Administrative Assistant

1 day ago

Port Macquarie, New South Wales, Australia AFI Services Full time $70,000 - $120,000 per year

We're currently seeking an enthusiastic and organised Administrative Assistant to join our professional team in Laurieton. This position offers flexible working arrangements with a part-time commitment (3 days per week), with the potential to grow into a full-time role.

About Us:

We are a well-established building services consultancy, with a particular focus on fire protection engineering. Our team works closely with commercial, healthcare, and infrastructure clients to deliver high-quality technical solutions and service outcomes. As a small business, we pride ourselves on our strong team culture, customer-focused approach, and commitment to delivering excellence under pressure.

About the Role:

This is a dynamic support role that will see you working closely with our project engineers and service delivery team. You'll be central to the smooth running of our consulting and service projects, helping manage documentation, client communication, scheduling, and project coordination across multiple active jobs. A strong customer focus, attention to detail, and the ability to work to tight timeframes will be key to your success.

Key Responsibilities:

  • Liaising with clients and providing professional administrative support across projects
  • Collation, formatting, and submission of technical documentation and compliance records
  • Preparation and maintenance of project administration files and registers
  • Coordinating and scheduling of project deliverables, service visits, and internal resources
  • Planning and scheduling with consultants for onsite inspections
  • Assisting with invoicing, reporting, and project tracking
  • Supporting tender submissions, fee proposals, and quote preparation
  • Contributing to the development and maintenance of internal quality assurance systems and documentation

What We're Looking For:

  • Highly organised and customer-focused with excellent communication skills
  • Ability to manage multiple priorities and work efficiently to meet deadlines
  • Previous experience in administration, project support or service coordination—ideally in a technical, building services, or consultancy environment
  • Proficiency with Microsoft Office (Word, Excel, Outlook)
  • Interest or experience in quality assurance systems, internal process development, or document control is an advantage
  • A proactive, team-oriented approach and willingness to take initiative
  • Ability to work both independently and as part of a collaborative, hybrid team

Why Join Us?

We offer a supportive team culture, a wide variety of tasks, and an opportunity to grow your skills in a niche technical consultancy environment. You'll enjoy flexible work options, career development potential, and the satisfaction of contributing to high-quality outcomes in a close-knit team.

How to Apply:

If this sounds like the right opportunity for you, we'd love to hear from you. Please apply with your resume and a short cover letter outlining your interest and relevant experience.

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