Role Overview
The Administrative Assistant supports day-to-day business operations across project delivery, document control, and general office coordination. This role ensures information is accurate, organised, and accessible, supporting engineers and management to deliver projects efficiently and in accordance with company systems.
Key Responsibilities
General Administration
- Manage incoming and outgoing correspondence (email, letters, submissions)
- Maintain registers (e.g. project lists, contacts, variations, actions)
- Schedule meetings and assist with coordination of internal tasks
- Support office organisation and general business operations
Systems & Process Support
- Maintain SharePoint / file system organisation and metadata
- Assist in maintaining templates, SOPs, and internal documentation
- Support continuous improvement of administrative workflows
- Identify inefficiencies and suggest practical improvements
Client & Stakeholder Support
- Assist with preparation of client-ready documents
- Ensure communications are clear, professional, and aligned with company standards
- Support proposal and tender submissions where required
Document Control & Formatting
- Prepare, format, and issue reports, proposals, and technical documents
- Apply company templates and maintain consistency across all deliverables
- Manage document registers and version control
- Ensure documents align with internal standards and ISO requirements
Accounts & Finance Administration (Xero)
- Capture and reconcile receipts against transactions
- Prepare accounts payable list for approval
- Assist with invoice preparation for clients
- Follow up missing receipts or supporting documentation internally
Key Requirement
- 3+ years of experience in administration
- Strong document formatting skills (Microsoft Word essential)
- Familiarity with Microsoft 365 (SharePoint, Teams, Excel, Outlook)
- High attention to detail and ability to manage multiple tasks
- Structured and organised in approach
- Clear and professional written communication
- Practical and solutions-focused
- Able to follow systems while identifying improvements
