Administration Coordinator

Wazza & Co Pty Ltd; Beaufort; On-site; AUD 42,000 - 54,000; Part time

Job summary

Wazza & Co Pty Ltd in Beaufort, Victoria, is seeking an experienced Administration Coordinator to join our small, family-owned team on a permanent part-time basis four days per week. The role is based at our Beaufort office with potential for some work-from-home flexibility after onboarding to support day-to-day operations.

You will handle financial administration, tender coordination, and compliance, work closely with the director, subcontractors, suppliers and clients, and strive for accuracy,

Qualifications

• Previous experience in administration, office coordination or a similar role.
• Highly organised with strong attention to detail and the ability to manage competing priorities.
• Friendly, professional and confident communicating with clients, employees and subcontractors.
• Able to work independently and take initiative.
• Experience with accounts and financial administration.
• Strong computer skills, including Microsoft Office and Google Workspace; experience with Xero is highly desirable.
• Experience in the rail, civil or construction industries would be advantageous but is not essential.
• Current valid driver's licence.

Responsibilities

• Financial Administration – Payroll, superannuation, invoicing, accounts payable/receivable and bank reconciliations.
• Tenders & Quotations – Prepare and coordinate tender and quotation submissions, including pricing and supporting documentation.
• Compliance & Safety – Maintain WHS records, licences, competencies, inductions and external compliance portals.
• Project & Staff Support – Assist employees, subcontractors and clients with project documentation, travel, accommodation and general requirements.
• Fleet & Insurance – Manage fleet and equipment records, registrations, servicing and insurance policies.
• Office & Director Support – Prepare correspondence, maintain records, order supplies/PPE and provide administrative and personal assistance to the company director.
• General Administration – Assist with other operational and administrative tasks as required within a small business.

Skills

Administration

Office coordination

Attention to detail

Client communication

Independent work

Tools

Microsoft Office

Google Workspace

Xero

Job description

Wazza & Co Pty Ltd is a small, family-owned and operated business based in Beaufort, Victoria. With over 25 years of experience in the rail industry, we specialise in rail construction and maintenance, civil works and vegetation management across Victoria.

We are seeking an experienced and highly organised Administration Coordinator to join our team on a permanent part-time basis, working four days per week.

The position is primarily based at our Beaufort office, with the potential for some work-from-home flexibility for the right candidate following an initial training and onboarding period.

About the Role

The Administration Coordinator plays a key role in supporting the day-to-day operations of Wazza & Co and works closely with the company director, employees, subcontractors, suppliers and clients.

This is a varied, hands‑on role covering financial administration, tender and quotation coordination, compliance, project support and general business administration.

The successful candidate will be highly organised, reliable and adaptable, with excellent attention to detail and the ability to prioritise competing tasks and work independently within a small team environment.

Responsibilities will include, but are not limited to:

Financial Administration – Payroll, superannuation, invoicing, accounts payable/receivable and bank reconciliations.

Tenders & Quotations – Prepare and coordinate tender and quotation submissions, including pricing and supporting documentation.

Compliance & Safety – Maintain WHS records, licences, competencies, inductions and external compliance portals.

Project & Staff Support – Assist employees, subcontractors and clients with project documentation, travel, accommodation and general requirements.

Fleet & Insurance – Manage fleet and equipment records, registrations, servicing and insurance policies.

Office & Director Support – Prepare correspondence, maintain records, order supplies/PPE and provide administrative and personal assistance to the company director.

General Administration – Assist with other operational and administrative tasks as required within a small business.

Skills and Experience:

Previous experience in administration, office coordination or a similar role.

Highly organised with strong attention to detail and the ability to manage competing priorities.

Friendly, professional and confident communicating with clients, employees and subcontractors.

Able to work independently and take initiative.

Experience with accounts and financial administration.

Strong computer skills, including Microsoft Office and Google Workspace; experience with Xero is highly desirable.

Experience in the rail, civil or construction industries would be advantageous but is not essential.

Current valid driver's licence.

This is an opportunity to become an important part of a small, established family business where no two days are the same. The role offers variety, responsibility and the opportunity to work across all areas of the business.

The position is permanent part-time, four days per week, with some flexibility potentially available for the right candidate.