Admin Coordinator (Reception, Finance, Project Support)

Our team is growing and we want Brilliant People to join us on the journey.

We are excited about our future and looking for a brilliant Reception/ Admin Coordinator to join the team. If you are passionate about being part of a team that shapes the built environment, can build relationships, support team members, provide administrative services across our office, have a handle on invoices and bookkeeping, then this is the job for you!

The role covers three core areas Reception, Finance and Project Support.

Summary

We are seeking a highly professional and organized star to join our team. The ideal candidate will be the first point of contact for our team and will provide exceptional customer service to all visitors, clients, partners and team members. You will be responsible for managing the front desk, answering phone calls, scheduling appointments, and performing various administrative tasks. This role requires a proactive individual who can identify areas for improvement, implement efficient systems, and ensure smooth day-to-day operations.

Reception/Admin - Key Responsibilities

• Greet and Welcome Visitors and Clients to our office
• Answer and direct phone calls to the appropriate team member
• Schedule appointments and manage conference room reservations
• Manage incoming and outgoing email and mail items
• Maintain a clean and organized reception area
• Perform various administrative tasks such as data entry, filing, and photocopying
• Develop and implement administrative policies, procedures, and systems to enhance overall efficiency and productivity.
• Assist with recruitment, onboarding, and training of new team members.
• Maintain accurate records and documentation, including employee records, contracts, and licenses.
• Ensure compliance with relevant regulations and company policies.
• Maintain compliance with our ISO accreditation and Audits.
• Maintain compliance with legislative requirements including OH&S, Tender and Partner Compliance.

Finance - Key Responsibilities

• Monitor and maintain budgets for administrative expenses, ensuring cost-effectiveness and adherence to financial guidelines.
• Assist in generation of Project Invoices, Account follow ups, Debtor Collection.
• Assist in Bookkeeping to maintain accurate record keeping for business finances.
• Enter invoices for payments and receivables into Xero
• Monitor key performance metrics for project, client and team success

Project Support - Key Responsibilities

• Assist Project team members in the managing and tracking of project information
• Ensure Project records and documents are accurately captured and stored
• Monitor Authority Liaison communication for Project Teams.
• Assist in applications to Authorities for Power, Water, Gas

Qualifications

• High school diploma or equivalent; bachelor's degree preferred
• 5+ years of experience in a receptionist or administrative role
• Excellent communication and interpersonal skills
• Strong organizational and time management skills
• Proficient in Microsoft Office and other office software
• Ability to multitask and manage work loads
• Ability to adapt to changing priorities and work under pressure.
• Knowledge of relevant legal and regulatory requirements.
• Knowledge and working of Xero and Project Management systems.

About us

JBA is a Consulting Engineering firm delivering Building Services, Civil and Sustainability design and advice services. We are about to turn 40 years old, so we have a solid foundation and history which we draw from. As an experienced and long-term organisation, we have a solid reputation for quality and premium level service in the industry. 

We are undertaking a number of projects in:

• Residential (Luxury Homes, Townhouses and Apartments)
• Hospitality (Hotels, Resorts and Entertainment)
• Commercial (Buildings and Tenancy Fit outs)
• Government (Federal and State)
• Education (University, Public and Private Schools)
• Retail (Shopping Centres, Restaurants, Retail and Outlets)
• Healthcare (Aged Care, Retirement Living and Medical)
• Community (Leisure, Recreation and Community Buildings)
• Industrial (Warehouses, Processing and Plant)

We would love to hear from you

This is an opportunity to become part of an innovative team, focused on achieving client satisfaction, sustainable design, efficient systems and raising individual team member satisfaction and value.