Founded in ****, Pirotta Services was a family-owned Australian company specialising in construction and
commercial fitouts in Melbourne
, with diverse experience in all areas of commercial office fitout and refurbishments including construction and general
building maintenance
.
In ****, the next generation of the Pirotta family took over Pirotta Services which is now known as Pirotta Services Commercial. This handover signals a new chapter in the business, offering new ideas, enhanced processes and the latest design and construction trends in interior fitout and building solutions. With a new management team, Pirotta Services Commercial still offers the same level of service and quality fitout and building solutions.
Pirotta Services Commercial has delivered multiplecommercial buildingprojects for various industries since its inception such as education, health & medical, government, commercial offices, retail and hospitality. Using our company processes and together with our highly skilled staff, access to architects, interior designers and other building consultants, an integral part of our success is delivering cutting edge office fitout and design that provides a functional and space-efficient working setting for our clients.
About You
Certificate III in Business Administration or equivalent
Strong computer literacy and software competency
Additional qualifications in office administration or business support
Training in customer service excellence
Position Summary
The Office Administrator is responsible for facilitating day-to-day office operations, ensuring efficient communication flow, and providing administrative support across multiple departments. This role involves managing correspondence, reception duties, client communications, and supporting project administration through various digital platforms.
Key Requirements
Experience Requirements
Previous experience in office administration or similar role
Experience with multi-line phone systems and professional phone etiquette
Previous experience with document management systems preferred
Familiarity with construction industry terminology advantageous
Skills and Competencies
Excellent verbal and written communication skills
Strong organisational abilities and attention to detail
Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
Experience with digital platforms (Procore and SharePoint preferred, training will be provided)




Ability to work independently and manage multiple priorities
Professional demeanor and customer service orientation
Initiative in improving processes and procedures
Excellent abilities in priority setting and time management under pressure to achieve deadlines and commitments
Job Responsibility
Comply with Company Policies and Procedures
Each employee has the responsibility to be aware of and abide by the company policies and procedures.
In your position it is a requirement that you report to the Managing Director and Project Manager and abide by these company policies and procedures.
Safety and Housekeeping Standards
Each employee is responsible for their personal safety and that of those that work with or around them.
Housekeeping is a vital part of Safety and Quality. Each employee or each employee within a work group is charged with maintaining their immediate work area in a safe and tidy state.
Office Administrators are authorised to:
Manage day-to-day office operations and administrative functions
Answer and redirect phone calls on behalf of the company
Process and distribute mail and correspondence
Coordinate with Project Managers on maintenance contract administration
Access designated email accounts for query management
Process insurance documentation and registrations
Manage equipment supplies and coordinate plant/vehicle maintenance
Detailed Office Administrator tasks:
Reception and Communication:
Answer and manage incoming phone calls professionally
Provide overflow support for accounts and estimating departments
Manage general email accounts and ensure timely responses to queries
Greet visitors and manage reception area
Mail and Correspondence Management:
Check, sort, and organize daily mail
Distribute correspondence to appropriate departments
Manage outgoing mail and courier services
Administrative Support:
Process insurance claims and maintain accurate records
Manage company registrations and renewals
Maintain filing systems and document organisation
Coordinate office supplies and equipment maintenance




Manage equipment supplies and procurement
Coordinate vehicle maintenance schedules and servicing
Maintain plant and equipment records
Project Administration Support:
Assist Project Managers with maintenance contract administration
Manage data entry and document control in Procore
Maintain SharePoint documentation for client projects
Coordinate communication between clients and project teams
General Office Operations:
Maintain office equipment and coordinate repairs
Support various departments with administrative tasks as required
Ensure office compliance with company policies and procedures
Participate in external and internal audit processes and implement corrective actions in response to audit findings
Absence:
In the case of absence of the "Office Administrator", the "Managing Director" assumes the general administrative responsibilities and authorities of the position. Project administration tasks will be managed by the relevant "Project Managers", but may delegate them to other suitably trained staff.
Performance will be assessed by observation, customer feedback, feedback from work colleagues and feedback from the management team.
Job Functions
Contracts administration
Job Benefits
Flexible Working Hours
- Start and finish times designed to accommodate school hours and family commitments
Professional Development Opportunities
- Access to training on new systems including Procore, SharePoint, and other industry-specific software
Work-Life Balance
- Family-friendly workplace that understands the demands of parenting and school schedules
Continuous Learning Environment
- Exposure to construction industry practices and opportunity to expand skills across multiple business areas
Technology Training
- Comprehensive training provided on all systems and software used within the company
Supportive Team Environment
- Work alongside experienced Project Managers and administrative staff who provide guidance and mentorship
Career Development Options
- For those interested in advancement, opportunities may be available to develop skills within the company
Industry Exposure
- Gain valuable experience in the commercial construction sector with potential for specialisation
Stable Employment
- Join an established company with ongoing projects and long-term client relationships
Selling Point
Office Administration
Contact
Cameron Pirotta
#J-*****-Ljbffr

📌 Office Administrator (Melbourne)
🏢 Pirotta services commercial
📍 Melbourne