Administration Office Manager

proteqt; City of Brisbane; On-site; AUD 90,000 - 130,000; Full time

Job summary

proteqt is seeking an experienced Administration and Office Manager to lead a multi-site function from Brisbane's Milton area. You will guide four Technical Administration Coordinators across Brisbane, Gold Coast and Sydney, partnering with the General Manager to shape the function and drive scalable processes.

Applicants should have 5–7+ years in administration management, strong leadership, and a systems mindset to turn ambiguity into repeatable workflows.

Qualifications

• 5–7+ years' experience in administration management preferably within a professional services environment.
• Experience leading small teams, ideally across interstate locations.
• Demonstrated success building, restructuring or significantly improving an administration or operations function.
• Strong leadership, coaching and people-development capability.

Responsibilities

• Lead, coach and develop the Technical Administration Coordinators across Brisbane, Gold Coast and Sydney
• Review and refine administration structures, roles and reporting lines
• Develop and implement SOPs, workflows, checklists and documented processes
• Establish structured induction, onboarding and training programs
• Set clear expectations, build capability and create accountability across the team
• Coordinate workload and resourcing across multiple offices
• Oversee office operations, facilities, suppliers and staff onboarding/offboarding
• Improve administrative support for technical teams, including project set-up, lodgements, inspection scheduling and client correspondence
• Support quality management, document control and HR administration
• Provide the General Manager and leadership team with clear visibility across capacity, performance, workload and operational risk
• Identify and implement opportunities to improve systems, processes and ways of working

Skills

Administration leadership

People development

Process improvement

Tools

Microsoft Excel

Job description

About the client

Our client is an established building certification and compliance consultancy entering an exciting new phase of growth following a series of strategic acquisitions. The business is now part of a global testing, inspection, certification and compliance (TICC) Group with a strong track record of investing in and scaling high-performing professional services businesses across Australia and internationally.

This is a great opportunity to join a respected and well-established consultancy with strong industry credibility, while also benefiting from the investment, capability and growth opportunities that come with being part of a larger global group.

About the opportunity

Following significant growth across all three offices, the business is now looking for an experienced administration and office manager to step into a genuine management-level role with the scope to build, structure and lead a multi-site administration function.

Based in Milton, Brisbane, you will lead a team of four Technical Administration Coordinators across Brisbane, Gold Coast and Sydney, while working directly with the General Manager and contributing as a standing member of the leadership team. Interstate travel will be required and is expected to be more frequent during the initial phase as relationships, structures and processes are established.

You will have genuine influence over how the administration function is structured, resourced, trained and developed. You will be expected to lead, coach and develop the administration team, creating greater consistency across each location and ensuring the function provides high-quality support to building certifiers, access consultants and clients. A key priority will be evolving the function from an informal, person-dependent way of working into a structured, documented and scalable operation. You will have the autonomy to review what is currently in place, identify gaps and implement the systems, processes, training and team structure required to support the next phase of growth.

Key responsibilities

• Lead, coach and develop the Technical Administration Coordinators across Brisbane, Gold Coast and Sydney
• Review and refine administration structures, roles and reporting lines
• Develop and implement SOPs, workflows, checklists and documented processes
• Establish structured induction, onboarding and training programs
• Set clear expectations, build capability and create accountability across the team
• Coordinate workload and resourcing across multiple offices
• Oversee office operations, facilities, suppliers and staff onboarding/offboarding
• Improve administrative support for technical teams, including project set-up, lodgements, inspection scheduling and client correspondence
• Support quality management, document control and HR administration
• Provide the General Manager and leadership team with clear visibility across capacity, performance, workload and operational risk
• Identify and implement opportunities to improve systems, processes and ways of working

About you

We are looking for an experienced administration leader who enjoys building structure, developing people and improving how a business operates.

You will ideally bring:

• 5–7+ years' experience in administration management preferably within a professional services environment
• Experience leading small teams, ideally across interstate locations
• Demonstrated success building, restructuring or significantly improving an administration or operations function
• Strong leadership, coaching and people-development capability
• A process and systems mindset with the ability to turn ambiguity into clear, repeatable workflows
• Confidence contributing at management and leadership-team level
• Excellent communication and stakeholder-management skills
• Strong Microsoft Office capability, particularly Excel
• A practical, hands‑on approach with a high level of ownership and accountability

Experience in professional services, building certification, engineering, construction, property or another regulated environment will be highly regarded. Exposure to ISO 9001, document control or business growth/change is also advantageous.

Why this opportunity?

What sets this role apart is the opportunity to genuinely shape and influence how the administration function operates. Within your first six months, you will complete a full review of the function across people, workload and processes, develop an improvement plan and begin implementing the highest-priority changes. Longer term, success will mean a capable and engaged administration team, consistent processes across all three offices and clear development pathways for all team members.

If you are an experienced administration leader who enjoys building teams, creating structure and having genuine influence over how a business operates, I would love to hear from you.

To confidentially discuss the role further, please feel free to call Dani Easterbrook on 0491 786 ***.