Administration Manager- Civil Construction

Ellett Contracting; Fremantle; On-site; AUD 120,000 - 150,000; Full time

Job summary

Ellett Contracting in Fremantle, WA, seeks an Administration Manager to lead administration, HR, IMS and financial administration to support efficient project delivery.

You will partner with the Director and Construction Manager, oversee tender submissions, compliance, budgeting support and business systems, and drive continual improvement.

Candidates should have a Diploma or higher in relevant fields, 5+ years in construction admin, and strong leadership and communication skills.

Qualifications

• Diploma or higher qualification in Business Administration, Business Management, Human Resources, Finance or a related discipline.
• Current C Class Driver's Licence.
• Experience with Xero, Microsoft 365, SharePoint and construction management software.
• 5 years' experience (minimum) managing projects in commercial construction, industrial construction, concrete constructions services or building services.
• Demonstrated experience leading administration, project administration and business support functions.
• Sound knowledge of Human Resources, financial administration, business operations and organisational governance.
• Experience managing Integrated Management Systems (ISO 9001, ISO 14001 and ISO 45001), including audits, document control, compliance and continuous improvement.
• Experience coordinating tender submissions, contractor prequalification and contractual administration.
• Strong leadership, organisational, analytical and problem-solving skills.
• Excellent communication and stakeholder management skills with the ability to build effective working relationships.

Responsibilities

• Lead and manage the Administration and Project Administration teams, providing leadership, mentoring, performance management and professional development.
• Develop, implement and continuously improve business systems, administrative processes, policies and procedures to support efficient business operations.
• Oversee the day-to-day administration of the business, ensuring effective support is provided across all operational and project activities.
• Manage the company's Human Resources functions, including recruitment, onboarding, employee records, training, competency management, performance reviews and workforce compliance.
• Maintain and continually improve the Integrated Management System (IMS), ensuring ongoing compliance with ISO 9001, ISO 14001 and ISO 45001.
• Oversee HSEQ compliance across the organisation by ensuring policies, procedures, risk management processes, training, audits, corrective actions and legislative obligations are effectively implemented and maintained.
• Monitor business compliance and ensure company policies, procedures, licences, certifications, insurances and statutory obligations are maintained and remain audit-ready.
• Coordinate the preparation and submission of tenders, quotations, Expressions of Interest, contractor pre-qualifications and client compliance documentation.
• Manage the company's financial administration functions, including budgeting support, forecasting, payroll administration, accounts processes, financial reporting and business performance reporting.
• Manage company business systems, software platforms and administrative resources to improve operational efficiency and support organisational growth.
• Strong leadership, organisational, analytical and problem-solving skills.
• Excellent communication and stakeholder management skills with the ability to build effective working relationships.

Skills

Leadership

Organisation

Analytical

Problem-solving

Communication

Stakeholder management

Education

Diploma or higher qualification in Business Administration, Business Management, Human Resources, Finance or a related discipline

Tools

Xero

Microsoft 365

SharePoint

Construction management software

Job description

The Administration Manager is responsible for leading and managing the company's administration, human resources, financial administration, Integrated Management System (IMS) and business support functions to ensure the organisation operates efficiently, remains compliant and supports the successful delivery of projects. Working closely with the Director and Construction Manager, this role provides strategic leadership across administration, project administration, business systems, compliance and operational support while driving continual improvement throughout the business.

Key responsibilities

• Lead and manage the Administration and Project Administration teams, providing leadership, mentoring, performance management and professional development.
• Develop, implement and continuously improve business systems, administrative processes, policies and procedures to support efficient business operations.
• Oversee the day-to-day administration of the business, ensuring effective support is provided across all operational and project activities.
• Manage the company's Human Resources functions, including recruitment, onboarding, employee records, training, competency management, performance reviews and workforce compliance.
• Maintain and continually improve the Integrated Management System (IMS), ensuring ongoing compliance with ISO 9001, ISO 14001 and ISO 45001.
• Oversee HSEQ compliance across the organisation by ensuring policies, procedures, risk management processes, training, audits, corrective actions and legislative obligations are effectively implemented and maintained.
• Monitor business compliance and ensure company policies, procedures, licences, certifications, insurances and statutory obligations are maintained and remain audit-ready.
• Coordinate the preparation and submission of tenders, quotations, Expressions of Interest, contractor pre-qualifications and client compliance documentation.
• Manage the company's financial administration functions, including budgeting support, forecasting, payroll administration, accounts processes, financial reporting and business performance reporting.
• Manage company business systems, software platforms and administrative resources to improve operational efficiency and support organisational growth.
• Strong leadership, organisational, analytical and problem-solving skills.
• Excellent communication and stakeholder management skills with the ability to build effective working relationships.

About you

• Diploma or higher qualification in Business Administration, Business Management, Human Resources, Finance or a related discipline, or equivalent industry experience.
• Current C Class Driver's Licence.
• Experience with Xero, Microsoft 365, SharePoint and construction management software.
• 5 years' experience (minimum) managing projects in commercial construction, industrial construction, concrete constructions services or building services.
• Demonstrated experience leading administration, project administration and business support functions.
• Sound knowledge of Human Resources, financial administration, business operations and organisational governance.
• Experience managing Integrated Management Systems (ISO 9001, ISO 14001 and ISO 45001), including audits, document control, compliance and continuous improvement.
• Experience coordinating tender submissions, contractor prequalification and contractual administration.
• Strong leadership, organisational, analytical and problem-solving skills.
• Excellent communication and stakeholder management skills with the ability to build effective working relationships.