Onboarding & Mobilisation Coordinator

Onboarding & Mobilisation Coordinator Brisbane or Perth | Full Time | Hybrid Working Position Overview We are seeking an experienced Onboarding & Mobilisation Coordinator to join our fast-paced People & Culture team. In this pivotal role, you'll be at the heart of the employee journey, ensuring candidates are seamlessly onboarded, compliant, and ready to commence work across our operations. You'll play a key role in delivering an exceptional candidate experience while supporting a growing business where no two days are the same. This opportunity is perfect for someone who can hit the ground running and brings proven experience coordinating pre-employment medicals, compliance requirements, and site mobilisation activities . You'll have confidence liaising with medical providers, candidates, and internal stakeholders, while managing a high volume of onboarding activities with accuracy, urgency, and professionalism. In return, you'll join a supportive and collaborative team that genuinely values flexibility, teamwork, and continuous improvement. With a hybrid work model of 3 days in the office and 2 days working from home , you'll enjoy the benefits of connection and collaboration while maintaining work-life balance. If you thrive in a fast-paced environment, love staying organised, and enjoy seeing candidates successfully mobilised to site, we'd love to hear from you. Key Responsibilities Coordinate end-to-end onboarding and mobilisation activities for employees across multiple national sites. Book and manage pre-employment medicals, drug and alcohol testing, police clearances and other candidate assessments. Liaise with medical providers and stakeholders to ensure candidates progress through onboarding requirements in a timely manner. Collect, review and maintain compliance documentation including licences, qualifications, work rights and police checks. Coordinate online and site-based inductions and onboarding requirements. Maintain accurate candidate records and data integrity across HR and onboarding systems. Manage onboarding and mobilisation queries, providing exceptional candidate and stakeholder support. Partner closely with Talent Acquisition, Workforce Planning and operational teams to ensure successful mobilisation outcomes. Experience Previous experience in onboarding, mobilisation, recruitment coordination, workforce administration or a similar role. Proven experience booking and coordinating pre-employment medicals and liaising with external medical providers. Experience working in a high-volume, fast-paced environment with competing priorities and strict deadlines. Experience managing compliance documentation and pre-employment screening processes. Exposure to mining, resources, FIFO, facilities management or project-based environments will be highly regarded. Skills Exceptional organisational and time management skills. Strong attention to detail and commitment to accuracy and compliance. Excellent communication and stakeholder management skills. Ability to build effective working relationships across a broad range of internal and external stakeholders. Strong customer service focus and commitment to delivering a positive candidate experience. Confidence working across multiple systems and managing large volumes of administrative tasks. Ability to work independently, manage competing priorities and remain calm under pressure. Microsoft Office skills. About Us Civeo Australia, a division of Civeo Corporation, provides workforce accommodation services globally. In Australia, Civeo has a national footprint of approximately 10,000 rooms across twelve villages in Queensland, New South Wales, and Western Australia. In addition, Civeo also operates approximately 16,500 rooms in client-owned properties in remote regions of Western Australia, South Australia and Queensland. With more than 40 years of experience, Civeo supports individuals who live and work away from home. We're committed to fostering sustainable partnerships and inclusive opportunities in all the communities we operate in. By actively engaging with Traditional Owners and First Nations Businesses, we're not just operating accommodation villages, we're nurturing relationships that honour the rich cultural heritage of the land. We're safe, welcoming, and proud to encourage Aboriginal & Torres Strait Islander people to join us. People To understand annual personal and company objectives, how they are measured, and to take part in regular appraisal processes to assess performance and provide feedback to management. Support the Talent Acquisition team in maintaining communication between all departments within Civeo. Customers Ensure a professional service experience is delivered to all internal and external customers. Process Onboard Civeo staff to COV sites across Australia or as required. Request and collate required pre-employment documentation for candidates i.e. Australian work rights, qualifications, licenses, and police clearance checks. Maintain accurate candidate records and relevant files, utilising Oracle HCM Cloud (Civvy) and updating each candidate step. In consultation with the COV Recruitment team, request, and coordinate candidate assessments such as psychometric testing, medicals and other assessments as part of the recruitment process. Liaise and update COV recruiter on progress, escalate in a timely manner should there be any issues with documentation, medical results, or police checks. Conduct immigration checks for all non-Australian citizens (VEVO) Escalations for approval of Police Clearances and Pre-employment Medicals as required. Raise purchase orders and seek approval as required for medicals. Coordinating all components of BYO Work Mate Program including Book online and face to face induction as required. To manage and maintain recruitment shared inboxes i.e. queries, direct email applications. To always apply safe work practices to contribute to the safety culture at Civeo. To ensure all health, safety, quality and environmental standards and legislation are strictly met, ensuring a safe environment for employees, customers, contractors and visitors, and promptly reporting any issues, potential issues or near miss events. Other Ordering uniforms for new starters as required. Send new starter paperwork and follow up as required. Coordinate issuing of all variation and new LOA for COV business. Recruitment reporting as required i.e. Vacancy Bulletin To review, update and maintain data records within the Workforce Structure i.e employee movements, variations, resignations, filled roles and reporting as required. Liaise with Workforce Planning for updated Drug Screens and other site compliance for Civeo Casual Staff Flight requests from site once all onboarding is completed and the employee is compliant to commence work Any other required duties appropriate to the scope, nature, and seniority of the role. Professional Qualifications Certificate level qualification in Business, Administration, HR or related, or commensurate experience (desirable). Experience Experience in office administration or administrative processes. Experience working in a fast-paced environment with tight timelines. Skills Ability to maintain strict confidentiality. Intermediate Microsoft Office skills. Strong time management and organizational ability. Excellent communication skills, both written and oral. A high standard of personal presentation. Experience with systems such as SAMS, INX, Online Induction portals (desirable)