Part-time, 30 hours a week (Monday to Friday, 9am to 3pm) | Office-based | Reporting to the Director and General Manager

About the role

We're a busy design and construction company looking for an organised, switched-on Office Administrator to keep our office running smoothly and support our project team. This is a part-time role working 30 hours a week, Monday to Friday from 9am to 3pm. You'll provide full administrative support to the office and assist the Project Managers with the administration of our ongoing projects.

This is a varied, hands-on role suited to someone who enjoys being at the centre of things, takes pride in accurate documentation, and is quick to pick up current systems and processes.

Objectives of the role

- Maintain productive administrative and office operations.

- Provide reliable support to the Directors and all office staff (estimator and Project Managers).

- Keep office and project documentation and compliance records accurate and up to date.

- Support admin (accounts) and Project Managers throughout the full project lifecycle, from start to completion.

Key responsibilities

Administration & office management

- Manage purchase orders and order supplies as required (working with the Project Managers).

- Process and file incoming emails into the system.

- Check, confirm and take deliveries.

- Answer phones and greet visitors.

- Maintain office supplies and consumables (stationery, kitchen supplies, etc.).

- Organise and maintain physical and digital folders.

- Perform general cleaning and tidying of the office.

Project administration





- Familiarise yourself with each current project alongside the Project Manager and enter project details into our project management system.

- Allocate project numbers to new projects and keep the project management system up to date with current documentation.

- Print and laminate site signage for site establishment.

- Request SWMS from contractors for Project Manager review and approval.

- Prepare and complete site folders for handover to site, and set up site induction and compliance software for each project.

- Liaise with certifiers to obtain Building Approvals, forwarding any RFIs to the Project Manager for closeout.

- Send out RFQs prepared by the Project Managers, enter pricing information into the system, request samples for approval and maintain the procurement schedule.

- Check supplier lead times and report back to the Project Manager.

- Arrange deliveries once dates have been confirmed by the Project Manager and Site Manager.

- Maintain document folders for quotes and certification.

- Manage project closeout: chase contractor forms, prepare O&M; manuals, and send all required information to the certifier to obtain final certification.

Documentation & compliance

- Keep site folders and documents up to date with current revisions and dates.





- Upload and manage insurance documents on client and contractor portals when expired.

- Prepare and update O&M; manuals.

Skills and experience

- Strong attention to detail and accuracy.

- Strong communication and interpersonal skills.

- Strong organisational skills in managing tasks, schedules and documentation.

- Quick learner with adaptability to new systems and processes.

- Ability to prioritise and manage multiple tasks in a fast-paced environment.

- Proactive approach to problem-solving.

- Positive attitude and willingness to pitch in wherever needed.

- Ability to work both independently and as part of a team.

- Experience in construction, fitout, design or a similar project-based workplace will be highly regarded.

- Familiarity with project management or construction software is an advantage but not essential, and full training will be provided.

Salary

$32.67 per hour plus superannuation (Clerks Private Sector Award, Level 4), equivalent to approximately $51,000 per year pro-rata for 30 hours a week.

Why join us

You'll be part of a close-knit, supportive team where your work directly contributes to the success of every project we deliver. We offer a stable part-time position with school-friendly hours (Monday to Friday, 9am to 3pm), a friendly office setting, and the opportunity to grow your skills across office administration, project support and compliance.

How to apply

Click Apply and submit your resume along with a short cover letter telling us why you'd be a great fit for the role.

📌 office admin role with project support (Spring Hill)
🏢 OC Studio
📍 Spring Hill