Office Administration Assistant

2 days ago

Leichhardt, Australia Australian Passive Fire Full time

**Location**: Leichhardt, NSW
**Company**: Australian Passive Fire Pty Ltd
**Employment Type**: Full Time
**Start Date**: Immediate start available
**Salary**: $60-65,000 pa + Super

**About us**:
Australian Passive Fire is a trusted name in the fire protection industry, specialising in high-quality passive fire solutions across commercial, residential and infrastructure projects in NSW. Based in Sydney, we work on some of the region's most exciting build, from high-rise apartments to hospitals, tunnels and data centres. Our focus is on safety, compliance, and doing the job right - every time.

**About the role**:
We're currently seeking an **Administration Assistant** to join our dynamic team. In this office-based position, you will be assisting the Project Management team with the administration tasks required to get our projects moving. You will need to have strong computer skills.

**Key Responsibilities**:
**1. Client Liaison & Booking Coordination**
- Communicate with clients to schedule inspections and job bookings.
- Use digital platforms (ie. itrade, or other client-specific portals) to make bookings, upload documents, and track job progress.
- Confirm and follow up on inspection dates with both clients and internal teams.

**2. Materials Ordering & Supplier Coordination**
- Order materials and fire-rated products for large-scale construction projects based on job requirements and site timelines.
- Liaise with suppliers to ensure accurate quantities, delivery schedules, and cost tracking.
- Maintain a record of all material orders, delivery notes, and supplier invoices.

**3. Compliance & Register Review**
- Review and maintain inspection registers, ensuring all documentation is up to date and compliant with relevant fire safety standards.
- Support the QA process by tracking corrective actions and ensuring documentation is completed accurately.

**4. Project Documentation Handover**
- Assist in compiling Operation & Maintenance (O&M) manuals and handover packages for completed projects.
- Collate compliance certificates, warranties, and other critical project documents for client submission.

**5. Contract & Warranty Administration**
- Draft, review, and submit retention tracking forms, warranty documents, and related project admin forums.
- Monitor key deadlines and ensure timely renewals or follow-ups.

**6. General Administration**
- Keep internal job tracking and filing systems organised and up to date.
- Supplier/Contractor/Vendor set up.
- Contractor onboarding tender/company detail forms/vendorpanel tenders.
- Training & course coordination - RIW, RSW, FPAA, Site Inductions
- New project documents.
- Fleet maintenance.
- New Staff onboarding.

Training will be provided. Construction industry experience highly regarded, but not essential. High level of computer literacy and skill required as this is a computer based position.

Pay: $60,000.00 - $65,000.00 per year

Schedule:

- 8 hour shift
- Monday to Friday

**Experience**:

- administration: 1 year (preferred)

Work Authorisation:

- Australia (required)

Work Location: In person

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