General Administration Manage shared email inboxes, triage enquiries, and assist with calendar management.
Update and maintain project information in Monday.com.
Provide general administrative support and assist with ad hoc tasks as required.
Accounts & Finance Support Follow up missing supplier invoices, receipts, and delivery dockets.
Match supplier invoices with purchase orders, quotes, delivery dockets, or project approvals before processing.
Assist with basic reconciliation support, including invoice coding, GST, job allocation, and payment status checks.
Maintain records of subcontractor invoices, payment claims, and supporting documents.
Assist with preparing payment claim documentation and client claim backup documents.
Monitor overdue customer invoices and assist with payment reminders.
Project Administration Create and maintain project folders in Google Drive for new jobs.
Organize contracts, purchase orders, RFQs, quotes, RFIs, variations, photos, dockets, and correspondence.
Assist with preparing project packs, including site contacts, accommodation details, travel plans, and key documents.
Track RFIs, variations, client instructions, and outstanding actions in Monday.com.
Assist with project close-out documentation, including photos, dockets, invoices, subcontractor documents, and warranties.
Maintain registers for quotes, tenders, RFIs, variations, purchase orders, and project correspondence.
Tender & Quote Support Assist with formatting tender submissions, capability statements, and supporting documents.
Gather company documents for tenders, including insurances, licences, certificates, policies, and project experience.
Maintain updated folders of standard tender attachments.
Assist with requesting subcontractor and supplier quotes.
Track tender deadlines and submission requirements.
Compliance & Document Control Maintain current records of licences, insurances, ISO certificates, QBCC details, plant registrations, and staff tickets.
Assist with document control for IMS, WHS, QA, and environmental documents.
Ensure documents are properly named, organized, and version-controlled.
Archive outdated documents and maintain document history.
Assist with onboarding paperwork for employees, subcontractors, and suppliers.
HR & Staff Administration Assist with employee onboarding, including collection of forms, tickets, licences, emergency contacts, and payroll details.
Maintain staff training and certification registers.
Schedule training, inductions, medicals, and travel requirements.
Follow up on timesheets and ensure submitted information is complete.
Maintain employee and subcontractor contact lists.
Travel, Accommodation & Logistics Coordinate accommodation bookings for staff, subcontractors, and visiting workers.
Maintain travel itineraries, booking confirmations, and accommodation schedules.
Track check-in/check-out dates and allocations.
Assist with vehicle, plant, and freight booking administration.
Coordinate supplier deliveries, freight movements, and remote project logistics.
Communication & Office Support Manage incoming email enquiries and route requests appropriately.
Draft routine correspondence for clients, suppliers, subcontractors, and councils.
Maintain client, supplier, subcontractor, and council contact lists.
Assist with meeting agendas, minutes, and action tracking.
Order office supplies, stationery, uniforms, PPE, and basic consumables.
Support general office organization and administrative tasks.