Senior Administrator

JC Civil Projects; Maroochydore; On-site; AUD 70,000 - 90,000; Full time

Benefits offered by this job

Head office in Maroochydore

Professional development

Collaborative team

Job summary

JC Civil Projects is seeking an experienced Senior Administrator to take ownership of complex administrative tasks and ensure high standards of documentation and compliance from our Maroochydore head office.

You will support the administration function across office operations, finance, compliance and project delivery, while mentoring junior admins and driving process improvements to keep the business audit-ready.

Qualifications

• Proven experience in office management or administration.
• Proficiency with Microsoft Office and basic financial systems.
• Strong written and verbal communication and attention to detail.
• Experience supporting budget or financial processes is a plus.

Responsibilities

• Oversee day-to-day office operations to maintain a professional, productive environment.
• Coordinate office procurement, inventory, and maintenance with vendors.
• Assist IT, fleet and asset administration with external providers; manage records.
• Organise meetings, minutes, agendas, and staff appointments; support payroll and expenses processes.
• Support audits and ensure regulatory and contractual documentation is up-to-date.

Skills

Office management

Multitasking

Microsoft Office

Data entry

Financial systems

Communication

Independent work

Team collaboration

Tools

Productive CRM

Basic IT coordination

Job description

JC Civil Projects is a professional services firm specialising in cost estimating, bid writing, project engineering, and project management. Based at our Maroochydore head office, we support clients across the full project lifecycle — from early feasibility and tender preparation through to delivery. As our team continues to grow, we're looking for an experienced administrator to take on a senior role within our administration function.

The Role

Reporting to the Administration Manager, the Senior Administrator provides advanced administrative support to the business, project teams, and management. This is a step up from a generalist admin role — you'll take ownership of complex administrative tasks, maintain high standards of documentation and compliance, and act as a key link between office operations and project delivery.

You’ll also assist the Admin Manager to support less experienced administrators, contributing to process improvement, and helping keep the business audit-ready across finance, compliance, and quality.

What You’ll Be Doing

Office Management & Support

• Overseeing day-to-day office operations to ensure a professional and organised work environment
• Managing office supplies, inventory, and procurement processes
• Coordinating office maintenance, liaising with vendors and service providers
• Handling reception duties, phone calls, and the Administration inbox
• Organising travel bookings for team members

IT, Fleet & Asset Administration

• Coordinating IT and systems administration in conjunction with external IT service providers
• Managing fleet and vehicle administration, including registrations, servicing, and compliance
• Administering fuel cards and company assets, maintaining accurate and up-to-date records

Meetings & Events

• Organising meetings, preparing agendas, taking minutes, and distributing action items
• Assisting the Administration Manager with organising office events and staff activities

Finance & Accounts Administration

• Processing invoices, purchase orders, and timesheet administration
• Assisting with payroll administration and maintenance of employee records
• Reconciling expenses and supporting budget tracking
• Processing accounts payable and receivable in line with contract requirements

Compliance, Quality & Process Improvement

• Supporting audits and reporting for quality compliance
• Maintaining accurate records for regulatory and contractual requirements
• Identifying and helping implement opportunities to improve administrative processes and systems

Team & Office Support

• Assisting with onboarding for new staff and maintaining training records
• Setting up meetings and distributing paperwork for staff performance reviews
• Providing backup coverage for other administrators, including proposal, CV, and project profile preparation
• Entering new contacts and companies into the company CRM system (Productive)

What We’re Looking For

• Proven experience in office management or administration, with excellent organisational and multitasking abilities
• Proficiency in Microsoft Office (Word, Excel, Outlook), with confidence across broader administrative and financial systems
• Strong written and verbal communication and interpersonal skills
• Accuracy in data entry and strong attention to detail
• Working knowledge of basic accounting principles and experience supporting budget or financial processes
• Strong problem-solving skills and the ability to work independently and as part of a team
• Flexibility to adapt to changing priorities and remain effective under pressure
• Positive attitude, professional presentation, and a genuine willingness to contribute to team culture
• Comfortable liaising with external IT providers and coordinating basic systems, fleet, or asset administration

What We Offer

• A senior, trusted role at the heart of a growing professional services business
• Based at our Maroochydore head office — no commuting to the city
• Genuine variety across office management, finance, compliance, and team support
• Exposure to project delivery alongside our estimating, engineering, and project management teams
• A supportive, close-knit team where your experience and judgement are valued