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.

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 current 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, ac

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