Administration Assistant

Capstone Recruitment; Sydney; On-site; AUD 65,000 - 90,000; Full time

Job summary

Capstone Recruitment in Sydney North Shore NSW is seeking a senior administration professional with finance exposure to support two busy teams. You will manage the finance inbox, calendars and end-to-end utilities and property contract administration.

This role requires excellent Excel skills, meticulous data management, and strong stakeholder engagement. Immediate or short-notice availability is preferred for a 3–6 month contract.

Qualifications

• Senior administration experience with finance exposure.
• Strong Excel skills and data tracking ability.
• Ability to manage a finance inbox and complex calendars.
• Experience with utilities, property or contract administration highly regarded.
• Public sector experience is a bonus but not essential.
• Available immediately or on short notice for a 3–6 month contract.

Responsibilities

• Provide finance support: raising and tracking purchase orders, processing invoices and keeping Excel trackers up to date.
• Proactively manage calendars, meetings and deadlines to keep both teams running smoothly.
• Administer utilities accounts end to end: setup, transfers, billing queries and reconciliations.
• Maintain property contract and lease registers, tracking renewals and critical dates.
• Build strong relationships with suppliers, tenants and internal stakeholders.
• Identify opportunities for process improvement and implement practical solutions.
• Support ad hoc projects and reporting as needed.

Skills

Finance inbox management

Calendar management

Excel proficiency

Communication skills

Attention to detail

Tools

Microsoft Excel

Job description

Capstone Recruitment – Sydney North Shore NSW

About the Company

Our client is a respected, community focused public sector organisation, and its work makes a real difference to people’s everyday lives. Its people are passionate about doing things well: they value collaboration, accountability and continuous improvement, and they take pride in delivering for the community they serve.

This is a dynamic, fast paced environment where every day is different. You’ll join a supportive, high performing team that welcomes fresh ideas, rewards initiative and values people who roll up their sleeves. If you want work with meaning, in a team that will appreciate what you bring, this is it.

About the Role

This is a key support role across two busy teams, where you’ll own the administration behind the organisation’s utilities and property contracts from end to end. You’ll be the central point of contact for a busy finance inbox, keeping communication flowing and making sure every query is handled quickly and accurately.

You’ll juggle competing priorities, coordinate calendars and keep key deadlines on track. You’ll also look for ways to streamline processes and add value. You will:

• Provide finance support, including raising and tracking purchase orders, processing invoices and keeping Excel spreadsheets up to date
• Proactively manage calendars, meetings and deadlines to keep both teams running smoothly
• Administer utilities accounts end to end, including set up, transfers, billing queries and reconciliations
• Maintain property contract and lease registers, tracking renewals and critical dates
• Build strong relationships with suppliers, tenants and internal stakeholders
• Investigate discrepancies and resolve issues before they escalated
• Keep trackers, records and documentation accurate, compliant and audit ready
• Identify opportunities for process improvement and implement practical solutions
• Support ad hoc projects and reporting as needed

About You

• Proven experience in a senior administration role, ideally with finance exposure
• Confident managing a finance inbox and complex calendars
• Proficient in Excel, comfortable building trackers, managing data and running reconciliations
• Experience with utilities, property or contract administration is highly regarded
• Public sector experience is a bonus, but not essential
• A self starter who takes initiative and can hit the ground running
• A can do attitude, strong attention to detail and excellent communication skills
• Available immediately or at short notice for a 3 to 6 month contract