Civil Fire is a Sydney-based fire protection company that provides maintenance & AFSS services to residential strata buildings. We’re growing fast and looking for a reliable and proactive Administration Officer to join our very excellent team.

In this varied role, you’ll support our office and field operations to help keep everything running smoothly behind the scenes.

Artarmon, NSW (WFH flexibility once trained) | Full-Time | Immediate Start Available

Key Responsibilities

- Answer incoming calls (7:00am – 3:30pm) (hours may be flexible for successful applicant)
- Monitor and manage the Service Inbox
- Respond to enquiries via email - some straightforward, some more complex
- Process work orders and enter bookings for inspections and repairs
- Onboard new client contracts into the system
- Liaise with building managers, strata, and internal teams

Office Management

- Order uniforms and PPE for team members
- Manage stationery stock and place timely orders
- Organise office equipment (phones, laptops, ladders, etc.)
- Coordinate with cleaners to ensure a professional workspace
- Assist with onboarding and induction of new employees
- Oversee vehicle fleet documentation and service tracking

Business Operations

- Schedule repairs and inspections in coordination with technicians and clients




- Track job progress and ensure timely follow-up and completion
- Support service delivery by keeping systems and processes running smoothly
- Actively participate in Workplace Health & Safety - (upskilling opportunity available: Cert IV in WHS )
- Contribute to ongoing improvements in operational efficiency

Skills & Experience

- Previous experience in administration essential
- Familiarity with fire compliance or a trade industry preferred
- Previous experience with Uptick preferred
- Strong communication skills and confident phone manner
- Excellent attention to detail and time management
- Ability to multitask and prioritise in a busy office
- A collaborative team player who communicates well with others
- Comfortable with Microsoft Office (especially Outlook & Excel)

Why Join Civil Fire?

- Two-time winner of the Harry Marryatt Fire Protection Company of the Year
- Supportive, down-to-earth team with a positive culture
- Secure full-time role with on-the-job training
- Convenient office hours – no weekends or late nights. Work from home flexibility once trained.
- Gain exposure to the fire protection industry – learn about the Building Code of Australia , Australian Standards (like AS1851), and compliance legislation that keeps buildings and people safe

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📌 Administration Officer (City of Willoughby)
🏢 Civil Fire
📍 City of Willoughby