[Hiring] Administration Assistant @Hunt St

Role Description

We are looking for a highly organized, proactive, and experienced Administration Assistant to support a busy consulting practice. This role is critical in managing inbound enquiries, handling day-to-day administrative tasks, and ensuring no opportunities are missed due to capacity constraints.

The ideal candidate is confident in client communication, highly professional, and capable of taking ownership of inbox and enquiry management. You should be comfortable working independently, thinking critically, and managing competing priorities in a fast-paced environment.

Key Responsibilities:

• Inbox & Enquiry Management:
  • Manage and organize a high-volume inbox
  • Respond to or triage inbound email enquiries professionally and promptly
  • Ensure timely follow-ups and prevent missed opportunities
• Phone & Client Communication:
  • Field inbound phone calls with confidence and professionalism
  • Handle client enquiries and provide accurate information or direct them accordingly
  • Maintain a high standard of customer service at all times
• Quoting & Proposals:
  • Prepare and send fee proposals and quotations
  • Ensure accuracy, clarity, and timely delivery of all client-facing documents
• Scheduling & Coordination:
  • Book and coordinate appointments, meetings, and consultations
  • Manage calendars and ensure efficient scheduling
• Client & Project Support:
  • Conduct basic client follow-ups
  • Chase required information from consultants, contractors, or clients
  • Assist in coordinating ongoing projects and tracking progress
• Systems & Process Support:
  • Use project management tools (Accelo, is the primary software. Training provided)
  • Help improve workflows and administrative processes
  • Maintain organized records and documentation
• General Administrative Support:
  • Provide ad hoc administrative support as the business continues to grow
  • Identify opportunities to improve efficiency and support business scalability

Qualifications

• Proven experience in an Administration Assistant or similar role (mid to senior level)
• Excellent written and verbal English communication skills
• Strong professionalism and client-facing communication ability
• Confident handling phone calls and client interactions
• Experience managing inboxes, enquiries, and administrative workflows
• Strong organizational skills with high attention to detail
• Ability to think critically, prioritize tasks, and work independently
• Experience with project management or task management tools (e.g., Accelo, Asana, Monday.com or similar)
• Ability to manage multiple tasks and deadlines in a fast-paced environment
• Experience with invoicing and Xero software will be favourable

Requirements

• This role is expected to align with the AU business hours (approx. 9.00 AM - 5 PM, Monday to Friday) for collaboration, but as a contractor, you’ll have flexibility in how you manage your time.
• This is a remote role that will be set up as an independent contractor engagement.
• Successful candidates will be expected to disclose any existing ongoing roles or client work.
• Reflect this engagement on their LinkedIn profile (clearly marked as “Independent Contractor”).