Administration Officer

QEST Infrastructure; Geelong; On-site; AUD 60,000 - 90,000; Full time

Benefits offered by this job

Employee Assistance Program

Job summary

QEST Infrastructure, proudly Australian owned, seeks an organised Administration Officer to join our team in Geelong. You will provide administrative, project and invoicing support, collaborating with Project Managers, operations, management and clients to keep documentation accurate and processes running smoothly.

Key duties include coordinating plans and addresses, processing client worksheets in MYOB, managing invoices, and maintaining organised client folders.

Qualifications

• 3+ years previous administration or project support experience.
• Strong communication, organisational and time-management skills.
• High attention to detail and confidence working with numbers and financial information.
• Proficiency in Microsoft Office, particularly Excel, Word and Outlook.
• The ability to work independently, take initiative and meet deadlines.
• MYOB experience, or experience in civil construction or utilities, will be highly regarded.

Responsibilities

• Coordinate BYDA plans, project addresses and communications with locators and relevant stakeholders.
• Review daily schedules and distribute relevant documentation to field teams.
• Process Client Worksheets and invoices through MYOB, coordinate approvals, follow up outstanding authorisations and distribute approved invoices to clients with all required supporting documentation.
• Follow up with new clients on invoices to confirm receipt and communicate payment terms, supporting timely payment.
• Maintain and update client shared folders, ensuring all required documentation is accurately filed and organised.
• Prepare and submit permit applications on behalf of Project Managers, ensuring accuracy and timely submission.
• Respond professionally to phone and email enquiries, provide general administrative support and assist with ad hoc tasks as required to meet business needs.

Skills

Time management

Attention to detail

Communication

Organisational skills

Numerical aptitude

Education

3+ years administration or project support experience

Tools

MYOB

Microsoft Excel

Word

Outlook

Job description

QEST Infrastructure, proudly Australian owned and operating for over two decades, is an Engineering, Advisory and Project Management business that delivers Environmental, Infrastructure, Geotechnical and Industrial expertise across an array of diverse markets including the commercial, government and industrial sectors.

At QEST Infrastructure, our success is not determined by what we do but how we do it. Our team is driven by safety, innovation, and uncompromising quality, building long-term partnerships through reliable delivery and technical excellence.

The Role

We are seeking an organised and proactive Administration Officer to join our team. This role provides administrative, project and invoicing support, working closely with Project Managers, operational teams, management and clients.

You will play an important role in coordinating project documentation, managing client worksheets, processing invoices and ensuring administrative tasks are completed accurately and efficiently.

Key responsibilities:

Coordinate BYDA plans, project addresses and communications with locators and relevant stakeholders.

Review daily schedules and distribute relevant documentation to field teams.

Process Client Worksheets and invoices through MYOB, coordinate approvals, follow up outstanding authorisations and distribute approved invoices to clients with all required supporting documentation.

Follow up with new clients on invoices to confirm receipt and communicate payment terms, supporting timely payment.

Maintain and update client shared folders, ensuring all required documentation is accurately filed and organised.

Prepare and submit permit applications on behalf of Project Managers, ensuring accuracy and timely submission.

Respond professionally to phone and email enquiries, provide general administrative support and assist with ad hoc tasks as required to meet business needs.

About You

You are a detail-oriented administrator who enjoys staying organised, managing competing priorities and supporting a busy team.

To be successful, you will have:

3+ years previous administration or project support experience.

Strong communication, organisational and time-management skills.

High attention to detail and confidence working with numbers and financial information.

Proficiency in Microsoft Office, particularly Excel, Word and Outlook.

The ability to work independently, take initiative and meet deadlines.

MYOB experience, or experience in civil construction or utilities, will be highly regarded.

What’s on offer?

Attractive remuneration commensurate with your skills and experience.

Access to an Employee Assistance Program.

A long-term role within a successful and growing business.