Administration Manager

JFS ENGINEERS PTY LTD; Gold Coast City; On-site; AUD 90,000 - 130,000; Full time

Job summary

JFS Engineers PTY LTD is a growing engineering consultancy seeking an experienced Administration Manager to keep day-to-day operations running smoothly. You will work with Directors and project teams, managing office admin, systems, compliance and a broad range of business activities.

The role covers office administration, project administration, HR/compliance support, finance/admin coordination, and executive assistance.

Qualifications

• Minimum 5 years' professional work experience.
• Experience in an Administration Manager or similar role.
• Strong organisational and time-management skills.
• Excellent written and verbal communication.
• High attention to detail with discretion for confidential information.
• Ability to manage multiple priorities and deadlines.

Responsibilities

• Oversee day-to-day office administration and operations.
• Maintain project registers, records, licences and user access.
• Coordinate invoicing, project reporting and administration needs.
• Provide high-level PA support to Directors and senior management.
• Assist with onboarding, CPD records and HR/compliance processes.
• Support proposals, tender docs, and business development admin.

Skills

Organisation

Time management

Communication skills

Problem solving

Stakeholder management

Independence

Team collaboration

Adaptability

Education

Business Administration qualification

HR / Project Administration

Tools

Total Synergy

Microsoft 365

Job description

Join a growing engineering consultancy within the role of Administration Manager

JFS Engineers is a specialist façade engineering consultancy with offices across Australia and an expanding international presence. We are looking for an experienced and highly organised Administration Manager to join our team and fulfil tasks such as day-to-day administration, systems, compliance and operational support functions across the business.

This is a varied and hands‑on role suited to someone who enjoys being the person who keeps everything moving. You will work closely with Directors, Project Managers and the wider team, providing high‑level administrative and operational support while managing a range of systems, processes, compliance requirements and business activities.

About the Role

As Administration Manager, you will play a key role in the smooth operation of JFS Engineers. Your responsibilities will include but are not limited to:

Office & Business Administration

• Oversee general office administration and day‑to‑day business operations
• Maintain project registers, resourcing information and internal records
• Manage software accounts, licences, subscriptions and user access
• Coordinate office supplies, facilities and general office requirements
• Develop, maintain and improve administrative processes and procedures
• Prepare and maintain company templates, forms and internal documentation

Systems & Project Administration

• Manage project setup, project information and project administration
• Maintain project registers and support project managers with administrative requirements
• Support project reporting, invoicing and other project administration requirements

HR, Compliance & Culture

• Assist with employee onboarding and administrative processes
• Assist with maintaining professional registrations, CPD records and training registers
• Coordinate internal and external CPD sessions and professional development activities
• Manage sub‑consultant legal documentation, insurance schedules and compliance records
• Assist with employee events and initiatives that contribute to company culture

Finance & Commercial Administration

• Support project setup and fee proposal administration
• Coordinate administrative aspects of invoicing and project financial processes
• Assist with monitoring insurance documentation and renewals
• Liaise with internal finance staff and external providers as required

Executive & Project Management Support

• Provide high‑level administrative and PA support to Directors and senior management
• Coordinate meetings, travel, accommodation and transport
• Assist Project Managers with administrative and coordination requirements
• Prepare correspondence, documentation and presentations as required
• Manage competing priorities and confidential information with discretion

Proposals & Business Support

• Assist with preparation and coordination of fee proposals and tender documentation
• Support business development and proposal processes
• Assist with general business development and marketing administration as required

About You

We are looking for an experienced administration professional who is organised, proactive and confident working independently.

You will ideally have:

• Minimum 5 years' professional work experience
• Previous experience in an Administration Manager, Office Manager, Business Administrator, Practice Manager or similar administrative role
• Strong organisational and time‑management skills
• Excellent written and verbal communication skills
• High attention to detail and a strong commitment to accuracy
• The ability to manage multiple priorities and competing deadlines
• Strong problem‑solving skills and a proactive approach to identifying solutions
• Confidence working with senior management and external stakeholders
• The ability to work independently while also contributing positively to a team environment
• Strong computer literacy and confidence learning new systems and technology
• A high level of discretion when handling confidential business and employee information

Desirable Experience & Qualifications

The following would be highly regarded:

• Experience with CRM systems, with a preference for Total Synergy (or similar business systems), and proficiency in Microsoft 365.
• A relevant qualification in Business Administration, Management, HR, Project Administration or a related discipline would be advantageous, but is not essential.

Why JFS Engineers?

At JFS Engineers, you will have the opportunity to work within a growing specialist consultancy and play a genuine role in shaping how the business operates.

You will work closely with experienced engineering professionals and Directors across Australia and internationally, with exposure to a diverse range of projects, clients and business functions.

This is a role where your contribution will be visible and valued.