Job Title: Administrative Assistant
Location: Gold Coast Region (Hybrid – Work from Home/In Office)
Job Type: Permanent Part-Time (3-month probation)
Hours: 16 hours per week over 4 days (Monday – Thursday)
Remuneration: $28.00 – $32.00 per hour + superannuation, depending on experience and skillset

About Us
Established in 2014, Queensland Bushfire Planning is a leading consultancy specialising in bushfire risk mitigation across Queensland. With over 50 years of combined experience, our team provides expert advice and tailored solutions to landholders, developers, architects, town planners, and government agencies. We offer services such as Bushfire Attack Level (BAL) Assessments, Bushfire Hazard Assessments, and comprehensive Bushfire Management Plans.

Our mission is to help communities stay safe, prepared, and protected by delivering precise, site-specific assessments that streamline projects, preserve design integrity, and minimise environmental impact.

About the Role
We are seeking a highly organised, detail-oriented, and proactive Administrative Assistant to support our day-to-day operations and contribute to the smooth functioning of our team. The ideal candidate will have strong communication skills, a positive attitude, and the ability to manage multiple tasks efficiently in a dynamic environment.

You will be available 16 hours per week over four days (Monday to Thursday). These hours are essential to complete daily tasks such as liaising with customers. You will work from your home office, with the ability to meet regularly with our Office Manager at a mutually agreed location in the Southern Gold Coast or Northern NSW.

This is a permanent part-time position with an initial 3-month probation period.

Key Responsibilities

Manage general correspondence efficiently, ensuring timely and professional responses

Coordinate the issuing of Fee Proposals using Xero, with attention to accuracy and detail

Assist in drafting technical reports (full training provided on technical content)

Proofread completed reports to ensure they are error-free and professionally presented

Issue and manage invoices using Xero to maintain accurate billing records

Oversee the company’s marketing activities, including website updates, blog posts, and email newsletters

Manage databases (including CRM systems) to ensure accurate records and efficient data retrieval

Handle job tracking and scheduling using Trello to support smooth project progress and timely delivery

Use software tools such as Microsoft Office, Trello, and Xero to support administrative and project tasks

Undertake additional administrative activities as required

Handle confidential information with integrity and discretion

About You

3+ years’ experience as an administrative assistant or in a similar role (experience in project management, construction, or environmental services is a plus)

Strong written and verbal communication skills

Experience generating and issuing Fee Proposals, preferably using Xero

Ability to draft clear, concise reports

Excellent proofreading skills with a keen eye for detail

Confident in managing invoices accurately and consistently, preferably using Xero

Experience managing databases and maintaining accessible, accurate information

Familiarity with tracking job progress and scheduling tasks

Experience working from home and managing time effectively while supporting a broader team

Proficiency in Microsoft Office

You must have a dedicated home office setup with high-speed internet and reliable phone reception. A computer and mobile phone will be provided. Initial training will be conducted via Zoom. You will also be expected to attend informal face-to-face meetings fortnightly with our Office Manager at a mutually convenient location in the Southern Gold Coast or Northern NSW.

Benefits

Supportive team culture focused on collaboration and continuous improvement

Opportunities to contribute to meaningful, community-focused work

Flexible hybrid work arrangement with regular in-person meetings

Computer and mobile phone provided

How to Apply
If you are ready to contribute your organisational skills and attention to detail to a role that supports community safety and planning excellence, we’d love to hear from you. Please apply by sending your resume and a short cover letter explaining why you are the right person for the position to [email protected].

Applications close 30/05/2025.

For further questions, contact Kerrie on 0400 006 408.