Administration Assistant

Think Commercial; Cairns Regional; On-site; AUD 50,000 - 60,000; Full time

Job summary

Think Commercial is a commercial property management company overseeing a diverse portfolio from Cairns to Brisbane. They seek an energetic Administration Assistant to manage reception, provide admin support, and coordinate operations across the business.

You will support maintenance and leasing teams, handle inquiries, and ensure efficient day-to-day site functions. The role emphasizes proactive, customer-focused work, confidentiality, and strong organisational skills in a fast-paced

Qualifications

• Experience in facilities management administration or coordination of maintenance.
• Strong organisational and multi-tasking abilities.
• Excellent verbal and written communication.
• Proficiency in Microsoft Office, Outlook, and general computer applications.
• Ability to build positive relationships with colleagues, tenants, contractors and suppliers.
• Able to work independently with minimal supervision.
• Strong attention to detail with confidentiality.

Responsibilities

• Provide direct administrative and operational support to the Operations Manager, ensuring smooth day-to-day site operations.
• Greeting visitors and clients and managing the front desk.
• Manage incoming calls and enquiries, acting as a key point of contact for tenants, contractors, suppliers, and internal stakeholders.
• Coordinate maintenance and operational requests, including scheduling works, liaising with contractors, preparing and tracking quotes, and managing job documentation.
• Assist with escalated tenant and customer issues, ensuring timely follow-up and clear communication with operations and leasing teams.
• Provide administrative backup to the leasing function, including tenant communications, inspection coordination, and document preparation.
• Manage calendars, meetings, and site bookings to support operational and leasing activities.
• Maintain accurate records, databases, and filing systems, including credit card reconciliations and expense documentation.
• Support reporting, correspondence, and ad hoc operational projects as required.

Skills

Facilities administration

Multitasking

Verbal communication

Written communication

MS Office

Outlook

Relationship building

Independence

Attention to detail

Critical thinking

Team player

Tools

Microsoft Office

Outlook

Job description

Think Commercial is a commercial property management company overseeing a diverse portfolio of more than 30 properties spanning from Cairns to Brisbane. Known for our performance-driven results, attention to detail, and open, consistent communication, we create a collaborative and supportive environment. Our comprehensive service offering includes tailored advice for prospective tenants, expert leasing support, diverse property options, and seamless negotiations.

About the role

We are seeking an energetic and highly organised Administration Assistant to join us in this diverse and fast paced role. This position is a central point of contact for visitors, tenants, contractors, and internal staff ensuring a welcoming and professional environment while supporting seamless daily operations across the business. You will provide key administrative support to our maintenance and operations teams.

This role is responsible for reception, administrative support, office coordination, and communication across the operations team. It is perfect for someone who is proactive, customer‑focused, adaptable, and enjoys managing varied responsibilities with professionalism and attention to detail.

Key responsibilities

Provide direct administrative and operational support to the Operations Manager, ensuring smooth day‑to‑day site operations.

Greeting visitors and clients and managing the front desk.

Manage incoming calls and enquiries, acting as a key point of contact for tenants, contractors, suppliers, and internal stakeholders.

Coordinate maintenance and operational requests, including scheduling works, liaising with contractors, preparing and tracking quotes, and managing job documentation.

Assist with escalated tenant and customer issues, ensuring timely follow‑up and clear communication with operations and leasing teams.

Provide administrative backup to the leasing function, including tenant communications, inspection coordination, and document preparation.

Manage calendars, meetings, and site bookings to support operational and leasing activities.

Maintain accurate records, databases, and filing systems, including credit card reconciliations and expense documentation.

Support reporting, correspondence, and ad hoc operational projects as required.

What we are looking for

Experience in facilities management administration or coordination of maintenance

Strong organisational and multi‑tasking abilities.

Excellent verbal and written communication.

Proficiency in Microsoft Office, Outlook, and general computer applications.

Ability to build positive relationships with colleagues, tenants, contractors, and suppliers.

Able to work independently (and think outside the box) with minimal supervision.

Strong attention to detail with a commitment to confidentiality.

Critical thinking and problem‑solving skills.

A team player with a positive attitude and willingness to learn.