Office Administrator

About us:

Trusted by our clientele for our expertise in carrying out thousands of projects throughout SE Queensland, Baroque Group is recognised as an industry leader across a range of specialist sectors.

We have offices strategically located at Cleveland and Coomera to further assist us with servicing our clientele’s requirements.

Our Culture:

We place extreme value on our culture, we are a group of professionals that stand as family that respects all of one's values and needs. We value people and our relationships, this starting with our internal staff, through to our clientele and services providers. Our relationships are based on integrity and mutual respect.

Overview:

We are seeking a highly organized and efficient Office Administrator to join our reputable Building & Construction Company based on the Gold Coast. As an integral member of our team, the Office Administrator will oversee the smooth functioning of our office operations, supporting various departments and contributing to the overall success of our projects. 

The ideal candidate will be detail-oriented, possess strong communication skills, and thrive in a fast-paced and dynamic work environment. 

This role offers an exciting opportunity for someone with strong administrative skills with a keen interest in the construction industry and eager to grow their career in a dynamic environment.

 Responsibilities:

Administrative Support: Provide comprehensive administrative support to the management team, project managers, and field staff. This includes managing calendars, filing, scanning, photocopying, answering phones, responding to emails, and managing office correspondence.

Document Management: Maintain accurate and up-to-date project documentation, contracts, permits, and other important records as applicable. Organize and file documents both electronically and in hard copy as necessary, ensuring easy retrieval as needed.

Communication: Serve as a primary point of contact for internal and external communications including clients, suppliers, subcontractors, employees, management, and other stakeholders. Coordinate communications, respond to inquiries, and facilitate project coordination and ensure timely information exchange.

Procurement Assistance: Support procurement activities by obtaining quotes, preparing purchase orders, and tracking deliveries of materials and equipment as needed. Liaise with suppliers and vendors to ensure timely and cost-effective procurement an delivery. 

Data Entry and Recordkeeping: Perform data entry tasks and maintain accurate records of project expenses, timesheets, various databases, spreadsheets, finances, and other administrative functions. Assist in generating reports and compiling data for analysis as required.

Office Organization: Maintain a clean, tidy, and well-organized office environment. Maintain uniform attire as per company policy

Customer Service: Serve as a point of contact for our clients and visitors, and providing assistance and support as needed. Ensure a high level of professionalism and customer service in all interactions.

Financial Administration: Support financial activities including invoicing, billing, and accounts payable/receivable. Assist in budget tracking, expense reporting, and reconciliation to ensure accuracy and compliance with company policies.

Health and Safety Compliance: Assist in maintaining compliance with health and safety regulations and Company policies. Support the implementation of safety procedures and protocols in the office and on construction sites to promote a culture of safety across the organization.

Team Support: Provide administrative support to team members as needed. Foster a positive and collaborative work environment through effective communication and teamwork.

Requirements:

High school diploma or equivalent required; additional education or training in office administration or a related field 

Previous experience in office administration, preferably within the construction or building related industry. 

Additional education or training in office administration or a related field is preferred.

Ability to multitask and prioritize effectively in a fast-paced environment.

Strong organizational skills with meticulous attention to detail.

Excellent communication and interpersonal skills, with a customer-focused approach and the ability to interact professionally with internal and external stakeholders.

Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and office management software.

Familiarity with project management principles and software is an advantage.

Knowledge of basic accounting principles and experience with financial administration tasks necessary.

Ability to work independently with minimal supervision and as part of a team.

Attention to detail and a high level of accuracy in all tasks.

Previous experience in an administrative role, preferably in the construction industry or a related field.

Familiarity with project management software (e.g. Prime Ecosystem is preferred).

Knowledge of basic accounting principles and experience with financial administration tasks.

Able to follow directions and carry out duties accordingly in a timely manner.

Basic understanding of construction terminology and processes is advantageous.

Positive attitude, willingness to learn, and ability to work effectively both independently and as part of a team.

Willingness to learn and adapt to new tasks and responsibilities. 

Familiarity with project management principles and software is a plus.