Administrative Assistant

 

Position:      Administrative Assistant

Organisation:   Molonglo Group

Location:   Fyshwick, ACT

Start date:      ASAP

Duration:      12-month contract with potential for permanent employment

Pay rate:      $64.10 per hour plus 12% super

Overview:   

About the Role

We are seeking a highly organised and proactive Administrative Assistant to provide day-to-day support to the Senior Development Manager and assist with the effective management of a portfolio of buildings.

This is a varied, hands-on administrative role covering contractor coordination, tenant maintenance requests, invoicing, document management, asset and utility registers, compliance tracking and general office support.

The successful candidate will play an important role in helping ensure buildings are well maintained, compliant and efficiently managed. The role would suit someone who enjoys variety, has exceptional attention to detail and is comfortable coordinating multiple tasks and stakeholders at once.

 

Key Responsibilities

Contractor & Maintenance Coordination

• Assist with booking contractors and coordinating access to buildings and sites.
• Triage, track and manage tenant maintenance requests.
• Allocate work orders to contractors and monitor progress.
• Review, file and process contractor job cards and associated documentation.
• Assist with coordinating contractors, suppliers and consultants as required.
• Review and track the currency of contractor, supplier and consultant insurance documentation.
  

Invoicing, Utilities & Asset Management

• Review, file and process invoices.
• Maintain comprehensive asset registers and utility tracking sheets.
• Review utility provider accounts against internal registers to identify and confirm billing accuracy.
• Coordinate and oversee monthly submeter readings.
• Maintain accurate records relating to building assets, utilities and associated services.

Document & Records Management

• Assist with finalising documents, including version control and formatting.
• Coordinate document signatures and approvals.
• Maintain a meticulous and well-organised filing system for correspondence and records.
• Support accurate record keeping and ensure documentation is appropriately maintained.

Tenant & Stakeholder Communication

• Assist with responding to and coordinating tenant enquiries and maintenance requests.
• Work with the Communications Manager to support clear and timely communication with tenants.
• Liaise professionally with contractors, suppliers, consultants and other stakeholders.

General Administration & Systems

• Provide diary management and general administrative support to the SDM.
• Assist with filing, organisation and day-to-day office administration.
• Support the transition to new management systems.
• Assist with data entry and validation to ensure information transferred into new systems is complete and accurate.
• Use AI tools and automation to improve administrative processes, efficiency and accuracy where appropriate.
• Undertake other administrative and property-related support activities under the guidance of the SDM.

About You

We are looking for someone who is organised, reliable and comfortable working in a busy environment where priorities can change throughout the day.

The successful candidate will ideally demonstrate:

• Strong administration and organisational skills.
• Excellent attention to detail and a high level of accuracy.
• Strong document, records and filing management skills.
• Confidence managing multiple tasks, requests and deadlines.
• Professional written and verbal communication skills.
• Confidence liaising with contractors, tenants and other stakeholders.
• Good numerical skills and confidence reviewing invoices, accounts and tracking sheets.
• Strong Microsoft Office skills, particularly Outlook, Word and Excel.
• Confidence learning and working across different management systems.
• An interest in using AI, automation and technology to improve administrative processes.
• A proactive approach and willingness to take ownership of administrative tasks.
• Previous experience within property, facilities management, building management, construction or a similar environment would be advantageous but is not essential.

Working Arrangements

The office is located at Dairy Road, Canberra and the position is 100% Canberra-based. The successful candidate will be expected to work from the office each day.

Contract & Future Opportunity

The position will initially be offered as a 12-month placement through SOS Recruitment.

There is potential for the successful candidate to transition to a permanent position with the client following the initial 12-month period, subject to ongoing business requirements, performance and alignment of skills.