Job Description

JC Civil Projects is a professional services firm specialising in cost estimating, bid writing, project engineering, and project management. Based at our Maroochydore head office, we support clients across the full project lifecycle — from early feasibility and tender preparation through to delivery. As our team continues to grow, we're looking for an experienced administrator to take on a senior role within our administration function.

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The Role

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Reporting to the Administration Manager, the Senior Administrator provides advanced administrative support to the business, project teams, and management. This is a step up from a generalist admin role — you'll take ownership of complex administrative tasks, maintain high standards of documentation and compliance, and act as a key link between office operations and project delivery.

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You'll also assist the Admin Manager to support less experienced administrators, contributing to process improvement, and helping keep the business audit-ready across finance, compliance, and quality.

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What You'll Be Doing

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Office Management & Support

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- Overseeing day-to-day office operations to ensure a professional and organised work environment
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- Managing office supplies, inventory, and procurement processes
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- Coordinating office maintenance, liaising with vendors and service providers
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- Handling reception duties, phone calls, and the Administration inbox
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- Organising travel bookings for team members
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IT, Fleet & Asset Administration

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- Coordinating IT and systems administration in conjunction with external IT service providers
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- Managing fleet and vehicle administration, including registrations, servicing, and compliance
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- Administering fuel cards and company assets, maintaining accurate and up-to-date records
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Meetings & Events

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- Organising meetings, preparing agendas, taking minutes, and distributing action items
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- Assisting the Administration Manager with organising office events and staff activities
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Finance & Accounts Administration

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- Processing invoices, purchase orders, and timesheet administration
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- Assisting with payroll administration and maintenance of employee records
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- Reconciling expenses and supporting budget tracking
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- Processing accounts payable and receivable in line with contract requirements
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Compliance, Quality & Process Improvement

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- Supporting audits and reporting for quality compliance
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- Maintaining accurate records for regulatory and contractual requirements
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- Identifying and helping implement opportunities to improve administrative processes and systems
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Team & Office Support

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- Assisting with onboarding for new staff and maintaining training records
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- Setting up meetings and distributing paperwork for staff performance reviews
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- Providing backup coverage for other administrators, including proposal, CV, and project profile preparation
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- Entering new contacts and companies into the company CRM system (Productive)
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What We're Looking For

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- Proven experience in office management or administration, with excellent organisational and multitasking abilities
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- Proficiency in Microsoft Office (Word, Excel, Outlook), with confidence across broader administrative and financial systems
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- Strong written and verbal communication and interpersonal skills
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- Accuracy in data entry and robust attention to detail
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- Working knowledge of basic accounting principles and experience supporting budget or financial processes
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- Strong problem-solving skills and the ability to work independently and as part of a team
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- Flexibility to adapt to changing priorities and remain effective under pressure
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- Positive attitude, professional presentation, and a genuine willingness to contribute to team culture
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- Comfortable liaising with external IT providers and coordinating basic systems, fleet, or asset administration
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What We Offer

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- A senior, trusted role at the heart of a growing professional services business
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- Based at our Maroochydore head office — no commuting to the city
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- Genuine variety across office management, finance, compliance, and team support
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- Exposure to project delivery alongside our estimating, engineering, and project management teams
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- A supportive, close-knit team where your experience and judgement are valued
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📌 Senior Administrator (Queensland)
🏢 JC Civil Projects
📍 Queensland