Administration - assisting director

5 hours ago

Springvale South, Victoria, Australia ACI Full time
Administration / Assistant to director

Location: Onsite – Springvale, Melbourne, Victoria

Employment Type: Full-time

Salary: $60,000-$75,000 + Super

Hours: 8:30am–5:00pm Monday to Friday

About ACI

ACI (Australian Civil Industries) is a leading company operating across two core divisions:

- ACI Plant & Equipment Hire – Providing wet and dry hire solutions

- ACI Civil EAST – Delivering high-quality infrastructure and civil projects

With a team of approximately 30 employees, we value versatility and initiative. We're seeking a capable and professional Personal Assistant to the Managing Director who can also support wider operational and finance-related tasks to help ensure seamless day-to-day business operations.

Key Responsibilities
Executive & Administrative Support
  • Provide high-level executive support to the Managing Director across ACI divisions
  • Manage calendar, meetings, events, and appointments to ensure efficient scheduling
  • Handle emails and correspondence, prioritising urgent matters and drafting professional communications
  • Assist with HirePOS task management and internal reporting
Meeting Coordination & Documentation
  • Prepare agendas, attend meetings, and take professional minutes
  • Ensure follow-ups and timely completion of key action items
  • Maintain structured internal communications between teams
Finance & Client Administration
  • Approve and process sales invoices in HirePOS as per guidance from the Plant & Equipment Manager
  • Review and approve New Client Forms, ensuring all client information is complete and accurate
  • Undertake debtor follow-up and liaison, assisting in resolving outstanding accounts professionally and efficiently
  • Renew company and asset insurances in line with renewal schedules and documentation requirements

    This role works closely MD to complement the existing functions, enabling each position to focus on its strengths and core responsibilities.
Social Media, PR & Event Assistance
  • Assist with creating and scheduling content across LinkedIn and Instagram
  • Use Canva to support visual content creation aligned with ACI's brand
  • Draft professional copy for PR, social media, and client communications
  • Provide admin and coordination support for internal and external events
Skills & Experience Required
  • 3+ years' experience in a PA, EA or administrative coordination role

  • Demonstrates a professional and courteous phone manner, with the ability to clearly  communicate, handle enquiries, and manage calls with confidence and discretion.

  • Strong administrative and organisational ability

  • Excellent written and verbal communication
  • Proficiency with Microsoft Office Suite (Outlook, Word, Excel)
  • Must have basic accounting skills
  • Strong interpersonal skills with a solutions-focused attitude
  • Ability to multitask and manage competing priorities in a dynamic workplace
Preferred but not essential
  • Experience in construction, civil or equipment hire industries
  • Familiarity with MYOB and HirePOS systems
  • Canva or similar creative/design tool experience
  • Marketing, PR, or social media background
Why Join ACI?
  • Work directly with the Managing Director of a growing, hands-on construction business
  • Varied and engaging role spanning administration, finance, creative content, and operational support
  • Fast-paced environment where no two days are the same
  • Onsite support structure – no hybrid, remote or split shifts

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