Voted #8 in Best Places to Work 2024
Strong company culture
Australian owned and operated
Location – Melbourne or Adelaide
About the role:As the Business Management Systems Coordinator, you are responsible for providing specialist support and administration across the Business Management System (BMS), Engineering Management Systems, and associated corporate processes. You will also act as the primary point of contact for business travel administration and vendor liaison, ensuring systems, standards, and processes operate smoothly to support Nova’s business operations.
This role supports effective knowledge management, document control, and compliance with internal and external standards, contributing to Nova’s culture of professionalism, continuous improvement, and operational excellence
What you will be involved with:Business Management System (BMS) \& Knowledge Management
Coordinate day-to-day administration of the BMS Policy and Procedure Hub including publishing workflows, review cycles, and document archiving.
Support the continuous improvement and redesign of the BMS.
Maintain effective document controls and ensure compliance with review and update cycles.
Monitor compliance with review schedules and sending reminders to document owners.
Assist in maintaining ISO9001 Quality Management Certification.
Manage policy and procedure template updates, ensuring correct branding, version control and accessibility.
Contribute to knowledge management initiatives and maintain registers, records and standard subscriptions.
Resolve user issues and system errors related to the BMS.
Provide guidance and support to staff in the use of the BMS.
Travel and Vendor Administration
Act as point of contact for Nova’s corporate travel providers (CTM, Virgin, Hertz).
Own the Travel SharePoint page and assist employees with enquiries on systems and policies.
Support the resolution of travel-related complaints and vendor responses.
Provide reporting and administrative support to the Procurement Lead on travel matters.
Ensure travel administration aligns with relevant policies, procedures, and ISO standards.
Engineering Management Systems and Standards
Assist in administering Engineering Management Systems, including standards documents and certification records.
Manage employee membership registrations and related certifications.
Act as point of contact for agreements with professional bodies (e.g., EA).
Support starter/leaver processes for system access and standards administration.
Coordinate funding approvals for professional standards and memberships.
Cross-Functional and Administrative Support
Provide coordination and support for internal projects and process improvements.
Support collaboration across the Business Improvement team and wider organisation.
Contribute to team activities and internal reporting requirements as needed.
What we would like from you:* Strong organisational and administrative skills with attention to detail.
Proven ability to manage competing priorities and meet deadlines.
Previous experience with ISO9001.
Effective written and verbal communication skills.
Strong interpersonal skills with the ability to liaise across teams and with vendors.
Proficiency in Microsoft Office, SharePoint, and related business systems.
Adaptability and willingness to learn new systems and processes.
Proven experience in business systems administration and document/standards management.
Life at Nova – it all adds up!With people being our point of difference, we deliver on promises, reward good work, champion professional growth and support flexibility, all within a diverse and inclusive culture that recognises moments that matter.
Life at Nova is our collection of employee benefits, designed to meet the many and varied needs of our people.
Just a few of the great benefits you will have access to are:
Flexibility : We promote a culture that encourages and enables flexible ways of working that support our people
Dress For Your Day : We empower our people to determine their outfit for the activities of the day which allows for personal expression that builds trust
Reward \& Recognition Program : Offering exclusive discounts from hundreds of major retailers, helping you to save on groceries, petrol, holidays, and more
Employee Assistance Program : for employees and family members
Annual Nova employee engagement : Great way to connect more broadly and strengthen your internal networks and have some fun!
Wellbeing Hub with access to health and fitness content
Free Flu Vaccination annually
An inclusive, collaborative, and supportive culture
Social activities throughout the year, we even dress up at times, think Safari – we don’t like to take ourselves too seriously!
Nova Systems does not accept any recruitment agency solicitation.Nova Systems is committed to building a diverse and inclusive workplace, where everyone feels safe, valued, and included, where our people are our point of difference.Nova Systems respectfully acknowledges the Traditional Custodians of the land and waters in which we live and work, and we pay our respects to Elders past, present and emerging. Nova Systems also acknowledges the services of the Aboriginal and Torres Strait Islander people who have contributed to defending Australia and its national interests. To find out more about our commitment to Reconciliation, please visit our website.
VeteranNova Systems is a Veteran Employment Supporter of the Veteran Employment Program. We value the skills Veterans bring and encourage Veterans and Defence partners to apply. Nova supports our Veterans through reserve leave and top-up pay entitlements. No need to tailor the use of Defence language in your resume, we prefer to see this however, please let us know if you need support with your application. We also ensure all applications receive a response and feedback when appropriate.
NOVA SYSTEMSNova Systems is Australia’s largest privately-owned Defence company with global reach. We are leaders in capability assurance and systems integration solving complex challenges in innovative ways.
We are relied on to develop and test capabilities critical to national security and safety. We are trusted to integrate mission systems solutions and develop software and products that protect lives every day.
For 25 years, Nova has brought a different perspective. From national Defence and essential services to border control and cyber security, these are the challenges we partner with our clients to anticipate, understand, and solve. We have strategically located offices in Australia, New Zealand, the United Kingdom, Ireland, Norway, and Singapore.
But what makes Nova Systems truly unique, is our people. Nova Systems is where the best and brightest minds come together to challenge, collaborate, and innovate. At Nova Systems, we see things differently.