Location : Leichhardt, NSW Company : Australian Passive Fire Pty Ltd Employment Type : Full Time Start Date : Immediate start available Salary : $60-65,000 pa + Super

About us : Australian Passive Fire is a trusted name in the fire protection industry, specialising in high-quality passive fire solutions across commercial, residential and infrastructure projects in NSW. Based in Sydney, we work on some of the region's most exciting build, from high-rise apartments to hospitals, tunnels and data centres. Our focus is on safety, compliance, and doing the job right - every time.

About the role : We're currently seeking an Administration Assistant to join our dynamic team. In this office-based position, you will be assisting the Project Management team with the administration tasks required to get our projects moving. You will need to have robust computer skills.

Key Responsibilities : 1. Client Liaison & Booking Coordination

- Communicate with clients to schedule inspections and job bookings.
- Use digital platforms (ie. itrade, or other client-specific portals) to make bookings, upload documents, and track job progress.
- Confirm and follow up on inspection dates with both clients and internal teams.

2. Materials Ordering & Supplier Coordination

- Order materials and fire-rated products for large-scale construction projects based on job requirements and site timelines.
- Liaise with suppliers to ensure accurate quantities, delivery schedules, and cost tracking.
- Maintain a record of all material orders, delivery notes,



and supplier invoices.

3. Compliance & Register Review

- Review and maintain inspection registers, ensuring all documentation is up to date and compliant with relevant fire safety standards.
- Support the QA process by tracking corrective actions and ensuring documentation is completed accurately.

4. Project Documentation Handover

- Assist in compiling Operation & Maintenance (O&M;) manuals and handover packages for completed projects.
- Collate compliance certificates, warranties, and other critical project documents for client submission.

5. Contract & Warranty Administration

- Draft, review, and submit retention tracking forms, warranty documents, and related project admin forums.
- Monitor key deadlines and ensure timely renewals or follow-ups.

6. General Administration

- Keep internal job tracking and filing systems organised and up to date.
- Supplier/Contractor/Vendor set up.
- Contractor onboarding tender/company detail forms/vendorpanel tenders.
- Training & course coordination - RIW, RSW, FPAA, Site Inductions
- New project documents.
- Fleet maintenance.
- New Staff onboarding.

Training will be provided. Construction industry experience highly regarded, but not essential. High level of computer literacy and skill required as this is a computer based position.

Pay: $60,000.00 - $65,000.00 per year

Experience :

- administration: 1 year (preferred)

Work Authorisation:

- Australia (required)

Work Location: In person

📌 Office Administration Assistant (Leichhardt)
🏢 Australian Passive Fire
📍 Leichhardt