Your new company

Would you describe yourself as being someone that is adaptable, a multitasker, hands-on and thrives when it comes to being in a fast-paced environment where attention to detail is a must?

If so, this could be the perfect opportunity for you.

I am currently recruiting for a permanent, full-time proactive Administrator/Office Manager for a well-established construction firm based in the Inner West of Sydney.
This company specialises in commercial, industrial, and retail fit-outs, delivering high-quality spaces across a range of sectors.

This is a pivotal role supporting both the office and on-site teams, where no two days are the same.

Your new role

• Manage reception duties, including answering phones, greeting visitors, and handling general enquiries.

• Monitor and manage the admin inbox, ensuring timely responses and proper delegation.

• Act as the first point of contact for clients, suppliers, subcontractors, and site supervisors.

• Attend internal and site meetings, prepare agendas, take minutes, and distribute action items.

• Work closely with the General Manager and Operations Manager from project initiation through to completion, liaising with relevant team members.

• Provide administrative support to Operations managers and site supervisors, including scheduling, documentation, and compliance tracking.

• Collate and maintain weekly cost reports for active projects.

• Assist with tender submissions, quotes, and proposal preparation once pricing has been finalised.

• Support the application and submission process for permits, registrations, and other project documentation, such as the CDC and OC.

• Order construction materials and supplies as required for projects.

• Prepare and send purchase orders via MYOB, maintaining accurate procurement records.

• Coordinate deliveries with suppliers to ensure timely and accurate supply to project sites.

• Maintain stock of office supplies, including stationery and kitchen items.

• Prepare and issue client invoices in a timely manner.

• Assist with accounts payable and receivable processes, including supplier payments and client follow-ups.

• Support financial tracking and budget reporting for management.

• Manage onboarding and offboarding processes for staff, including inductions and exit requirements.

• Liaise with the WHS consultant to ensure compliance with project safety requirements, including SWMS, White Card and other documentation.

• Maintain company compliance records, licences, and certifications.

• Coordinate monthly vehicle inspections and maintain accurate records.

• Manage vehicle-related tasks, including registrations, toll accounts (Linkt), fuel cards, and general upkeep requirements.

• Provide day-to-day support to management and assist with ad hoc requests.
  
  

What you'll need to succeed

• Ability to manage priorities across admin, finance, and compliance with precision.

• Ability to confidently liaise with stakeholders and produce professional emails, minutes, and reports.

• Anticipates needs, resolves issues early, and supports leadership with minimal direction.

• Understands industry workflows, safety, and compliance requirements.

• Previous experience in MYOB, Microsoft Office/Google Suite, and digital systems.

• Previous experience with invoicing, POs, accounts, and reporting accurately.

• Ability to work well in a team but thrives autonomously.

• Maintains confidentiality and handles sensitive info with care

• Adapts quickly to shifting priorities and urgent site needs.

• Tackles office admin plus vehicle, stock, and compliance tasks confidently.

What you need to do now

If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV. Alternatively, email me a copy with your most up-to-date resume to Loretta.Callanan@hays.com.au and I will reach out.

If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion about your career.