Job description

THE COMPANY

At Alcan Fire Safety, we protect what matters most. With a commitment to Safety, Integrity, and Service Excellence, we deliver trusted fire protection solutions to businesses across Western Australia.

As a growing, medium-sized company with a close-knit team, we pride ourselves on delivering high-quality outcomes while remaining practical, reliable, and people-focused.

We provide comprehensive fire protection and electrical services, including servicing, repairs, and installation of fire systems, along with training and emergency planning solutions. Our capabilities include the supply, installation, and commissioning of fixed and portable fire protection equipment, including fire detection and alarm systems, occupant warning systems, sprinkler systems, hydrants, fire pumps, and extinguishers, ensuring our clients are fully equipped to manage fire risks with confidence.

THE ROLE

An prospect has become available for a self-motivated, Executive Assistant / Office Manager to join our team. This is a full-time role, working 40 hours per week from 07h30 – 16h00 based in our Wangara office.

We're looking for someone who is a true self-starter and who is able to hit the ground running, juggle multiple priorities with ease, and think outside the box to find solutions. You'll bring excellent time management and communication skills, a natural ability to motivate those around you, and the initiative to take ownership without being asked. You're not afraid to roll up your sleeves and help out wherever needed, and you thrive in a dynamic environment where no two days are the same.

In this role, you'll work closely with a dynamic, self-motivated and exceptionally driven Director who leads by example and genuinely respects and appreciates hard work, initiative and dedication. People-focused at heart, our director has built a close-knit, family-feel team where everyone is valued, supported and encouraged to do their best work. If you're someone who takes pride in what you do and wants to be valued for it,



you'll fit right in.

Alcan Fire Safety is in an exciting growth stage, and this is a fantastic opportunity to grow with us. We're not just looking for someone to fill a seat - we're looking for someone who wants to be part of the journey, develop alongside the business and make a real impact as we continue to expand.

DUTIES AND RESPONSIBILITIES

Executive Assistant

- Manage the Director's calendar, meeting bookings, travel, and inbox.

- Filter and respond to incoming emails with professionalism and discretion.

- Assist with closing out completed jobs, type reports and raise invoices as required.

- Track weekly tender deadlines, issue timely reminders to the Director and ensure all submissions are completed and submitted on time.

- Anticipate and manage day-to-day support needs with efficiency.

- Update and format internal documents to ensure consistent company branding.

- Provide personal assistant support to the Managing Director as required.

Payroll, HR & Recruitment

- Process payroll via Xero, including timesheets and leave management.

- Manage and maintain employee documentation and information in Xero, SharePoint and employee folders.

- Ensure employees have correct and updated licences.

- Post job listings, pre-screen and shortlist candidates, conduct interviews and onboard new hires.

- Prepare and deliver employment contracts.

- Set up employee inductions.

- Conduct exit interviews.

- Schedule, prepare and facilitate quarterly metric meetings.

Finance & Compliance

- Process bank payments and batch payments accurately and on time.

- Manage employee reimbursements.





- Coordinate and submit monthly and quarterly BAS, IAS and payroll tax payments by their due dates to avoid penalties.

- Liaise with the accountant to ensure all obligations are met and records are reconciled.

Office & Team Management

- Oversee admin team.

- Oversee ordering of office supplies.

- Order and arrange staff equipment and workspace needs.

- Coordinate office staff performance check-ins.

- Organise client thank-you gifts, staff events and celebrations, as required.

- Take and distribute minutes from weekly power up meetings.

Marketing & Communication

- Manage weekly LinkedIn posts and coordinate social media activity across platforms, including business milestones, updates and events.

- Maintain and update the company WordPress website.

- Organise branded merchandise and event materials as needed.

What You Bring

- Proven experience as an Executive Assistant, Office Manager or similar.

- Strong working knowledge of Xero and payroll processes.

- Experience in HR, recruitment, onboarding and offboarding.

- Excellent written and verbal communication skills.

- Proficient with WordPress and social media platforms.

- Highly organised, detail-oriented, solution focussed and calm under pressure.

- A proactive mindset with the ability to anticipate needs and take initiative.

- A genuine alignment with our values of Safety, Integrity and Service Excellence.

Why Join Alcan Fire Safety?

We believe in doing things right- for our clients, our team, and the communities we help protect. At Alcan, you’ll be part of a business that values:

- Safety - we never compromise on people’s wellbeing

- Integrity - we do what we say, and we stand by our word

- Service Excellence - we go above and beyond to deliver outstanding results

You’ll work closely with our leadership team, play a key role in our operations, and help shape a workplace where people feel valued, supported, and proud of what they do.

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📌 Executive Assistant (Wanneroo)
🏢 Alcan Fire Safety
📍 Wanneroo