Office Administrator

Key Responsibilities

1. Payroll and Financial Administration

• Process fortnightly payroll accurately and on time using Smartly.
• Manage accounts payable and receivable, ensuring all transactions are recorded and reconciled in Xero.
• Support financial reporting, including monthly summaries, budgeting assistance, and expense tracking in Xero.

1. Contract and Project Administration

• Prepare, track, and maintain project and contract documentation.
• Assist Project Managers with scheduling, procurement, and progress reporting.
• Support the tendering process through document preparation, submission coordination, and follow-ups.
• Provide estimation support by gathering quotes, data entry, and assisting with cost breakdowns.

1. Client and Stakeholder Liaison

• Act as a first point of contact for clients, suppliers, and contractors.
• Manage email and phone communications professionally and efficiently.
• Ensure excellent customer service and maintain strong professional relationships.

1. Health & Safety and Compliance

• Maintain and update Health & Safety documentation in line with company policies and legislative requirements.
• Assist with incident reporting, inductions, and staff compliance records.

1. Human Resources Support

• Maintain employee records, contracts, and leave management systems.
• Assist management with recruitment, onboarding, and performance review documentation.
• Support staff communication and workplace culture initiatives.

1. Marketing and Digital Administration

• Manage the company’s social media pages and website updates.
• Create and schedule content that promotes the company’s services, achievements, and culture.
• Coordinate branding and marketing materials as required.

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• Strong organisational and multitasking abilities.
• High attention to detail and accuracy in financial and documentation tasks.
• Excellent written and verbal communication skills.
• Proficiency in MS Office Suite, Xero (or similar accounting software), and general digital tools.
• Ability to work independently and as part of a team.
• Discretion and professionalism in handling confidential information.
• Experience in the construction industry is desirable.

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