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 skilled 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 strong 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