POSITION OVERVIEW
The Administration Assistant is responsible for providing high-quality administrative support to the National Administration Team, Account Managers, and Operations Team to ensure the efficient delivery of services to clients across Australia.
Working in a part-time capacity, this role is responsible for coordinating and completing annual building compliance certificates, maintaining client records and administration systems, assisting with scheduling, preparing documentation, and performing a broad range of general administrative duties. The role requires excellent organisational skills, attention to detail, and the ability to manage multiple priorities while maintaining exceptional customer service.
KEY RESPONSIBILITIES – Duties include, but are not limited to:
CLIENT & COMPLIANCE ADMINISTRATION
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Coordinate, collate and complete annual building compliance certificates for clients nationally.
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Assist State and Account Managers with the preparation and completion of compliance certificates, inspection reports and supporting documentation.
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Ensure all documentation is completed accurately and within legislative timeframes relevant to each State and Territory.
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Maintain accurate client records and documentation.
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Assist with the administration and ongoing management of client accounts.
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Monitor outstanding documentation and follow up with clients and contractors as required.
SCHEDULING & COORDINATION
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Schedule inspections, testing, appointments and other service activities.
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Coordinate technician and contractor bookings where required.
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Arrange travel and accommodation for staff when required.
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Liaise with contractors, facility managers, building owners and local authorities.
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Assist in coordinating project and client activities to ensure deadlines are achieved.
GENERAL ADMINISTRATION
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Maintain and update company management systems, including Uptick, Xero and other internal databases.
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Prepare invoices and supportive documentation.
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Draft and prepare correspondence, reports, spreadsheets, meeting agendas and other business documents.
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Answer incoming telephone calls and direct enquiries appropriately.
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Monitor and respond to email enquiries in a professional and timely manner.
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Maintain electronic and minimal hard copy filing systems.
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Order and maintain office stationery and administrative supplies (minimal).
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Assist with data entry and maintaining accurate records.
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Support meeting coordination, including scheduling meetings, preparing agendas and recording meeting minutes.
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Provide general administrative assistance to the Directors, Management Team and other departments as required.
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Complete other administrative duties as directed.
KEY SKILLS & ATTRIBUTES
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Excellent organisational and time management skills.
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High level of accuracy and attention to detail.
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Strong written and verbal communication skills.
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Professional, friendly and customer-focused approach.
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Ability to work both independently and collaboratively within a team.
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Ability to manage competing priorities and meet deadlines.
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Strong problem-solving skills and initiative.
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Proficient in Microsoft Office Suite (Word, Excel, Outlook).
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Ability to quickly learn internal software systems such as Uptick.
PERSONAL PRESENTATION & CONDUCT
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Maintain a positive, professional and courteous attitude at all times.
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Present a professional image by wearing TESG corporate attire where applicable.
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Demonstrate integrity, confidentiality and professionalism in all interactions.
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Represent TESG in a positive manner with clients, contractors and colleagues.
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Contribute to a collaborative, supportive and productive team environment.
REPORTING RELATIONSHIPS
Reporting directly to the National Administration Manager, this role requires a motivated, organised and adaptable individual who is able to work effectively in a part-time capacity while supporting the National Administration Team and broader business operations. The successful candidate will demonstrate initiative, flexibility and a commitment to delivering exceptional administrative support and customer service.
