Office Administrator – Full-Time or Part-Time (3–4 Days/Week)
Location: Dandenong South, Melbourne | Join a Supportive, Down-to-Earth Team

We’re on the lookout for a capable and enthusiastic Office Administrator to join our growing team in the construction and glazing industry. This role is ideal for someone who thrives in a fast-paced environment, has great attention to detail, and enjoys keeping the office humming smoothly.

Full-time role, however we can be flexible with an option of part-time (3–4 days per week) or depending on what suits you best. Either way, you’ll play a key role in supporting our operations, liaising with clients and suppliers, and making sure everything in the office runs like clockwork.

What you’ll be doing:

· Handling all incoming calls on the landline – taking clear messages, delegating to the right team member, or creating work orders for quote requests.

· Managing our info@ inbox – corresponding with clients, gathering job details, and directing tasks to the appropriate staff.

· Welcoming visitors to our office and ensuring the right person is notified of their arrival.

· Completing credit applications for new suppliers and updating approved account details in Xero.

· Supporting our Office Manager with varied ad-hoc tasks – from chasing up invoices and generating quotes to checking supplier charges, laminating documents, and uploading contractor insurances to online portals.

· Ensuring end of month statutory declarations are signed for invoicing major projects.

· Maintain and order office supplies to ensure day-to-day operations run smoothly.

· Maintain a clean and organised office environment.

· Assist in preparing project folders or site documentation for staff and contractors.

· Maintain company registers – e.g. vehicle servicing, equipment tagging, or key records.

· Coordinate internal calendars (staff leave, vehicle bookings, appointments).

· Send calendar invites and reminders for key deadlines or meetings.

· Assist the accounts team with entering supplier invoices and matching them to purchase orders.

· Reconcile petty cash and keep records of staff reimbursements.

· Support with issuing progress claims or follow-ups on overdue invoices.

· Upload SWMS, licences, and insurance documents to client portals.

· Maintain internal WHS registers (e.g. incident reports, first aid kit checks, site induction records).

· Ensure staff training records and licenses (e.g. EWP, White Card) are up to date.

· Confirm job appointments with clients and ensure staff have what they need before attending.

· Assist with customer service – updating clients on job progress or delays.

What we’re looking for:

· Strong communication and organisational skills.

· Confident with email, phone, and in-person interactions.

· Competent using Xero, Microsoft Office, and general admin systems.

· Great attention to detail and initiative – you’ll often be juggling a few things.

· A current driver’s licence and willingness to run occasional errands locally.

· Someone who can work independently, but fits right in with our friendly, supportive crew.

Why join us?

· Flexible work options – part-time or full-time.

· Great team culture with regular team BBQs and supportive leadership.

· Opportunity to play a central role in a growing and busy business.

· Convenient Melbourne location with on-site parking.

Ready to apply?
We’d love to hear from you! Please apply via SEEK with your resume and a short note about your availability (part-time or full-time) and why you be a good fit for this role!