Administration Support

Stokes Safety Pty; Melbourne; On-site; AUD 55,000 - 65,000; Full time

Job summary

Stokes Safety Pty is seeking an organised Administration Support to assist with documentation, systems updates and coordinating communications across our Sunbury-based office. You will help ensure day-to-day operations run smoothly and support internal teams in delivering high standards of service.

The ideal candidate will have 2-3 years’ experience in administration, strong written and verbal communication skills, and an ability to manage multiple priorities in a busy environment.

Qualifications

• 2-3 years of previous experience in an administrative or office support role.
• High level of accuracy in document handling and data entry.
• Strong written and verbal communication skills.
• Excellent timemanagement and the ability to multitask across competing priorities.
• Familiarity with standard office software and digital task management tools.
• A cooperative and professional approach to team collaboration and problem-solving.
• A proactive mindset with the ability to anticipate issues before they arise.
• Strong interpersonal skills and the ability to build cooperative working relationships.
• Adaptability to manage changing priorities and varied work environments.
• Resilience under pressure while maintaining professionalism in challenging situations.
• A genuine commitment to safety, quality and continuous improvement.

Responsibilities

• Maintain and update client records, registers and job documentation in internal systems.
• Assist with preparing, formatting and proofreading reports and client documents.
• Respond to internal and external emails professionally and in a timely manner.
• Support the audit and scheduling teams by uploading reports and closing out completed jobs.
• Enter data accurately into task management systems and shared registers.
• Monitor shared inboxes and ensure incoming queries are directed and resolved efficiently.
• Perform regular quality checks on documentation and data entries.
• Assist with document control, versioning and internal archiving.
• Coordinate with external stakeholders to request missing information or provide updates.
• Assist in formatting templates and standard documents for business use.
• Support project-based administrative tasks such as data gathering, cross-checking and file compilation.
• Provide backup support to other administrative roles during peak periods.
• Maintain a high level of accuracy in all data entry and written communication.
• Organise digital files in accordance with internal protocols and naming conventions.
• Participate in team meetings and contribute to process improvement discussions.
• Maintain confidentiality and professionalism in all communications and recordkeeping.

Skills

Administrative experience

Data entry

Communication skills

Time management

Office software

Task management tools

Team collaboration

Proactive mindset

Interpersonal skills

Adaptability

Tools

Task management tools

Office software

Job description

Stokes Safety provides fire safety and building compliance audits, certification, and consultancy to a wide range of clients across sectors including commercial, warehousing, healthcare, and tertiary education. We service clients Australia-wide from our Sunbury-based office and are seeking an Administration Support to join our team. In this role, you will play a key part in supporting internal teams, and supporting a wide range of operational needs across the team.

About the Role

We are seeking an organised, proactive and detail-focused Administration Support professional to provide efficient and accurate administrative assistance across key business areas. Supporting internal teams, this role will be responsible for managing documentation, updating systems, coordinating communications and helping ensure day-to-day operational functions are completed to a high standard.

The ideal candidate will have experience in administration or office support, strong written and verbal communication skills, excellent attention to detail and the ability to manage multiple priorities in a busy operational environment.

Key Responsibilities

Maintain and update client records, registers and job documentation in internal systems.

Assist with preparing, formatting and proofreading reports and client documents.

Respond to internal and external emails professionally and in a timely manner.

Support the audit and scheduling teams by uploading reports and closing out completed jobs.

Enter data accurately into task management systems and shared registers.

Monitor shared inboxes and ensure incoming queries are directed and resolved efficiently.

Perform regular quality checks on documentation and data entries.

Assist with document control, versioning and internal archiving.

Coordinate with external stakeholders to request missing information or provide updates.

Assist in formatting templates and standard documents for business use.

Support project-based administrative tasks such as data gathering, cross-checking and file compilation.

Provide backup support to other administrative roles during peak periods.

Maintain a high level of accuracy in all data entry and written communication.

Organise digital files in accordance with internal protocols and naming conventions.

Participate in team meetings and contribute to process improvement discussions.

Maintain confidentiality and professionalism in all communications and recordkeeping.

Key Skills

2-3 years of previous experience in an administrative or office support role.

High level of accuracy in document handling and data entry.

Strong written and verbal communication skills.

Excellent timemanagement and the ability to multitask across competing priorities.

Familiarity with standard office software and digital task management tools.

A cooperative and professional approach to team collaboration and problem-solving.

A proactive mindset with the ability to anticipate issues before they arise.

Strong interpersonal skills and the ability to build cooperative working relationships.

Adaptability to manage changing priorities and varied work environments.

Resilience under pressure while maintaining professionalism in challenging situations.

A genuine commitment to safety, quality and continuous improvement.

Values aligned with Integrity, Solutions Focused, Adaptable and Able to Deliver Quality

Professional and supportive team environment.

Opportunity to contribute to a range of administrative and operational functions.

Opportunity to support process improvement and develop broader administrative skills.

Why work for us?

You’ll be joining a close-knit and collaborative team in a company that is committed to maintaining a high standard of service and compliance. We have a great culture, high-performing, positive team and loads of career development opportunities! We are supportive with training and development and celebrate and reward hard work and success.