Employment Type:
Full Time (flexible hours negotiable)

Position Purpose

The Administrative Support Officer provides essential support to JMB’s operations team by assisting with finance and administrative functions, assisting with customer and project inquiries, supporting marketing activities, and maintaining internal systems. This role helps ensure smooth day-to-day business operations and supports communication, compliance, and client management efforts across the business.

Key Responsibilities

1. Administrative Support

Manage incoming phone calls, email correspondence, and calendar scheduling

Maintain company registers, records, and file systems (digital and physical)

Assist with document preparation including quotes, contracts, and client correspondence

Perform general data entry, record-keeping, and filing

2. CRM and Inquiry Management

Monitor the CRM and incoming inquiry platforms

Log, track, and respond to client and stakeholder inquiries

Ensure all inquiries are followed up, documented, and assigned to relevant team members

3. Project Administration

Support the team with tender, quote, and permit documentation

General paperwork, finance and related tasking

Assist in coordinating documents and schedules across projects

Liaise with external consultants and service providers (where directed)

4. Marketing and Communications

Coordinate with outsourced marketing providers

Collate and submit content for newsletters, organic social media, and project showcases

Assist in gathering data and preparing materials for website updates and case studies

Support preparation and formatting of reports, presentations, and internal comms

5. Systems and Compliance Support

Assist with uploading policies, procedures, and training materials to the new online platform

Coordinate sign-on sheets, pre-start documentation, and other compliance records

Support onboarding and induction workflows for new employees and subcontractors

6. General HR Support

Assist with recruitment administration, including job ads, interview scheduling, and candidate correspondence.

Support onboarding and induction processes for new staff and subcontractors.

Maintain employee records, contracts, and training compliance documentation.

Coordinate staff leave requests, timesheets, and payroll inputs as directed.

Provide general HR support to management, including staff communications and policy updates.

Key Attributes & Skills

Strong attention to detail and high-level organisational skills

Excellent written and verbal communication

Proactive and able to work autonomously with minimal supervision

Competency in Microsoft Office Suite and/or cloud-based platforms (Dropbox, Xero ETC)

Familiarity with CRM systems (or willingness to learn)

Ability to multitask and prioritise in a dynamic environment

Qualifications & Experience

Previous experience in an admin, office support, or project coordination role preferred

Experience in construction, architecture, engineering, or a trade-based environment (desirable)

Basic understanding of project lifecycle, permits, or construction documentation (bonus)