Office Administrator

Are you looking to join a supportive, high-performing team—where you'll sharpen your skills, gain expert guidance, and build a meaningful career? 

At NGS Structural Engineers, we're offering more than just a job. this is your opportunity to work alongside true professionals, grow in a team that values your contributions, and be part of something bigger. If you're ready to step into a role where your attention to detail and problem-solving skills make a real difference, read on

About you:

You're someone who takes pride in your accuracy and efficiency. You enjoy ticking tasks off your list, and you understand the importance of getting things right the first time. When you've learned a process, you own it—ensuring it's done consistently and correctly. Your proactive nature and eye for detail mean the team can rely on you to keep things running smoothly, even when deadlines are tight.

But there's more to you than just being great at admin. When the situation calls for it, you're not afraid to pick up the phone, speak with clients or contractors, and problem-solve on the spot. You communicate with empathy, professionalism, and a genuine desire to help. You're not just handling tasks; you're building trust and ensuring every interaction reflects the team's values.

Your computer skills are solid—you can navigate software and tools with ease, type like a pro, and have excellent written and verbal communication. You're organised, adaptable, and comfortable working in a quieter, focused environment. Most importantly, you're someone who brings positivity, self-awareness, and a can-do attitude to everything you do.

Sound like you? Let's talk.

About us:

Hi, we are NGS Structural Engineers, and in everything we do, we believe we solve our customers problems. The way we solve their problems is by listening to our clients and understanding their goals so that we can deliver creative, refined, and robust structural solutions. We tailor those solutions to their needs. It's the most rewarding part of what we do, and we've been doing it for 24 years. We have established ourselves with an amazing reputation as one of the best structural engineers on the Gold Coast. We have a great supportive team that stick around, in fact, our very first is still working for us today. We're a small team who value the quieter, more introspective side of our work. We're engineers and are great at putting our head down and crunching numbers, give us a weeklong deep dive into the latest spreadsheet developments, however, we know that to do what we do best, we need someone who can represent our team to the outside world — with energy, professionalism, and a great attitude.

We pride ourselves on good vibes, extreme ownership, and providing an exceptional customer experience. We're on the bus with leveling up the size of projects we work on through our growth mindset and ethics.

We're now looking for an Office Administrator to help us keep the wheels turning smoothly. You'll play a key role in ensuring our team operates efficiently and effectively, allowing us to focus on providing creative structural solutions to our clients' unique challenges.

Key accountabilities:

• Provide excellent customer service as the first point of contact for all new and existing clients by answering incoming phone calls 9am to 5pm, ensuring a professional and welcoming experience, and triaging enquiries efficiently to the appropriate team member.

• Undertake the booking of site inspections, assisting with compliance forms and welcome occasional visitors to our boardroom with refreshments.

• Setup new projects in our project management software, Total Synergy with first-time data accuracy project and contact data following naming conventions and data hygiene with an aim to turn around project quotes within 24-48 hours

• Provide administrative support to the Directors including organising emails and correspondence, scheduling meetings, and sites visits

• Maintain our office support inbox so our clients feel acknowledged and heard.

• Support the operations manager and directors with tasks and duties assigned.

• Update and maintain project data in the project management database, ensuring accuracy and completeness.

• File site notes and photographs from electronic tablets to the project directory following our engineer's site inspections.

• Watch short how-to videos recorded by leadership and draft a clear SOP + checklist and upload to the team's live template library for the operations manager to review.

• Follow current SOP's and templates and work with the operations manager to refine our SOP's and suggest improvements when gaps are identified.

• Support leave coverage within the administration team as required

• Perform general office duties such as ordering supplies, managing office equipment, and maintain tidy guest-ready spaces.

Skills & qualifications:

• High accuracy and attention to detail with data entry, naming conventions, and document control.

• Strong written skills for preparing SOP's, checklists and simple client emails.

• High school certificate or equivalent

• Experience as an Office Administrator or Administrative Assistant, preferably in the construction industry

• Minimum 2-3 years of experience as an Office Administrator or Administrative Assistant is required for this position

• Proficiency in Microsoft Office Suite (Outlook & Word).

• Experience with Total Synergy preferred but not required.

• Excellent organisational and time-management skills.

• Clear written and verbal communication skills.

• Ability to handle multiple tasks and prioritise effectively.

• Attention to detail and ability to follow through on tasks accurately

• Professional demeaner with a customer focused attitude

• Ability to work independently as well as part of a small team.

• Australian work rights are required for this position

Why work with us?

• Opportunities for professional growth and exposure to the construction industry.

• A collaborative and supportive work environment with a small, friendly team.

• The Managing Director brings their dog to work, creating a relaxed and pet-friendly atmosphere.

If you're someone who thrives in a supportive, detail-oriented role and is looking for an opportunity to grow within a team that values ownership and a strong work ethic, we'd love to hear from you

If this sounds like you, please send an email to and attach the following information:

• Your updated cv

• A supporting email explaining how you have recently demonstrated attention to detail in your current workplace.

• At least two professional contact references (please provide email and or phone number)