About Us
Established in ****, Sorensen Design & Planning is a respected building design practice specialising in residential, commercial and industrial projects throughout New South Wales.
Our reputation has been built on delivering thoughtful design solutions, exceptional client service and professional project delivery. We pride ourselves on fostering long-term relationships with our clients through reliability, attention to detail and a commitment to quality.
We are seeking an experienced Executive Assistant & Operations Coordinator to provide executive support to the Director and oversee the day-to-day administration of the practice.
This is a remote independent contractor opportunity, averaging ***** hours per week, suited to an experienced professional who enjoys working autonomously, takes pride in producing high-quality work and can confidently manage a broad range of responsibilities.
About the Role
Reporting directly to the Director, you will play an integral role in ensuring the day-to-day operations of the practice run efficiently.
You will be a trusted point of contact for clients and external consultants, while providing executive support and managing the administrative functions that underpin the successful delivery of our projects.
This role requires someone who is highly organised, dependable and capable of managing competing priorities while working independently.
Key Responsibilities
· Prepare client quotations using Quotient.
· Raise invoices and process payroll using Xero.
· Answer and manage the company phone.
· Monitor and respond to company emails.
· Manage client enquiries and communications.
· Maintain digital filing systems and project documentation.
· Prepare and lodge Development Applications (DA) and Construction Certificate (CC) applications via the NSW Planning Portal.
· Create and manage projects within Total Synergy.
· Process and review staff timesheets within Total Synergy.




· Provide executive and administrative support to the Director.
· Assist with the day-to-day operations of the practice.
About You
· Is trustworthy, reliable and maintains a high level of professionalism and confidentiality.
· Works autonomously and takes ownership of responsibilities.
· Has exceptional organisational skills and meticulous attention to detail.
· Can confidently prioritise competing tasks and meet deadlines.
· Uses initiative and exercises sound judgement.
· Has excellent written and verbal communication skills.
· Builds positive relationships with clients, consultants and colleagues.
Experience & Qualifications
· A tertiary qualification in Business Administration, Business Management, Operations Management or a related discipline, or equivalent demonstrated industry experience.
· Previous experience as an Executive Assistant, Operations Coordinator, Office Manager or in a senior administrative position.
· Demonstrated ability to work autonomously, exercise sound judgement and confidently manage multiple responsibilities with minimal supervision.
· Exceptional organisational and time management skills with a high level of attention to detail.
· Excellent written and verbal communication skills.
· Strong proficiency in Microsoft Office 365, particularly Outlook, Word and Excel.
· Experience using Xero, including invoicing and payroll.
· Experience using project management and business administration software such as Total Synergy, Quotient, Pro-Tracker and the NSW Planning Portal will be highly regarded.
· Previous experience within the building design, architecture, engineering,



planning or construction industry will be highly regarded.
Contractor Arrangement
This is an independent contractor engagement and is not an employee position.
The successful applicant will operate under a Contractor Services Agreement, invoice Sorensen Design & Planning for services provided, and be responsible for managing their own taxation, superannuation and insurances in accordance with Australian legislation.
Applicants must hold, or be willing to obtain, an Australian Business Number (ABN).
What We Offer
· Contractor chance with a respected building design practice established in ****.
· Flexible remote working arrangements.
· Approximately ***** hours per week.
· The opportunity to work closely with the Director in a trusted and valued role.
· Exposure to a diverse range of residential, commercial and industrial projects across New South Wales.
· A team-oriented, professional and supportive working environment.
How to Apply
If you're a highly organised, trustworthy and self-motivated professional looking for an opportunity with an established building design practice, we'd love to hear from you.
An immediate start is available for the right candidate.
· A current resume.
· A cover letter outlining your relevant experience, qualifications and why you believe you're the right fit for this role.
· The contact details of at least three professional referees who can speak to your experience, reliability and work ethic.
Applications should be emailed to:
Madison Sorensen
Business Manager
••••@sorensendesign.com.au
Applications will be treated with the strictest confidence.
Only applicants with unrestricted Australian working rights and who are eligible to work as an independent contractor in Australia will be considered.
Referee checks will form part of the recruitment process, and only shortlisted applicants will be contacted.

📌 Executive Assistant & Operations Coordinator (Newcastle)
🏢 Sorensen Design and Planning
📍 Newcastle