Executive Assistant & Operations Coordinator

PD Project Delivery | Virginia, Brisbane | Full time Permanent | Competitive Salary

PD Project Delivery | Virginia, Brisbane | Full time Permanent | Competitive Salary

About us

PD Project Delivery (PDPD) is a Brisbane civil engineering consultancy. We support clients in the PM, engineering and supervision space on major infrastructure projects across Queensland, from data centres and rail to energy and civil works. Our head office team supports both the business and the people we place on projects.

The role

This position combines executive support with responsibility for the operations and administration of the business. Reporting directly to the Managing Director, you will provide high-level EA support while overseeing the office, business systems, HR processes, vehicle fleet and our ISO-certified integrated management system.

You will play a central part in making sure the business runs efficiently and to the same standard we deliver on our projects. The role is primarily office-based, with regular time out of the office coordinating vehicles, equipment and new starters.

Key responsibilities

Executive Assistant to the Managing Director

- Manage the Managing Director's diary, inbox priorities, travel and accommodation
- Prepare correspondence, reports, presentations and meeting minutes, and follow up on actions
- Act as the first point of contact for the Managing Director with clients, candidates and suppliers
- Handle confidential matters with discretion
- Provide general support to the Managing Director as required

Operations and administration

- Oversee day-to-day office operations across administration, HR, finance support and systems
- Coordinate onboarding for new engineers, including contracts, licence and ticket records, IT equipment and accounts, PPE and in-person inductions
- Support payroll, reconcile the company credit card and consolidate monthly claims




- Manage the vehicle fleet, including vehicle changeovers, servicing, registration and records
- Manage insurance renewals and claims, and liaise with our accountants and IT provider
- Manage office and IT equipment, events, post and banking
- Identify and implement improvements to processes, templates and workflows as the business grows

Compliance

- Maintain our ISO 9001, 14001 and 45001 integrated management system, including controlled documents and the risk, legal, training, PPE and vehicle registers
- Record incidents and hazards, and coordinate evacuation drills, office inspections and internal audits
- Prepare for management reviews and external certification audits

About you

- Experience as an Executive Assistant, Office Manager, Operations Coordinator or in a similar role, ideally in construction, engineering or a small-to-medium business
- The ability to support a busy Managing Director while managing your own workload
- Strong organisational skills and attention to detail, with the ability to manage competing priorities
- Proficiency in Microsoft 365 and confidence setting up devices and user accounts
- Discretion and professionalism in handling confidential information
- A current driver's licence (manual preferred) and your own reliable transport
- Confidence working in site environments alongside engineers and supervisors
- A adaptable, proactive approach and a willingness to support the business wherever needed

Experience with ISO management systems, WHS or internal auditing is highly regarded. Training and development will be provided.

What we offer

- A competitive remuneration package, including a sign-on bonus and performance-based incentives
- A close working relationship with the Managing Director and genuine ownership of your role
- The opportunity to shape our systems and processes as the business grows
- Exposure to major infrastructure projects across Queensland
- Training in ISO management systems and internal auditing

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📌 Executive Assistant & Operations Coordinator (Brisbane City)
🏢 PD Project Delivery
📍 Brisbane City