Project Administrator/Personal assistant support

Bajara Plant Hire Pty Ltd is one of Australia's largest Indigenous-owned plant hire and civil earthworks companies, proudly Supply Nation Certified and ISO-accredited. As we continue to grow, we're looking for a capable and motivated Administration/Project Support Professional to join our Head Office team.

This role presents a fantastic opportunity for someone who thrives in a busy, high-performing workplace.

Bajara Plant Hire Pty Ltd is one of Australia's largest Indigenous-owned plant hire and civil earthworks companies, proudly Supply Nation Certified and ISO-accredited. As we continue to grow, we're looking for a capable and motivated Administration/Project Support Professional to join our Head Office team.

This role presents a fantastic opportunity for someone who thrives in a busy, high-performing environment.

About the Role

We are looking for a highly capable, organised and proactive Administration / Project Support professional with personal assistant support responsibilities to join our growing team.

This is a varied and hands-on role suited to someone who is one step ahead , takes ownership and enjoys being involved across the day-to-day running of a business.

The primary focus of this position will be administration and project support with additional Personal assistant support provided to the Managing Director as required.

Your responsibilities will include:

Administration & Business Support

- Providing comprehensive day-to-day administrative support across the business

- Maintaining accurate records, documentation, filing systems and databases

- Preparing correspondence, reports, spreadsheets, documents and presentations

- Managing incoming and outgoing correspondence and ensuring actions are followed up

- Assisting with general office administration and coordination

- Supporting management and the wider team with administrative requirements as they arise

- Maintaining a high level of accuracy across all administrative tasks

- Assisting with the development and improvement of administrative systems and processes

- Learning and becoming proficient in all software programs, platforms and systems relevant to the daily running of the business

- Becoming familiar with business processes and understanding how different systems and departments work together

Project & Operational Support

- Providing administrative support across projects and operational activities

- Assisting with project documentation, reporting and record keeping

- Maintaining project registers,



schedules and supporting documentation

- Following up outstanding information, documentation and approvals

- Liaising with project teams, supervisors, operators, clients, suppliers and subcontractors

- Assisting with the coordination of project and operational requirements

- Supporting the business with plant and equipment administration

- Assisting with onboarding and maintaining accurate personnel, plant and equipment records

- Ensuring project and operational paperwork is completed, accurate and submitted within required timeframes

Timesheets, Dockets & Operator Support

- Managing, checking and processing employee and operator timesheets

- Reviewing plant and equipment dockets for accuracy and completeness

- Following up missing or incorrect timesheets and dockets

- Liaising directly with operators, supervisors and project personnel regarding timesheets, dockets, hours worked and job information

- Ensuring documentation aligns with project and payroll requirements

- Assisting with the reconciliation and tracking of hours, plant usage and supporting documentation

- Maintaining organised and accurate records for project and operational reporting

- Developing a strong understanding of the day-to-day activities of operators and project teams

PA responsibilities will form part of the role but will be secondary to the administration and project support functions .

These responsibilities may include:

- Managing calendars, diaries and appointments

- Coordinating meetings and business commitments

- Assisting with domestic and interstate travel, flights and accommodation

- Preparing management for meetings and appointments

- Taking high-level meeting notes and tracking actions

- Managing selected correspondence and follow-up items

- Providing general personal and business support to senior management as required

- Handling confidential information with professionalism and discretion

What We’re Looking For:

We are looking for someone who is capable, adaptable and willing to get involved across all areas of the business .

You will be:

- Highly organised with exceptional attention to detail

- Proactive and able to identify what needs to be done without always being asked





- A quick learner who is willing and able to learn new systems, programs and processes

- Comfortable learning multiple software platforms and systems used across the business

- Confident communicating with a wide range of people, including operators, supervisors, clients, suppliers and management

- Comfortable working with urgency and competing priorities

- Reliable and accountable, with a strong sense of ownership

- Confident working independently while also being a strong team player

- Professional, approachable and able to communicate effectively at all levels

- Highly capable with Microsoft Outlook, Word and Excel

- Comfortable working with spreadsheets, data, records and documentation

- Able to maintain accuracy when dealing with timesheets, dockets and other operational records

- Calm under pressure and able to adapt when priorities change

- Commercially minded and interested in understanding how the business operates

- Someone who follows tasks through from start to finish

- Willing to learn and take on new responsibilities as the business continues to grow

Experience

Previous experience in an administration, project administration, operations support, office management, business support or similar role would be highly regarded.

Experience within the construction, infrastructure, plant hire, civil, engineering, property or related industries would be advantageous but is not essential .

Experience working with timesheets, dockets, payroll information, project documentation, plant records or operational administration would be highly regarded.

Most importantly, we are looking for someone who is reliable, proactive, organised and willing to learn — someone who takes ownership, asks questions, builds strong relationships with the team and wants to become an integral part of the day-to-day operation of the business.

This is an opportunity for the right person to develop a broad understanding of the business , learn a range of systems and processes, and grow with a fast-paced and expanding organisation.

Why Work with Bajara?

- Indigenous-owned & led - be part of a purpose-driven business

- ISO certified - professional systems and structured development

- Supportive environment - collaborative team, strong leadership

- Real career pathways - internal promotions are our norm

- Modern systems - we use tools like Hirepos, Plant Assessor & Docketbook

- Make a difference - contribute to major infrastructure and community projects

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📌 Project Administrator/Personal assistant support (Brisbane City)
🏢 Bajara Plant Hire
📍 Brisbane City