Executive Assistant & Operations Coordinator

PD Project Delivery Pty Ltd; City of Brisbane; On-site; AUD 70,000 - 100,000; Full time

Benefits offered by this job

Sign-on bonus

Performance-based incentives

Job summary

PD Project Delivery Pty Ltd in Brisbane, Queensland, is seeking an Executive Assistant & Operations Coordinator to support the Managing Director and oversee office operations, HR processes, vehicle fleet, and our ISO-based integrated management system.

The role combines high‑level executive assistance with hands-on operations, requiring organisation, discretion and the ability to work across project environments in a growing civil engineering consultancy.

Qualifications

• Experience as an Executive Assistant or similar role, ideally in construction/engineering or SMBs.
• Strong organisational skills and ability to juggle competing priorities.
• Proficiency with Microsoft 365 and setting up devices/users.
• Discretion handling confidential information and driving office operations.

Responsibilities

• Manage the MD's diary, inbox priorities, travel and accommodation.
• Oversee day-to-day office operations, HR, finance support and systems.
• Coordinate onboarding for new engineers, licences, IT equipment and inductions.
• Manage office IT equipment, events, banking and supplier liaison.

Skills

Executive support

Office management

Operations coordination

Microsoft 365

Tools

MS 365

Job description

Executive Assistant & Operations Coordinator

PD Project Delivery | Virginia, Brisbane | Full time Permanent | Competitive Salary

PD Project Delivery | Virginia, Brisbane | Full time Permanent | Competitive Salary

About us

PD Project Delivery (PDPD) is a Brisbane civil engineering consultancy. We support clients in the PM, engineering and supervision space on major infrastructure projects across Queensland, from data centres and rail to energy and civil works. Our head office team supports both the business and the people we place on projects.

The role

This position combines executive support with responsibility for the operations and administration of the business. Reporting directly to the Managing Director, you will provide high-level EA support while overseeing the office, business systems, HR processes, vehicle fleet and our ISO-certified integrated management system.

You will play a central part in making sure the business runs efficiently and to the same standard we deliver on our projects. The role is primarily office-based, with regular time out of the office coordinating vehicles, equipment and new starters.

Key responsibilities

Executive Assistant to the Managing Director

• Manage the Managing Director's diary, inbox priorities, travel and accommodation
• Prepare correspondence, reports, presentations and meeting minutes, and follow up on actions
• Act as the first point of contact for the Managing Director with clients, candidates and suppliers
• Handle confidential matters with discretion
• Provide general support to the Managing Director as required

Operations and administration

• Oversee day-to-day office operations across administration, HR, finance support and systems
• Coordinate onboarding for new engineers, including contracts, licence and ticket records, IT equipment and accounts, PPE and in-person inductions
• Support payroll, reconcile the company credit card and consolidate monthly claims
• Manage the vehicle fleet, including vehicle changeovers, servicing, registration and records
• Manage insurance renewals and claims, and liaise with our accountants and IT provider
• Manage office and IT equipment, events, post and banking
• Identify and implement improvements to processes, templates and workflows as the business grows

Compliance

• Maintain our ISO 9001, 14001 and 45001 integrated management system, including controlled documents and the risk, legal, training, PPE and vehicle registers
• Record incidents and hazards, and coordinate evacuation drills, office inspections and internal audits
• Prepare for management reviews and external certification audits

About you

• Experience as an Executive Assistant, Office Manager, Operations Coordinator or in a similar role, ideally in construction, engineering or a small-to-medium business
• The ability to support a busy Managing Director while managing your own workload
• Strong organisational skills and attention to detail, with the ability to manage competing priorities
• Proficiency in Microsoft 365 and confidence setting up devices and user accounts
• Discretion and professionalism in handling confidential information
• A current driver's licence (manual preferred) and your own reliable transport
• Confidence working in site environments alongside engineers and supervisors
• A flexible, proactive approach and a willingness to support the business wherever needed

Experience with ISO management systems, WHS or internal auditing is highly regarded. Training and development will be provided.

What we offer

• A competitive remuneration package, including a sign-on bonus and performance-based incentives
• A close working relationship with the Managing Director and genuine ownership of your role
• The opportunity to shape our systems and processes as the business grows
• Exposure to major infrastructure projects across Queensland
• Training in ISO management systems and internal auditing