We’re seeking an Administration Manager who thrives on efficiency, loves working with people, and has a knack for technology and systems. This is an exciting opportunity for someone who wants to make a tangible impact in a growing and creative company.

About the Role

As the Administration Manager, you’ll oversee the smooth running of our administrative operations and project finance (note: not overall business finance). You’ll work closely with our administration team and project managers, ensuring our systems and processes—particularly within Total Synergy, our financial project management platform—run like clockwork.

You’ll be the go-to person for administration leadership, coordination and compliance, playing a vital role in the day-to-day functioning of the business.

Key Responsibilities

Administrative Oversight

Manage office operations, facilities, procurement, and travel arrangements

Ensure compliance with regulatory and company requirements

Coordinate supplier management and maintain effective communication across departments

Team Leadership

Lead, mentor and inspire the administration team

Foster a culture of collaboration, accountability and continuous improvement

Total Synergy Management

Monitor project performance and alert relevant managers when intervention is needed

Maintain and update rate groups, templates, and client records

Ensure project and proposal data is current and accurate

Tenders and Marketing

Support tender preparation and proofread submissions for clarity and accuracy

Collaborate with the Marketing Manager on strategy, content and reporting

Document and File Management

Oversee Dropbox file and folder structures, ensuring correct archiving and lifecycle management

Coordinate with IT, Accounts and Project Managers for document control

Ensure files in SharePoint/Teams are correctly aligned with Dropbox

Quality Assurance

Maintain and monitor QA systems and assist with internal audits

Help develop and distribute new company policies and procedures

HR Support (Citation HR)

Manage staff tasks and company documentation in the online HR portal

Support HR and management in maintaining compliance and record-keeping

About You

You’re organised, proactive and confident in a leadership role. You enjoy using technology to streamline workflows and have a genuine interest in helping others succeed. Ideally, you’ve had exposure to the construction, design or engineering industries and are familiar with project-based environments.

You’ll bring:

Proven experience in administration, people management or financial coordination

Exceptional communication and interpersonal skills

High proficiency with software and digital systems (experience with Total Synergy is an advantage)

A team-oriented mindset with strong problem-solving ability

Attention to detail and a drive for continuous improvement

Success in this Role

Your success will be measured by:

Improved efficiency across office management functions

Enhanced project tracking and visibility in Total Synergy

Stronger compliance with QA systems

Clearer, more consistent tender submissions