About ADOX

ADOX is a leading electrical subcontractor delivering innovative security and data communications solutions to federal, state, and private clients across Australia. Founded in 2011, we pride ourselves on our reputation for integrity, quality, and a true mateship spirit that drives our team to exceed expectations on every project. As a locally owned business, we're expanding our Sydney office and seeking a proactive Office Administrator to support our dynamic operations.

The Role

We're looking for a versatile and detail-oriented Office Administrator to join our Sydney team.

This full-time position will play a key role in managing day-to-day office functions, financial administration, and compliance tasks, ensuring smooth operations across our security and communications projects.

Reporting to the Director and collaborating with Management and Finance teams, you'll thrive in a supportive environment where no two days are the same.

Key Responsibilities

Basic accounting

o Manage the finance inbox

o Responding to client enquiries

o Follow up clients for payment and provide a weekly update when payments are expected

o Review and process subcontractor invoices on the payment sheet

o Track retentions and chase outstanding amounts

o Requesting client purchase orders for service work that has been completed

o Apply client purchase orders to company invoices

o Uploading company invoices to the client portals if required

o Complete a weekly payment sheet with key information

o End of Monthly: Matching supplier statements and accounting software, ensuring numbers are matching with our payment sheet

o Maintain an up-to-date supplier payments list in accounting software

o Process payments for regular suppliers (e.g., Sydney Water, J’J waste and so on)

o Ad hoc tasks requested by the Director or General Manager

Office tasks

o Answer phones and maintain records of all customer interactions

o Taking deliveries and filling out deliver paperwork

o Managing the returns of excess stock and return paperwork

o Ordering office stock including office supplies, drinks and food

o Maintaining staff uniform records and stock levels

o Manage cleaning contractors and bin contractors

o Check the mailbox and PO Box

o Post mail and items to clients as required

o Organising Uber for delivers or staff transport, when required

o Ad hoc tasks requested by the Director or General Manager

General data entry

o Reviewing service technician notes in the service management software and updating client records with key information from the technician notes

o Staff onboarding/offboarding

o Staff induction/company paperwork

o Maintain all staff records in the management software

o Maintain all subcontractor’s details in the management software including current industry licences and insurance records

o Assist the management team with any other data entry jobs as required

o Ad hoc tasks requested by the Director or General Manager

Work Health and Safety and Compliance

o Review job management software daily to ensure daily WHS compliance is completed by all staff and contractors

o Follow up any staff and contractor that has not completed the daily WHS compliance paperwork

o Maintain staff WHS records are current and up to date in the job management software

o Book staff training as requested and required to comply with WHS

o Assist the project and service teams with staff and contactor site induction paperwork

o Ad hoc tasks requested by the Director or General Manager

Vehicle Fleet and Assets Management

o Keep up to date records of the vehicles including servicing requirements

o Book all car services when required

o Pay registration and greenslip when required

o Follow up staff monthly for them to provide vehicle inspection reports

o Update records of vehicles in the management software

o Ensuring all the vehicle fines are assigned to the correct driver

o Keep and maintain a record of all company assets

o Update insurance records of new assets that have been purchased

o Contact site supervise monthly for a report of company assets on the site

Assist the Director, General Manager, and Finance teams as needed.

Perform other office duties as required to support team efficiency.

What We're Looking For

· Proven experience in office administration, ideally with some finance or WHS exposure (1-2 years preferred).

· Strong organisational skills with attention to detail and the ability to multitask in a fast-paced environment.

· Proficiency in Microsoft Office. Basic Xero experience and familiarity with WHS regulations is a plus.

· Excellent communication skills for phone/email interactions and stakeholder management.

· A team player with a positive attitude, aligned with our values of integrity and mateship.

· Australian work rights and availability to work in Sydney.

What We Offer

· Competitive salary of $70,000 - $80,000 per annum + Super (based on experience)

· Flexible work hours: 8:30am - 4:30pm, Monday to Friday.

· Opportunity to grow within a reputable, expanding company.

· Supportive team culture with a focus on work-life balance.

If you're ready to contribute to cutting-edge security and communication projects while keeping our office running seamlessly, we'd love to hear from you!

Please send your resume and a brief cover letter to [email protected] with "Sydney Office Administrator" in the subject line.

ADOX is an equal opportunity employer.