About Us:
We are a boutique Architecture firm based in Balgowlah, Sydney, with a small, close-knit team of 8 staff members. Our firm is dynamic, engaging, and focused on delivering exceptional architectural services in residential mostly but also boutique commercial spaces. We are looking for a mature and experienced admin assistant who values a stable, local job that offers variety and stimulation without the pressures of career competition or performance accountability.
Role Overview:
The Part-Time Admin Assistant will play a crucial role in ensuring the smooth operation of our office. This role involves a range of administrative tasks, from project setup and invoicing to managing office supplies and supporting our team with various day-to-day needs. The ideal candidate is organized, proactive, and enjoys being hands-on, and contributing to a positive work environment.
Key Responsibilities:
Project Management & Setup:
- Set up new projects in our server and BQE Core Project Management software.
- Add new consultants to our supplier list.
- Manage the addition of new projects to BQE Core.
- Back up project data in Core as needed.
Office Management:
- Great the 3-8 enquiries per week that come through the front door and screen/ direct.
- Sort and manage office filing and organization.
- Making sure the boardroom is tidy before clients arrive and water is out, lights are on etc.
- Handle miscellaneous cleaning projects (e.g., sorting random Tupperware, vacuuming if a plant is bowled over or the office dogs get over-enthusiastic with a piece of paper, watering plants, tidying kitchen before clients arrive etc.
- Maintain the kitchen and office supplies, making purchases as needed and adding receipts to Dext which uploads to Xero.
- Check paper supplies for copier, order stationary as needed.
Administrative Support:
- Register for new websites if needed, save details to LastPass password manager, and maintain an updated list for individuals as required.
- Assist with new staff induction and the pre-employment process.
- Set up new client documents and accounts.
- Invoice subtenants and assist with occasional invoicing as needed.
- Forward expense emails to Dext.
- Clean up and maintain the suppliers’ list.
- Review all emails if the Business Operations Manager (BOM) is away, make decision on IT decisions, office issues and report to the BOM or Director, or if both away, make a decision.
Communication & Coordination:
- Answer phone, screen calls and be the first contact for enquiries to capture details for a later call by the Director.
- Check, file, and respond to emails across multiple email accounts.
- Prepare a weekly hours report of architects time on projects.
- Assist with calendar management for the director as needed.
- Coordinate CPD courses and ensure points are saved.
Special Projects:
- Excel database Intermediate tasks as needed in doing analysis of hours used versus hours forecast, or time from enquiry to signup etc.
- Assist with Christmas gift purchases, wrapping, and delivery.
- Add value to processes and systems where possible, suggesting improvements to enhance efficiency
Qualifications:
- Proven experience in a similar administrative role.
- Proficiency in using office management software; experience with BQE Core is a plus.
- Pro-active organizational skills with a keen eye for detail.
- Excellent communication skills, both written and verbal.
- Understanding of the building industry and culture a big bonus.
- Ability to work independently and manage multiple tasks efficiently.
- A positive attitude and the ability to contribute to a fun and stimulating work environment.
Why Join Us?
- You like dogs as we have 2 ‘Happiness Consultants’ eager for a pat.
- Work with a friendly, supportive team in a vibrant local setting.
- Engage in a variety of tasks that keep your workday interesting.
- Enjoy the stability of a part-time role that fits well with your lifestyle.
If this sounds like the right fit for you, we’d love to hear from you. Please submit your application, including a resume and cover letter, detailing your experience and why you would be a great addition to our team.
