DBM Building & Maintenance is a growing, family-owned company delivering high-quality building and maintenance works across NSW and the ACT. Due to ongoing growth, we are seeking a motivated and enthusiastic Administration / Operations Assistant to join our friendly team at our Ingleburn office.

About the Role

This full-time role is ideal for a strong all-rounder who thrives in a fast-paced, team-oriented environment. You’ll play a key role in supporting both the administrative and operational sides of our business. Demonstrate a minimum of 5 years admin experience

Key Responsibilities

Maintain a clean and welcoming office environment

Answer incoming calls and monitor emails

Log jobs in ServiceM8 with accurate and relevant information

Allocate and scheduling PPM, Reactive and Approved works to trades via ServiceM8 / customer portals

Maintain daily DBM trade schedules

Source and inducting new contractors across NSW / ACT

Maintain the directory of all contractors that have been engaged by DBM

Ensure all contractors meet compliance requirements before job allocation

Ensure job notes updated and monitor active job progress

Track job KPIs and follow up as needed

Monitor staff diary and liaise with trades not meeting mandatory requirements

Provide clients with timely job status updates

Issue inductions for site access

Collate and send PPM / third-party reports to clients

Perform data entry and general administration tasks

Run daily reports and update job records

Submit invoices for completed jobs

Monitor and manage office and stationery supplies

What We’re Looking For

We’re looking for a proactive and reliable team player who is confident, bubbly, easy-going and has positive personality to fit in with our tight-knit and friendly team. You will be comfortable wearing multiple hats and enjoys getting things done.

To be successful, you’ll have:

Intermediate Microsoft Word & Excel skills

Impeccable time management skills & the ability to multi task

A professional and courteous phone manner

The ability to think strategically and show initiative

Excellent verbal and written communication skills

A positive attitude towards change and process improvement

Full-time availability

Your own reliable transport

Compliance knowledge would be an advantage