Office administrator

BHI group pty ltd; Whittlesea; On-site; AUD 55,000 - 75,000; Full time

Job summary

BHI Group Pty Ltd, a Melbourne-based landscaping and construction company, is seeking a highly organised Office Administrator to support our growing operations from the Whittlesea location. The role combines office administration, quotation preparation, and tracking labour while coordinating projects.

As you gain experience, the role can develop to include site visits, meeting customers and assisting with on-site project coordination, emphasising accuracy, timely communication and efficient

Qualifications

• Strong organisational and time-management abilities with attention to detail.
• Professional communication with customers and tradespeople.
• Comfortable handling quotations, paperwork and numbers.
• Experience using Xero or Invoice2Go for invoicing/quotations preferred.

Responsibilities

• Prepare quotations and maintain accurate customer and project records.
• Track labour hours and assist with job costing.
• Schedule and coordinate landscaping and construction jobs and subcontractors.
• Maintain job paperwork, schedules and project information.
• Communicate with customers regarding quotations and project progress.
• Follow up on quotations and upcoming jobs.
• Assist with invoices and general office administration.
• Coordinate materials, labour and job requirements for smooth delivery.
• As needed, attend job sites and assist with on-site coordination.

Skills

Organisational skills

Communication

Time management

Attention to detail

Numerical aptitude

Independent work

Tools

Xero

Invoice2Go

Microsoft Office

Job description

This is a varied role combining office administration, job coordination and customer communication. Initially, the position will focus on preparing quotations, tracking labour, organising jobs and maintaining project paperwork. As you gain experience and knowledge of our projects, the role can develop to include site visits, meeting customers and assisting with on-site project coordination.

Key responsibilities

• Prepare professional quotations and maintain accurate customer and project records.
• Track employee and subcontractor labour hours and assist with job costing.
• Schedule and coordinate landscaping and construction jobs, workers and subcontractors.
• Maintain job paperwork, documentation, schedules and project information.
• Communicate with customers regarding quotations, scheduling and project progress.
• Follow up on quotations, upcoming jobs and outstanding project requirements.
• Assist with invoices and general office administration.
• Coordinate materials, labour and job requirements to support smooth project delivery.
• As the role develops, attend job sites, meet customers and assist with site coordination.

About you

• Strong organisational and time-management skills with excellent attention to detail.
• Professional communication skills and confidence dealing with customers and tradespeople.
• Comfortable preparing quotations, handling paperwork and working with numbers.
• Good computer skills, including email, Microsoft Office or similar business software.
• Ability to manage multiple jobs and priorities in a busy environment.
• Reliable, responsible and able to work independently when required.
• Willingness to learn the operational side of landscaping and construction projects.
• Previous experience using Xero or Invoice2Go for invoicing and quotations will be highly regarded.
• Previous experience in administration, construction, trades, scheduling or project coordination is highly regarded.

About us

BHI Group Pty Ltd is a Melbourne-based landscaping and construction company delivering residential and commercial projects across Melbourne. We are seeking a highly organised, reliable and professional Office Administrator to support our growing operations from our Whittlesea location.