Office Administrator

LMATS Pty Ltd; City of Melbourne; On-site; AUD 52,000 - 70,000; Full time

Job summary

LMATS Pty Ltd in Melbourne is seeking a highly organised Administrator to support Branch and Section Managers, ensuring daily office, financial and reporting functions run smoothly within our Quality Management System and Workplace Health & Safety procedures.

This full-time role suits a detail-oriented professional who values compliance, accuracy and professional service delivery, contributing to a structured, safety-focused organisation.

Qualifications

• Experience in administrative and accounts support roles.
• Sound understanding of accounts payable/receivable and bookkeeping basics.
• Ability to follow structured systems and procedures.
• High level of accuracy and attention to detail.
• Proficient in Microsoft Office and general office/accounting systems.
• Understanding of Quality and Workplace Health & Safety systems.

Responsibilities

• Manage incoming calls, emails and walk-in enquiries in accordance with company procedures
• Greet visitors and ensure site sign-in, induction and safety requirements are met
• Coordinate mail, couriers and deliveries
• Process purchase orders, quotes and draft invoices for review
• Manage accounts receivable/payable, debt collection, expense claims, petty cash and financial reporting
• Manage client portal requirements, including client questionnaires, employee onboarding and compliance documentation, and ongoing portal maintenance
• Maintain accurate filing systems, records and internal documentation, including subcontractor forms
• Update job schedules, assist with NDT bookings and maintain employee records
• Support HR administration including onboarding, inductions and leave processing
• Organise staff travel and accommodation as required
• Maintain office supplies, PPE, kitchen amenities and asset/vehicle registers
• Ensure all duties are performed in accordance with company Quality and Workplace Health & Safety systems
• Undertake other administrative duties as directed by management

Skills

Professional communication

Administrative support

Accounts payable/receivable

Bookkeeping basics

Organisational skills

MS Office

Quality & Safety procedures

Tools

Microsoft Office Suite

General accounting software

Job description

We are seeking a highly organised and professional Administrator to join our Melbourne team. This role supports the Branch and Section Managers while ensuring daily office, financial and reporting functions operate efficiently and in strict accordance with our Quality Management System and Workplace Health & Safety procedures.

This is a varied and hands-on position suited to someone who thrives in a structured environment, values compliance and safety, and takes pride in accuracy, organisation and professional service delivery. This is a full-time position.

Key Responsibilities

Manage incoming calls, emails and walk-in enquiries in accordance with company procedures

Greet visitors and ensure site sign-in, induction and safety requirements are met

Coordinate mail, couriers and deliveries

Process purchase orders, quotes and draft invoices for review

Manage accounts receivable/payable, debt collection, expense claims, petty cash and financial reporting

Manage client portal requirements, including client questionnaires, employee onboarding and compliance documentation, and ongoing portal maintenance

Maintain accurate filing systems, records and internal documentation, including subcontractor forms

Update job schedules, assist with NDT bookings and maintain employee records

Support HR administration including onboarding, inductions and leave processing

Organise staff travel and accommodation as required

Maintain office supplies, PPE, kitchen amenities and asset/vehicle registers

Ensure all duties are performed in accordance with company Quality and Workplace Health & Safety systems

Undertake other administrative duties as directed by management

Skills & Experience

Professional communication skills (written and verbal)

Previous experience in an administrative and accounts support role

Sound understanding of accounts payable/receivable and general bookkeeping processes

Strong organisational skills with the ability to follow structured systems and procedures

High level of accuracy and attention to detail

Proficient in Microsoft Office and general office/accounting systems

Understanding of, or ability to work within, Quality and Workplace Health & Safety systems

Ability to multitask, meet deadlines and work under direction

What We Offer

Supportive team environment

Diverse and engaging workload

Opportunity to grow within a structured, quality and safety-focused organisation