Team administrator

2 weeks ago

Brisbane, Queensland, Australia Quintas Energy Australia Full time $60,000 - $80,000 per year

Key Responsibilities

Team & Task Management

  • Track and update team tasks using our internal project management system (e.g., ).

  • Assist in scheduling and coordinating internal and external meetings, including agenda preparation and minute taking.

  • Monitor deadlines and progress for key team deliverables and ensure accountability through reminders and status updates.

Contractual Obligation Management

  • Support the entry and monitoring of key dates and obligations into our Asset Management and compliance systems.

  • Follow up with internal and external stakeholders on outstanding documentation, notices, or client approvals.

  • Help prepare or issue notices, renewals, or obligations under client contracts, leases, or operational agreements.

Internal & External Reporting

  • Collate inputs from internal teams for monthly, quarterly, and ad hoc client reports.

  • Assist with formatting and compiling reports, presentations, or dashboards for internal leadership or clients.

  • Maintain records and version control of all reports issued to clients.

Client Liaison & Coordination

· Act as a point of contact for client administrative queries, ensuring timely and professional communication.

· Coordinate with clients to schedule meetings, circulate agendas, and follow up on agreed actions or outstanding documentation.

· Support the preparation and formatting of client-facing documents, including reports, presentations, and notices.

· Maintain accurate records of client interactions and ensure all correspondence is appropriately filed and tracked.

Administrative Support

  • General administrative duties such as document filing, data entry, inbox monitoring, and template management.

  • Help onboard new staff by preparing documentation, system access, and team induction materials.

  • Maintain accurate contact lists, calendars, and communication protocols for your team.

Process Improvement & Systems Support

  • Assist in reviewing and maintaining standard operating procedures (SOPs).

  • Help identify and implement improvements to administrative workflows.

  • Support the accurate use of internal systems and tools (SharePoint, ).

Key Skills & Attributes

  • Excellent organisational skills with a high attention to detail.

  • Strong verbal and written communication skills.

  • Comfortable working with digital tools (e.g., MS Office Suite, SharePoint, , or other PM platforms).

  • Proactive, adaptable, and able to prioritise competing demands.

  • Works well independently and as part of a broader cross-functional team.

Qualifications & Experience

  • Previous experience in an administrative, coordination, or team support role (ideally in professional services, construction, or renewables).

  • Familiarity with project management or compliance tracking systems is desirable.

  • Tertiary qualification in administration, business, or similar (preferred but not essential).

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