Office Administrator

Gilmore Construction and Refurbishment is an Australian-owned organisation, based in Bowden, Adelaide. Our core business focusses on commercial building and refurbishment projects in South Australia. Due to our steady growth, we are seeking a full-time Office Administrator to join our team. 

• Supportive team environment
• Permanent role within a growing and thriving organisation.
• Immediate start.

Administration Duties:

General

1. Provide administrative support to the CEO and Project Managers.
2. Participating in continuous improvement initiatives as required by management.
3. Following, developing, and maintaining office/company procedures.
4. Maintaining accurate records and database integrity, filing, photocopying, and scanning.
5. Attend project management meetings, record, and distribution / filing of minutes.
6. Management of project registers.
7. Updating relevant sub-contractor company information including updating of insurance certificates.

Human Resources 

1. Assist with managing and updating resource planning.
2. Managing employee personnel documents, including licenses, and training documentation, ensuring that these are kept current and up to date.
3. Managing and making bookings for training courses for employees when required. 

Quality & Safety Systems 

1. Managing safety audit schedules and arranging calendar appointments for relevant employees.
2. Checking that audits are completed and filing / action the relevant documentation. 
3. Compilation of safety documentation for work sites. 

Tender Administration

1. Uploading documentation onto tendering portal, Estimate One.
2. Assist Project Managers to prepare trade packages. 
3. Liaising with subcontractors. 
4. Download and print trade quotations.
5. Assist Project Managers with Tender Proposals.

Project Administration

1. Uploading documentation onto project management portal, Procore.
2. Assist Project Managers to prepare sub-contract packages. 
3. Liaising with subcontractors. 
4. Assist project manager with subcontract / supplier payments.

Plant & Equipment 

1. Managing the company asset register, including the tagging and testing of company equipment.
2. Managing and making bookings for regular service and maintenance of company vehicles and equipment. 

Key Attributes:

• Polite, friendly and confident manner when liaising with clients, project managers, site supervisors, employees, and trades personnel via phone email and in person.
• Excellent verbal and written communication skills. 
• Positive attitude and polite manner.
• Attention to detail.
• Excellent time management skills. 
• Highly organised, proactive initiative-driven approach to work. 
• Ability to work under direct instruction, autonomously and as part of a team.
• Excellent IT skills with the ability and openness to acquire understanding of industry specific applications such as Office 365, Estimate One, Procore and Employment Hero.

Thank you to all candidates for applications provided. Only shortlisted applicants will be contacted.

To submit your application please click apply and provide your CV and covering letter.