POSITION OVERVIEW

The Administration Assistant is responsible for providing high-quality administrative support to the National Administration Team, Account Managers, and Operations Team to ensure the efficient delivery of services to clients across Australia.

Working in a part-time capacity, this role is responsible for coordinating and completing annual building compliance certificates, maintaining client records and administration systems, assisting with scheduling, preparing documentation, and performing a broad range of general administrative duties. The role requires excellent organisational skills, attention to detail, and the ability to manage multiple priorities while maintaining exceptional customer service.

KEY RESPONSIBILITIES – Duties include, but are not limited to:

CLIENT & COMPLIANCE ADMINISTRATION

- Coordinate, collate and complete annual building compliance certificates for clients nationally.
- Assist State and Account Managers with the preparation and completion of compliance certificates, inspection reports and supporting documentation.
- Ensure all documentation is completed accurately and within legislative timeframes relevant to each State and Territory.
- Maintain accurate client records and documentation.
- Assist with the administration and ongoing management of client accounts.
- Monitor outstanding documentation and follow up with clients and contractors as required.

SCHEDULING & COORDINATION

- Schedule inspections, testing, appointments and other service activities.
- Coordinate technician and contractor bookings where required.
- Arrange travel and accommodation for staff when required.
- Liaise with contractors, facility managers, building owners and local authorities.
- Assist in coordinating project and client activities to ensure deadlines are achieved.

GENERAL ADMINISTRATION

- Maintain and update company management systems, including Uptick, Xero and other internal databases.
- Prepare invoices and supportive documentation.
- Draft and prepare correspondence, reports, spreadsheets,



meeting agendas and other business documents.
- Answer incoming telephone calls and direct enquiries appropriately.
- Monitor and respond to email enquiries in a professional and timely manner.
- Maintain electronic and minimal hard copy filing systems.
- Order and maintain office stationery and administrative supplies (minimal).
- Assist with data entry and maintaining accurate records.
- Support meeting coordination, including scheduling meetings, preparing agendas and recording meeting minutes.
- Provide general administrative assistance to the Directors, Management Team and other departments as required.
- Complete other administrative duties as directed.

KEY SKILLS & ATTRIBUTES

- Excellent organisational and time management skills.
- High level of accuracy and attention to detail.
- Strong written and verbal communication skills.
- Professional, friendly and customer-focused approach.
- Ability to work both independently and collaboratively within a team.
- Ability to manage competing priorities and meet deadlines.
- Strong problem-solving skills and initiative.
- Proficient in Microsoft Office Suite (Word, Excel, Outlook).
- Ability to quickly learn internal software systems such as Uptick.

PERSONAL PRESENTATION & CONDUCT

- Maintain a positive, qualified and courteous attitude at all times.
- Present a professional image by wearing TESG corporate attire where applicable.
- Demonstrate integrity, confidentiality and professionalism in all interactions.
- Represent TESG in a positive manner with clients, contractors and colleagues.
- Contribute to a collaborative, supportive and productive team environment.

REPORTING RELATIONSHIPS

Reporting directly to the National Administration Manager, this role requires a motivated, organised and adaptable individual who is able to work effectively in a part-time capacity while supporting the National Administration Team and broader business operations. The successful candidate will demonstrate initiative, flexibility and a commitment to delivering exceptional administrative support and customer service.

📌 Administration Assistant (Part-Time) | NSW (Australia)
🏢 Total Essential Services Group
📍 Australia