[Hiring] Administration Assistant @Staff Domain Inc.

Role Description

Ready to do work that actually excites you? Civil Works Engineers is a Queensland-based private civil engineering consultancy specialising in civil infrastructure design and documentation for land development projects. The company’s services include stormwater drainage, roads and pavements, water and sewer infrastructure, and associated civil works for private developers.

As the company continues to expand its offshore support capability, it is seeking a proactive and detail-oriented Administration Assistant to maintain accurate documentation records and provide day-to-day administration support to the team and director/office manager.

The ideal candidate is an experienced, highly organised administrator who can keep documentation, records and systems accurate and up to date with minimal supervision. Strong Excel and Word skills are essential, and experience with CRM or timesheet systems such as Total Synergy is preferred.

Candidates should demonstrate attention to detail, strong written and verbal communication, and the ability to manage multiple administrative tasks in a high-volume environment while meeting deadlines. Exposure to engineering consultancy or Australian business practices is preferred, though candidates with strong transferable administration experience will also be considered.

This role will work closely with the Office Manager, the Admin Team and the director. The successful candidate is expected to communicate proactively, identify process gaps early, and contribute to the team’s efficient and professional delivery of reports and designs to clients.

Qualifications

• Significant administration experience, ideally in a high-volume environment
• Proven ability to navigate systems, including Excel and Word
• Strong attention to detail and accuracy in record keeping
• Excellent interpersonal, oral and written communication skills
• Strong organisational skills and the ability to prioritise and meet set deadlines
• Ability to work under limited direction with a proactive and flexible approach
• Ability to deal with sensitive matters confidentially, tactfully and diplomatically
• Exposure to engineering or construction consultancy administration is preferred but not mandatory

Requirements

• Maintain an accurate distributed documentation database
• Collate and distribute fee proposals
• Record all outgoing reports, drawings and quotation queries in the database
• Provide administration support to the team and director/office manager, including collation of reports, correspondence and preparation of processes to lodge with local authorities
• Assist the Admin Team with daily administration tasks
• Assist with the preparation of Word templates
• Manage and maintain Total Synergy so they are kept up to date
• Manage the filing and archive systems
• Actively identify and develop processes to streamline the administration of the business
• Seek feedback from clients
• Coordinate own workload to ensure set deadlines are met

Benefits

• HMO, Dental, and Life Insurance for you and one free dependent from day one (with the option to enroll additional dependents)
• Paid Leaves: Birthday, Vacation, Medical, and Maternity (up to 6 Vacation Leaves are convertible to cash on your anniversary)
• Employee Engagement Activities: Year-End Party, Family Day, Team Building, and more!

Company Description

Civil Works Engineers is a Queensland-based private civil engineering consultancy specialising in civil infrastructure design and documentation for land development projects.