Administration & Operations Officer

Capital Build & Design; Sydney; On-site; AUD 65,000 - 75,000; Full time

Job summary

Capital Build & Design is seeking a reliable Administration & Operations Assistant in Wetherill Park, NSW. This full-time role focuses on keeping day-to-day operations running smoothly and supporting management with clerical and administrative tasks.

You will manage payroll, reconcile accounts in Xero, coordinate IT access for staff, liaise with external providers, and handle document control for contracts and handovers to agents and purchasers.

Qualifications

• Minimum 2 years' administration experience.
• Strong organisational and time-management skills.
• Proficient with document management and record-keeping.

Responsibilities

• Reconcile accounts, bank transactions, purchases and expenses in Xero, investigating discrepancies and maintaining accurate financial records
• Process payroll accurately and on time, including maintaining employee payroll records and assisting with payroll-related queries
• Arrange and maintain employee access for company software, including Build Logic, Dindo and On-Site
• Liaise with external IT provider for all employee IT-related matters
• Coordinate incoming and outgoing physical mail
• Prepare and collate documentation required for Contracts of Sale
• Coordinate the handover of documents, keys and relevant information to real estate agents/purchasers
• Maintain company registers including vehicle keys, uniform, property keys
• Coordinate company vehicles, including registrations, servicing, CTP/Green Slips and insurance claims
• Coordinate company insurance policies, renewals, records and claims
• General office duties including photocopying, scanning, filing and document distribution
• Liaise with rental agents and other external parties
• Assist with the preparation of employment contracts and associated employment documentation
• Prepare and manage utility applications, connections, transfers and cancellations
• Provide general administrative and operational support to management and the wider team

Skills

Administration

Time management

Attention to detail

Communication

Team player

Tools

Xero

Build Logic

Dindo

On-Site

Job description

Capital Build & Design – Wetherill Park NSW

We are a well-established construction and property development company based in Wetherill Park, looking for a reliable, organised and hands-on Administration & Operations Assistant to join our team on a full-time basis.

This is a varied role suited to someone who enjoys keeping things organised, taking ownership of tasks and being the person the team can rely on to make sure day-to-day operations run smoothly.

You will work closely with management and our internal team, as well as conveyancers, sales agents, rental agents, suppliers, insurers, IT providers and other external service providers.

Key responsibilities

Your responsibilities will include, but are not limited to:

• Reconcile accounts, bank transactions, purchases and expenses in Xero, investigating discrepancies and maintaining accurate financial records
• Process payroll accurately and on time, including maintaining employee payroll records and assisting with payroll-related queries
• Arrange and maintain employee access for company software, including Build Logic, Dindo and On-Site
• Liaise with external IT provider for all employee IT-related matters
• Coordinate incoming and outgoing physical mail
• Prepare and collate documentation required for Contracts of Sale
• Coordinate the handover of documents, keys and relevant information to rela estate agents/purchasers
• Maintain company registers including vehicle keys, uniform, property keys
• Coordinate company vehicles, including registrations, servicing, CTP/Green Slips and insurance claims
• Coordinate company insurance policies, renewals, records and claims
• General office duties including photocopying, scanning, filing and document distribution, general day-to-day office and kitchen upkeep
• Liaise with rental agents and other external parties
• Assist with the preparation of employment contracts and associated employment documentation
• Prepare and manage utility applications, connections, transfers and cancellations
• Provide general administrative and operational support to management and the wider team

About you

• Minimum 2 years' administration experience
• Current Australian driver's licence – essential
• Previous experience with payroll and account reconciliations - essential
• Strong organisational and time-management skills
• Excellent attention to detail
• Good written and verbal communication skills
• Proficient computer skills and confidence learning new software and systems
• The ability to manage multiple tasks and competing priorities
• A proactive approach and the ability to follow tasks through to completion
• The ability to work independently while also being a team player
• A professional, reliable and positive attitude
• Strong record-keeping and document-management skills

Experience within construction, property development, property management or a similar industry will be highly regarded.

$65,000–$75,000 + Super, depending on experience

Full-time position based in Wetherill Park

Stable role within an established construction and property development business

Varied responsibilities with genuine ownership of day-to-day administrative and operational functions

Opportunity to work closely with management and gain broad exposure across construction and property development

Supportive and professional working environment