Summary:

The Administration Officer is responsible for overseeing the daily administrative operations of the Brisbane office. This includes aspects of project administration, compliance, facilities management and supporting senior management.

Responsibilities:

Administrative Support:

Overseeing day-to-day administrative operations of the office including managing office supplies, equipment and facilities.

Maintenance of digital filing systems.

Develop and implement new Customer Relationship Management system (CRM) as required.

Organise meetings - this may include preparation of agenda and taking minutes.

Coordinate events, meetings, and conferences inclusive of travel and entertainment.

Project Administration:

Maintain project documentation, including contracts, change orders, and other relevant materials.

Communicate with internal teams, clients, and subcontractors to ensure alignment and address any issues that may arise.

Ensure accurate record keeping including commercial information to enable the maintenance of progress claims and project invoicing.

Management and development of CRM system

Draft and prepare documents for issue to staff, clients and other stakeholders.

Review of contracts, working with internal and external resources to ensure accuracy and compliance with legal requirements.

Policy Development and Implementation:

Ensure that company policies are adhered to and regularly updated.

Compliance

Assist with maintenance of ISO Integrated Management System and other accreditations which require implementation and review.

Facility Management:

Oversee the maintenance and security of office facilities and equipment.

Liaise with Building Manager with regards to ongoing maintenance and repairs.

Coordinate with external vendors and service providers for facility management needs.

Work Experience Requirements

Excellent organisational and time-management skills.

A high level of proficiency in Microsoft Office Suite (Word, PowerPoint, Excel) and other commonly used office packages.

Strong IT and typing skills.

Process driven and have a high attention to detail.

Must possess a growth mindset, be proactive and enjoy working in a busy fast-paced environment.

The ability to work cohesively in a team and a strong team player (a must) as well as being able to work independently when required.

Must have excellent communication / telephone manner and strong work ethic.

Excellent interpersonal, oral, and written communication skills.

Experience and qualifications:

5+ years’ experience in a similar role, preferably with an engineering, construction or professional services firm.

Familiarity with engineering terminology and project workflows.

Ability to anticipate issues and find efficient solutions in a dynamic workplace.

Flexibility to support multiple teams and adjust priorities as needed.

Handling sensitive documents and client information with discretion.

Representing the company professionally when dealing with stakeholders.