Admin/ Office Support

The Front Office Administrator plays a key role in supporting the commercial, administrative, and operational functions of the business. While assisting with the review and administration of supplier and customer contracts, this role also provides general office, reception, and project support to ensure smooth day-to-day operations across departments.

General Administration & Front Office

• Greet visitors, answer incoming calls, and manage general office enquiries.

• Manage office supplies, couriers, stationery, and vendor accounts.

• Assist in coordinating meetings, travel bookings, and staff schedules.

• Prepare reports, letters, and internal communications as required.

• Maintain filing systems (both electronic and hard copy) and ensure document accuracy and confidentiality.

• Provide basic support for HR processes such as onboarding documentation and training record updates.

Commercial & Finance Support

• Assist with invoicing, purchase orders, and supplier payment tracking.

• Liaise with finance to ensure project cost data and invoices are correctly recorded.

• Help monitor project budgets and report on progress claims and variations.

Customer & Project Coordination

• Communicate professionally with customers and suppliers on administrative and delivery matters.

• Support sales and project teams with documentation for tenders and quotations.

• Coordinate with logistics and warehouse teams for dispatch paperwork and delivery confirmations.

Contract Administration

• Review and assist in preparing customer and supplier contracts, ensuring commercial terms align with company policy.

• Maintain a contracts register including key dates, milestones, renewals, and warranty periods.

• Prepare and issue purchase orders, contract correspondence, and progress claim documentation.

• Track payment schedules, variations, and retention releases.

• Support project managers with documentation, quotations, and record keeping.

Essential:

• Previous experience in contract administration, project coordination, or office administration.

• Strong attention to detail and document accuracy.

• Excellent written and verbal communication skills.

• Proficient in Microsoft Office (Word, Excel, Outlook) and general document management.

• Intermediate level Microsoft Excel skills.

• Organised, reliable, and able to manage multiple tasks in a small to medium business environment.

• Australian citizenship or permanent residency required.

Desirable:

• Experience in engineering, construction, or manufacturing industry.

• Familiarity with accounting software (e.g. MYOB).

• Basic understanding of commercial terms and procurement processes.

• Professional, approachable, and customer-focused.

• Strong initiative and a "hands-on" attitude.

• Ability to maintain confidentiality and handle sensitive information.

• Team-oriented, adaptable, and eager to support multiple departments.