Office Administrator

Heavy Duty Enterprises Pty Ltd.; Sydney; On-site; AUD 45,000 - 52,000; Part time

Benefits offered by this job

Company phone and laptop

One-on-one training

Job summary

Heavy Duty Enterprises Pty Ltd. in Seven Hills, Sydney, is seeking a part-time Office Administrator to support our growing civil and earthworks team. You’ll handle calls, emails and quotes, log enquiries, and book site visits while coordinating with the director on site.

Hours are Monday to Friday, 9:00am to 2:30pm (about 25 hours/week). You’ll use ServiceM8, Xero and Monday.com, and will receive a company phone and laptop. There is a clear path to more hours as the business expands.

Qualifications

• Experience in office administration or coordination.
• Experience in a construction, civil, trades or service business is highly regarded.
• Strong communication and organizational skills.
• Ability to manage schedules and adapt to changes on site.
• Attention to invoices and records.
• Reliable with a practical, finish-what-you-start attitude.

Responsibilities

• Answering calls, texts and emails, logging enquiries and booking site visits for quotes.
• Following up quotes by phone, text and email and converting enquiries to bookings.
• Dealing with builders, developers, strata managers and homeowners.
• Setting up jobs in ServiceM8 and maintaining crew/schedule.
• Liaising with suppliers and subcontractors.
• Preparing and lodging council paperwork for pool removals (CDCs).
• Keeping job records, site photos and completion documents up to date.
• Raising invoices, chasing overdue payments and attaching receipts in Xero.
• Processing weekly timesheets and maintaining compliance documents.

Skills

Office administration

Coordination

Client communication

Tools

ServiceM8

Xero

Monday.com

Job description

Heavy Duty Enterprises has been doing excavation, demolition, earthworks and civil works across Sydney since 2015. We’re a team of 8 plus regular subcontractors, based in Seven Hills. We’re known for completing complexing tasking in tight timeframes.

Work is growing, and we need someone to run the office while the director and crew are out on site. This is a part-time role, 5 days a week, during school hours. That means you’re there every day to keep things moving, and still finish in time for school pick-up or whatever else your afternoons need.

You’ll report directly to the director and be the first point of contact for our clients. It’s a real role with real ownership, and room to grow into more hours as the business grows.

What you’ll be doing

Answering calls, texts and emails, logging every enquiry and booking site visits for quotes

Following up every quote by phone, text and email, and helping turn enquiries into booked jobs

Dealing with builders, developers, strata managers and homeowners

Setting up jobs in ServiceM8 and keeping the schedule for crew, machines and subcontractors up to date

Booking and liaising with suppliers and subcontractors.

Preparing and lodging council paperwork for pool removals (CDCs), once trained

Keeping job records, site photos and completion documents up to date

Raising invoices, chasing overdue payments, and attaching receipts in Xero

Processing weekly timesheets

Keeping compliance documents, licences, insurances and registers organised in Google Drive

Everything is set out in written procedures, and you’ll be trained in each one. If you spot a better way to do something, we want to hear it.

Systems

We run on ServiceM8 for jobs and scheduling, Xero for accounts, Monday.com for tasks and Google Drive for files, all on a MacBook. You don’t need experience with all of these. You do need to be confident with technology and quick to learn.

What we’re looking for

Experience in office administration or coordination

Experience in a construction, civil, trades or service business is highly regarded

Confidence on the phone, including calling clients back and following up quotes

Strong organisation, and the ability to stay on top of a schedule when plans change on site

Clear, friendly communication by phone and in writing

Attention to detail with invoices, paperwork and records

A practical, reliable attitude. You finish what you start

Hours

Monday to Friday, 9:00am to 2:30pm (about 25 hours a week)

Flexibility on start and finish times for the right person

Pay and growth

$33 to 38 per hour + super, depending on experience

Company phone and laptop

One-on-one training at our Seven Hills office

A clear path to more hours and responsibility as the business grows

We’re a small, down-to-earth team that does hard work well. You’ll work directly with the director, your ideas will be heard, and you’ll see the difference you make every week. Plus you get school-hours flexibility in a role that actually matters.

• Which of the following statements best describes your right to work in Australia?
• What's your expected annual base salary?
• How many years' experience do you have as an office administrator?
• How much notice are you required to give your current employer?
• Do you have Construction Trade experience?
• Do you have experience using Xero?
• Do you have experience using Monday.Com?
• Do you have Construction Operations experience?