About Us

Eastern States Engineering (ESE) is a growing, family-owned Australian business specialising in steel fabrication, engineering and construction solutions.

With a strong focus on quality, safety, customer service and continuous improvement, our team works across a fast-paced operational environment where administration plays an important role in keeping the branch running efficiently.

We are currently looking for an organised, proactive and hands-on Branch Administrator to join our Rocklea team.

This is a varied role suited to someone who enjoys being the central point of contact for a busy branch and is confident managing administration, purchasing, suppliers, records, logistics and day-to-day office operations.

About the Role

Reporting to the relevant branch and management team, you will be responsible for supporting the smooth day-to-day operation of the branch across administration, purchasing, logistics, compliance and accounts support.

Key Responsibilities

Branch & Office Administration

Manage daily reception operations, including greeting visitors and answering and directing phone calls.

Monitor and manage the branch reception and purchasing inbox, responding to enquiries or directing matters to the appropriate department.

Coordinate office maintenance, cleaning, grounds maintenance and other facility services.

Maintain office supplies, workshop consumables, stationery and kitchen supplies.

Maintain accurate records, registers, files and documentation.

Assist with data entry, scanning, filing and general administrative tasks.

Manage incoming and outgoing mail and PO Box collections.

Assist with toolbox meeting agendas, minutes and other administrative requirements.

Provide general administrative support to the branch and management team.

Purchasing & Supplier Administration

Manage purchasing requirements for the branch, including steel, consumables, stationery, office and workshop supplies.

Process purchase requests and ensure required purchases are actioned within required timeframes.

Prepare and maintain purchasing documentation, including purchase orders, invoices, quotations, delivery dockets and purchase requests.

Monitor delivery status and follow up with suppliers to ensure goods are delivered on time.

Register new suppliers and maintain the Supplier Directory.

Manage supplier forms, credit applications and general supplier requests.

Maintain accurate purchasing records and documentation.

Logistics & Vehicle Administration

Coordinate servicing and maintenance of company utes and trucks.

Maintain driver daily run sheets and weekly vehicle check records.

Maintain vehicle maintenance and repair documentation.

Track vehicle registrations, renewals and annual inspections.

Assist with NHVR compliance and related records.

Coordinate equipment hire and de-hire requirements.

Maintain records relating to vehicles, equipment and other company assets.

Accounts & Payroll Support

Process invoices into MYOB as they are received.

Obtain required invoice approvals and maintain accurate filing and records.

Upload approved documentation to internal systems.

Assist with month-end purchasing documentation and reconciliation.

Prepare and collect employee timecards and timesheets.

Prepare weekly timesheets for the Brisbane branch.

File leave forms, timesheets and timecards.

Assist with employee reimbursement administration and other accounts-related tasks as required.

Compliance & Business Support

Maintain and update business registers, including keys, vehicles, assets, fuel cards and other company resources.

Monitor and follow up on renewals, including insurance, NHVR, vehicle registrations, memberships, certifications and software.

Maintain equipment maintenance and inspection schedules.

Assist with quality and compliance documentation, including CC2 documentation, test certificates, QA/QC documentation and ITPs.

Provide required quality and administrative documentation to customers.

Maintain accurate job and delivery documentation.

Assist with branch communications, IT-related administration and other business improvement initiatives.

Prepare reports and company listings as required.

Support the team with other ad hoc administrative tasks.

About You

We are looking for someone who is organised, reliable and proactive, with excellent attention to detail and the ability to manage multiple priorities in a busy operational environment.

You will ideally have:

Previous experience in administration, branch administration, office administration or a similar role.

Experience in purchasing, supplier administration or procurement support.

Strong attention to detail and excellent organisational skills.

The ability to manage competing priorities and meet deadlines.

Strong written and verbal communication skills.

Confidence communicating with suppliers, customers, employees and internal departments.

Good Microsoft Office skills, particularly Excel and Outlook.

Experience with MYOB or similar accounting/ERP systems is highly regarded.

Experience with Monday.com or similar task/document management platforms is an advantage.

Experience in construction, engineering, manufacturing, transport or a similar operational environment is highly regarded.

An understanding of vehicle administration, NHVR requirements or compliance processes is advantageous.

A proactive, hands-on approach and willingness to take ownership of tasks.

The ability to work independently while also being a strong team player.

Why Join ESE?

Join a growing Australian-owned business.

Work in a varied role with exposure to multiple areas of the business.

Be part of a supportive and hands-on team environment.

Opportunity to develop your skills across administration, purchasing, logistics and business operations.

Work in a fast-paced environment where your contribution has a direct impact on the branch's day-to-day operations.

Apply Now

If you are an organised and proactive administrator looking for a varied role where no two days are exactly the same, we would love to hear from you.

Apply now with your resume and a brief cover letter outlining your relevant experience.

Only applicants with the right to work in Australia will be considered.