Inspection\nConduct routine inspections of the camp rooms, office, training rooms, ablution block, kitchens, and common areas\n Identify maintenance, safety, or housekeeping issues\nEnsure facilities comply with company standards and HSE requirements\nMaintain inspection checklists and records\nReport defects and follow through to completion\nCleaning & Housekeeping Coordination\n Supervise housekeeping activities and cleaning schedules\nEnsure high standards of cleanliness across all facilities\nMonitor cleaning contractor performance and service delivery\nEnsure cleaning consumables are adequately stocked\nRaise concerns regarding hygiene or sanitation risks\nMaintain Cost Tracking\n Coordinate maintenance requests for buildings, offices, camp rooms, plumbing, electrical, air-conditioning systems\nTrack outstanding maintenance work order records\nEnsure timely close out of maintenance teams and contractors\nMaintain maintenance logs and work order records\nEnsure cost effective procurement practices are followed\nTraining Room Coordination\nCoordinate booking and scheduling of training rooms and meeting facilities.\nEnsure training rooms are clean, organized, and fully operational.\nArrange training materials, stationery, projectors, and other equipment as required.\nCoordinate room setup for inductions, meetings, workshops, and training sessions.\nReport and follow up maintenance issues relating to training facilities.\nOffice Supplies and Inventory\nMonitor office supply stock levels and consumables.\nRaise purchase requisitions and purchase orders for office and site requirements.\nCoordinate delivery and distribution of office supplies.\nMaintain proper inventory and stock records.\nEnsure cost-effective procurement practices are followed.\nContractor Coordination\nCoordinate contractor access and site requirements.\nLiaise with vendors and service providers regarding scheduled work and services.\nMonitor contractor attendance and completion of assigned tasks.\nEnsure contractors comply with site safety and operational requirements.\nAssist in coordinating contractor mobilization and demobilization.\nReporting and Compliance\nPrepare weekly and monthly administrative reports.\nMaintain records for inspections, maintenance, camp occupancy, training room usage, and procurement activities.\nEnsure compliance with company procedures and refinery policies.\nAssist with audit preparation and document control.\nReport safety, housekeeping, and operational concerns promptly\nPurchase Orders and Procurement Support\nRaise purchase requisitions and purchase orders\nFollow up outstanding purchase orders and deliveries.\nCoordinate with procurement and finance departments regarding invoices and supplier documentation.\nEnsure supporting documents are properly filed and maintained.\nAssist with budget tracking and cost monitoring where required.\n REQUIREMENTS\nEducation\nBachelor’s in business management or related discipline.\nAdditional training in Facilities Management, Procurement, or Administration is an advantage.\nExperience\nMinimum 3-5 years’ experience in administration, camp coordination, facilities management, or site support services within mining, oil & gas, refinery, or industrial environments.\nExperience coordinating contractors, training facilities, and maintenance activities.\nExperience raising purchase orders and handling procurement processes.\nFamiliarity with reporting and compliance requirements in an industrial environment.\nSkills and Competencies\nStrong organizational and coordination skills.\nGood communication and interpersonal abilities.\nAbility to multitask and work under pressure.\nProficient in Microsoft Office applications (Excel, Word, Outlook).\nPossess a valid PNG Driver’s License- Class 3\nKnowledge of procurement and administrative systems.\nAttention to detail and problem-solving ability.\nUnderstanding of workplace health and safety requirements.\nAbility to work independently and within a team 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