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 efficiencyQualifications: 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.
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