📍 Artarmon, NSW (WFH flexibility once trained) | 🕘 Full-Time | 💼 Immediate Start Available

Civil Fire is a Sydney-based fire protection company that provides maintenance & AFSS services to residential strata buildings. We’re growing fast and looking for a reliable and proactive Administration & Accounts Officer to join our very excellent team.

In this varied role, you’ll support our office and field operations to help keep everything running smoothly behind the scenes.

Key Responsibilities

💰 Accounts (Xero)

Run weekly payroll for 30+ employees

Perform bank reconciliations

Chase up overdue accounts

Process supplier invoices for payment (using hubdocs)

📞 General Administration

Answer incoming calls (7:00am – 3:30pm) [hours may be flexible for successful applicant]

Monitor and manage the Service Inbox

Respond to straightforward enquiries via email

Process work orders and enter bookings for inspections and repairs

Onboard new client contracts into the system

Liaise with building managers, strata, and internal teams

🏢 Office Management

Order uniforms and PPE for team members

Manage stationery stock and place timely orders

Organise office equipment (phones, laptops, ladders, etc.)

Coordinate with cleaners to ensure a professional workspace

Assist with onboarding and induction of new employees

Oversee vehicle fleet documentation and service tracking

🛠️ Business Operations

Schedule repairs and inspections in coordination with technicians and clients

Track job progress and ensure timely follow-up and completion

Support service delivery by keeping systems and processes running smoothly

Actively participate in Workplace Health & Safety - (upskilling opportunity available: Cert IV in WHS)

Contribute to ongoing improvements in operational efficiency

Skills & Experience

Previous experience in administration and/or accounts

Familiarity with Xero or similar accounting software

Strong communication skills and confident phone manner

Excellent attention to detail and time management

Ability to multitask and prioritise in a busy office

Comfortable with Microsoft Office (especially Outlook & Excel)

Experience in the fire or trade services industry is a bonus

Why Join Civil Fire?

Two-time winner of the Harry Marryatt Fire Protection Company of the Year

Supportive, down-to-earth team with a positive culture

Stable full-time role with on-the-job training

Convenient office hours – no weekends or late nights. Work from home flexibility once trained.

Gain exposure to the fire protection industry – learn about the Building Code of Australia, Australian Standards (like AS1851), and compliance legislation that keeps buildings and people safe