Office Administrator

BHM Geotechnical Pty Ltd; City of Parramatta; On-site; AUD 60,000 - 90,000; Full time

Job summary

BHM Geotechnical Pty Ltd is seeking an organised, proactive administrator to support our engineering team and clients. You will coordinate project information, prepare proposals, and ensure smooth document management across projects.

You will also help coordinate invoicing, schedules, and onboarding, while maintaining data integrity and following our processes. Strong MS Office skills and a collaborative mindset are essential.

Qualifications

• Experience in administration, reception, customer service or office coordination.
• Scheduling, accounts or document management experience would be useful.
• Familiarity with Microsoft Office and willingness to learn new tools.

Responsibilities

• Coordinate project information, prepare proposals using approved templates and pricing, and keep clients informed as work progresses
• Bring together site access, engineering schedules, contractors and laboratories, following up missing information and upcoming deadlines
• Ensure documents are correctly classified, labelled and linked to the right project, with draft, approved and issued versions clearly identified
• Help put BHM's data retention policy and document procedures into practice, preserving project history and keeping sensitive information within approved access arrangements
• Coordinate invoicing, payment follow-up, purchase orders and supplier invoice checks so project finances stay visible and up to date
• Help test new digital workflows, identify steps that could be automated and turn useful improvements into simple work instructions
• Support onboarding, maintain shared guidance and help colleagues use new processes confidently

Skills

Organisational skills

Communication

Attention to detail

Confidential information handling

Microsoft Office

Office coordination

Team collaboration

Tools

SharePoint

Microsoft Office 365

Project software

Job description

Help shape the way an engineering consultancy works. BHM Geotechnical is looking for an organised, curious and proactive person who enjoys bringing people, projects and information together. You will work closely with our engineering team, support clients through their projects and have a voice in how our processes develop.

Key responsibilities

Coordinate project information, prepare proposals using approved templates and pricing, and keep clients informed as work progresses

Bring together site access, engineering schedules, contractors and laboratories, following up missing information and upcoming deadlines

Ensure documents are correctly classified, labelled and linked to the right project, with draft, approved and issued versions clearly identified

Help put BHM's data retention policy and document procedures into practice, preserving project history and keeping sensitive information within approved access arrangements

Coordinate invoicing, payment follow-up, purchase orders and supplier invoice checks so project finances stay visible and up to date

Help test new digital workflows, identify steps that could be automated and turn useful improvements into simple work instructions

Support onboarding, maintain shared guidance and help colleagues use new processes confidently

About you

You enjoy organising moving parts and following things through

You build good working relationships and communicate clearly

You notice gaps, ask useful questions and suggest practical improvements

You care about accuracy and handle confidential information thoughtfully

You are comfortable with Microsoft Office and interested in learning new tools

Experience in administration, reception, customer service or office coordination is welcome

Scheduling, accounts or document management experience would be useful

About us

BHM is a geotechnical and environmental consultancy developing a more connected way of working. We work within Microsoft 365, SharePoint and our own project software.