This role provides Admin to the Managing Director and Project Managers of a Construction and Project Management business. The Office Assistant plays a critical role in keeping the business running smoothly by managing day-to-day office operations, supporting projects, and acting as a central coordination point across staff, suppliers, and consultants.

In a small-team environment, this is a hands-on, all-rounder role requiring initiative, flexibility, and the ability to "own" tasks end-to-end.

Key Responsibilities:

Executive & Business Support

- Provide day-to-day administrative support to the Managing Director.
- Manage emails, and correspondence.
- Prepare letters, reports, simple presentations, and notes.
- Coordinate meetings with consultants, staff, including agendas, notes, and follow-ups.
- Assist with business administration as required.

Office Management

- Manage the general running of the office.
- Maintain filing systems, document control, and record keeping.

Development & Construction Support

- Provide administrative support across projects.
- Assist with document control.
- Maintain project trackers for key dates, approvals, and milestones.
- Coordinate consultant and contractor communications and meeting logistics.
- Assist with tender administration, contract execution, and variation records.
- Support compliance tracking (insurances, licences, warranties, certifications).

Financial & Administration Support

- Assist with invoice processing, expense claims, and basic reconciliations.
- Maintain records of project costs, consultant fees, and payments (administrative support only).
- Liaise with external accountants, bookkeepers, lawyers,



and lenders as required.
- Assist with the preparation of straightforward reports.

General & Ad Hoc Support.

- Handle a wide range of ad hoc tasks to support the business as needed.
- Take ownership of tasks and see them through to completion.

Skills & Experience:

- Experience as an Executive Assistant, Office Manager, or Administrator, ideally within property, construction, or a small professional services business.
- Strong organisational skills with the ability to juggle multiple priorities.
- Practical, hands-on approach with a willingness to help wherever needed.
- Excellent written and verbal communication skills.
- High level of discretion and professionalism.
- Strong attention to detail and document management skills.
- Confident using Microsoft Office.
- Intermediate level understanding of accounting principles required.
- Experience with Xero accounting software is essential.

Personal Attributes

- Highly reliable, proactive, and self-sufficient.
- Comfortable working closely with a business owner in a small-team environment.
- Flexible, adaptable, and solutions-focused.
- Strong sense of ownership and accountability.
- Calm under pressure and able to prioritise effectively.

Key Performance Measures

- Smooth day-to-day running of the office and administrative functions.
- Timely and accurate support of development and construction activities.
- Effective coordination of documents, meetings, and stakeholders.
- Reliability, initiative, and ability to reduce the administrative load on the Principal.

Job Types: Full-time, Part-time, Casual

Pay: $50,000.00 – $100,000.00 per year

Work Location: In person

📌 Office Admin (Banksmeadow)
🏢 Mobuild Constructions
📍 Banksmeadow