Office Manager / Senior Administrator

Civil Mine & Quarry Geotechnics; City of Melbourne; On-site; AUD 70,000 - 95,000; Full time

Benefits offered by this job

Close collaboration with directors and

Career development opportunities

Diverse engineering projects across VB

Inclusive workplace

Job summary

CMQ is seeking an experienced Office Manager to support directors, engineers and project teams, ensuring smooth office operations, bookkeeping support, and documentation control in a busy professional services environment.

You will coordinate communications, meetings, travel, and invoicing support via QuickBooks Online, and maintain filing systems. The role offers growth as CMQ expands across Victoria and Australia.

Qualifications

• 3+ years in office administration, office management or bookkeeping.
• Experience maintaining filing systems and document control.
• Experience with invoicing, expenses and client documentation.

Responsibilities

• Provide administrative and office management support to CMQ team.
• Coordinate communications, meetings, travel and accommodation.
• Maintain electronic and physical filing systems and company records.
• Prepare and format correspondence, proposals and reports.
• Assist with bookkeeping and financial administration, including accounts payable/receivable.
• Support onboarding and personnel administration.
• Support timesheet and expense entry and client invoicing.

Skills

Organization & time management

Attention to detail

Written and verbal communication

MS Office proficiency (Word, Excel,Out

Independent work

Confidentiality & discretion

Problem solving & proactive

Financial data handling

Tools

QuickBooks Online

Timesheet systems

Job description

Civil Mine & Quarry Geotechnics Pty Ltd (CMQ)
Melbourne, VIC

Office Manager / Senior Administrator

About CMQ

Civil Mine & Quarry Geotechnics Pty Ltd (CMQ) is a growing specialist engineering consultancy providing geotechnical services across the civil infrastructure, energy, mining, quarrying and land development sectors.

We work with a diverse range of clients across Victoria and Australia, from major infrastructure and energy projects through to mining, quarrying and development projects.

Our approach is practical and collaborative. We put our clients first and work closely with project teams to develop fit-for-purpose engineering solutions while maintaining a strong focus on quality, safety and professionalism.

As CMQ continues to grow, we are seeking an experienced and organised Office Manager / Senior Administrator to support the day-to-day operation of our business.

About the Role

This is a varied role suited to someone who enjoys being at the centre of a busy professional services business.

You will provide administrative and operational support across the company, assisting our directors, engineers, project managers and field teams while helping ensure CMQ's office, financial administration and internal systems continue to run smoothly.

The role will include a combination of general office administration, document preparation, bookkeeping support, project administration and coordination of day-to-day business activities.

For the right person, there will be opportunities to take increasing ownership of CMQ's administrative and office management functions as the business continues to grow.

Key Responsibilities

Your responsibilities will include:

• Providing general administrative and office management support to the CMQ team

• Managing incoming telephone calls, emails, correspondence, mail and deliveries

• Coordinating meetings, appointments, travel and accommodation where required

• Maintaining electronic and physical filing systems and company records

• Preparing, formatting and proofreading correspondence, proposals, technical reports and other business documents

• Undertaking final formatting and document quality checks on technical reports prior to issue to clients

• Assisting with document control, project records and administration

• Supporting the preparation and administration of proposals, tenders and client documentation

• Maintaining office supplies, equipment and general office facilities

• Assisting management with internal business administration and coordination

• Assisting with employee onboarding and general personnel administration

• Supporting timesheet and expense administration

• Assisting with bookkeeping and financial administration, including:

  • accounts payable and accounts receivable

  • processing and recording financial transactions

  • bank and credit card reconciliations

  • supplier invoices and employee expenses

  • assisting with client invoicing and debtor follow-up

• Liaising with CMQ's external accountants, suppliers, clients and other professional service providers

• Assisting with the continued development and maintenance of CMQ's administrative systems, procedures and templates

• Providing additional administrative support to the Directors and management team as required

About You

We are looking for someone who is organised, dependable and comfortable taking ownership of the day-to-day administrative requirements of a growing business.

Ideally, you will have:

• At least 3 years' experience in office administration, office management, bookkeeping or a similar role

• Strong organisational skills and the ability to manage multiple priorities

• Excellent attention to detail

• Strong written and verbal communication skills

• A professional and approachable communication style

• Strong Microsoft Office skills, particularly Word, Excel, Outlook and PowerPoint

• Experience with accounting, bookkeeping or timesheet systems

• Experience using QuickBooks Online or similar accounting software would be highly regarded

• Confidence working with financial information, invoices and reconciliations

• Strong document formatting and proofreading skills

• The ability to work independently and identify tasks that need to be completed without constant direction

• The ability to handle confidential and commercially sensitive information appropriately

• A practical, proactive and solutions-focused approach

• Full, unrestricted Australian working rights. Employer sponsorship is not available for this position.

Experience within an engineering, consulting, construction, professional services or project-based environment would be advantageous but is not essential.

What We Offer

CMQ is a growing business, and this role provides an opportunity to become an important part of our team and contribute directly to the way the company operates.

We offer:

• A varied role with exposure to all areas of a growing engineering consultancy

• The opportunity to work closely with company directors and senior management

• A friendly, collaborative and professional working environment

• Opportunities to develop the role and take on greater responsibility as the business grows

• Exposure to major infrastructure, energy, mining and quarrying projects across Victoria and Australia

• A workplace where initiative, reliability and continuous improvement are valued

Civil Mine & Quarry Geotechnics is an equal opportunity employer. We value diversity and are committed to providing an inclusive workplace for all employees.