About the business and the role

Ambient Services Group is a leading commercial asset maintenance provider servicing metropolitan Sydney. We operate behind the scenes within some of the city’s most prominent commercial buildings, delivering long-term facilities maintenance solutions, strategic asset management and responsive technical services.

We are seeking a highly organised, proactive and detail-oriented Administration Officer to join our team at our Hillsdale head office.

Reporting directly to the Office Manager, this is a broad, hands-on administrative position responsible for supporting the day-to-day operations of the business.

The successful candidate will provide administrative support across our Projects, Service, Finance and Management teams, ensuring that office operations, documentation, records and internal processes are managed efficiently.

Key Responsibilities

General Office Administration

- Provide comprehensive administrative support to the Office Manager and wider business.

- Manage incoming telephone calls, general enquiries and correspondence.

- Monitor and manage shared email inboxes, ensuring enquiries are directed to the appropriate personnel.

- Maintain accurate electronic filing systems, company records and administrative documentation.

- Prepare, format and distribute correspondence, reports, presentations and other business documents.

- Coordinate office supplies, stationery, equipment and general office requirements.

- Assist with organising meetings, appointments, company events and staff functions.

- Coordinate incoming and outgoing mail, deliveries and courier services.

- Assist with maintaining company registers, records and internal databases.

- Provide general administrative assistance to the Directors and management team as required.

Project & Service Administration

- Provide administrative support to our Projects and Service divisions.

- Assist with setting up new projects, jobs and customer records within company management systems.

- Maintain project documentation, registers and electronic filing structures.

- Assist Project Managers with purchase orders, subcontractor documentation and general project correspondence.

- Coordinate the collection and filing of supplier quotations, delivery dockets, invoices and supporting documentation.

- Assist with preparing and distributing project-related documents and reports.

- Support the Service team with general administration,



customer correspondence and record management.

- Assist with tracking outstanding documentation and following up internal teams, suppliers and subcontractors.

- Maintain accurate records within Simpro and other company systems.

Finance & Accounts Administration

- Provide general administrative assistance to the Finance team.

- Assist with collecting, organising and processing supplier invoices and supporting documentation.

- Assist with purchase order administration and invoice matching.

- Support the preparation and distribution of customer invoices and associated documentation.

- Assist with maintaining supplier and customer records.

- Follow up outstanding documentation required for invoicing and accounts processing.

- Liaise with internal teams to ensure financial documentation is submitted accurately and promptly.

- Provide general administrative assistance with accounts payable and receivable processes as required.

Note: This is primarily an administration position, not a dedicated accounting role. Financial processing and reconciliations will remain the responsibility of the Finance team.

Human Resources & Employee Administration

- Assist the Office Manager with employee onboarding and offboarding administration.

- Prepare and maintain employee files, personnel records and onboarding documentation.

- Coordinate new employee inductions and administrative requirements.

- Assist with arranging employee uniforms, IT equipment, access cards and other onboarding requirements.

- Maintain employee training, licence, certification and compliance registers.

- Monitor expiry dates and coordinate renewals of employee qualifications and certifications.

- Assist with maintaining leave records and general HR documentation.

- Provide administrative support with recruitment activities, including coordinating interviews and candidate correspondence.

Systems, Compliance & Document Control

- Maintain accurate company records, registers and documentation.

- Assist with document control and administration of company policies,



procedures and templates.

- Support the Office Manager in maintaining internal administrative systems and processes.

- Assist with coordinating contractor registrations, compliance documentation and prequalification requirements.

- Maintain supplier, subcontractor and employee compliance records.

- Ensure company documentation is correctly filed, accessible and kept up to date.

- Identify opportunities to improve administrative processes and overall office efficiency.

About You

The ideal candidate will possess:

- Minimum 2–3 years' experience in an administration, office support or similar role.

- Excellent organisational skills with the ability to manage multiple competing priorities.

- Strong attention to detail and a high level of accuracy.

- Excellent written and verbal communication skills.

- Strong proficiency in Microsoft Office, particularly Outlook, Word and Excel.

- Experience maintaining electronic filing systems and company databases.

- A proactive, reliable and adaptable approach to work.

- The ability to work independently while supporting multiple departments.

- Strong time-management skills and the ability to meet deadlines.

- A positive attitude and willingness to assist wherever required.

- Professionalism and discretion when handling confidential company information.

- A strong sense of ownership and accountability.

Previous experience within the construction or facilities management industries will be looked upon favourably.

Experience with Simpro, Xero, or similar business management systems would also be advantageous, although not essential.

Why Join Ambient?

- Full-time, permanent position within an established and growing business.

- Work directly with and receive support from an experienced Office Manager.

- Broad and varied administrative role with exposure to multiple business divisions.

- Supportive, professional and collaborative working environment.

- Chance to develop your skills and responsibilities as the business continues to grow.

- Modern office environment based in Hillsdale, Sydney.

- Competitive remuneration based on experience.

If you're a highly organised, motivated Administration Officer who enjoys a varied role and takes pride in keeping a business running efficiently, we'd love to hear from you.

Please submit your resume and a brief cover letter outlining your relevant experience.

📌 Administration Officer (Hillsdale)
🏢 Ambient Services Group
📍 Hillsdale