Office Administration AssistantPart-Time | Chirnside Park VIC | 2–3 Days Per Week (Flexible)Join a Structured, High-Performing and Professional Surveying FirmEHS Setouts & Surveys is one of Victoria's most established and trusted surveying firms, with over 30 years of experience across residential, commercial, and cadastral sectors. We proudly support leading builders and developers and are known for our precision, responsiveness, and long-term partnerships.We are seeking a highly organised, proactive, and detail-driven Office Administration Assistant to support both our Office Administrator and Directors in maintaining the structure, efficiency, and professionalism EHS is known for.This is not a reactive administration role.It is a systems-focused, structured position designed for someone who thrives on order, accuracy, and being one step ahead.If you take pride in clean inboxes, accurate financial records, seamless internal systems, and ensuring nothing slips through the cracks — this role will suit you.The RoleThe Office Administration Assistant plays a critical backend support role within the business.While our Office Administrator leads client bookings, scheduling, and front-of-house coordination, this position ensures the internal systems, financial administration, documentation, and communication processes remain aligned and accurate.You will work closely alongside the Office Administrator each day — supporting workload, following up outstanding items, and ensuring both roles remain connected and organised. The Assistant helps reduce operational pressure by maintaining structure, clarity, and accountability across all administrative functions.This role also supports the Directors directly with business administration and internal coordination.Key ResponsibilitiesInbox & Communication ManagementMaintain shared Outlook inboxes and ensure all correspondence is actioned, delegated, or scheduledFlag urgent issues, risks, or priority items to the Office Administrator or DirectorsMaintain organised inbox folders and structured communication recordsSupport professional, timely client communicationFinancial Administration (Xero)Create, issue, and follow up quotes and invoicesEnsure all job references are accurate and correctly recordedMaintain up-to-date and accurate financial recordsAssist with reconciliation and invoice follow-up where requiredEnsure completed jobs are invoiced promptly and correctlyOperational & System SupportSupport the Office Administrator with scheduling updates and documentation preparationMaintain organised job files within OneDriveEnsure TeamUp calendars and internal systems reflect accurate, current informationAssist with job documentation preparation and coordinationHelp manage internal trackers, checklists, and administrative recordsDirector & Business SupportProvide structured updates via Teams on priorities or issuesAssist with ad hoc administrative tasks and special projectsSupport onboarding documentation and internal recordsIdentify opportunities to improve templates, workflows, or processesAbout YouWe are looking for someone who thrives in a structured, fast-paced environment and takes genuine ownership of their work.You are:Highly Organised & Detail-Oriented - You naturally keep systems clean, accurate, and structured.Proactive & Independent - You anticipate needs and solve problems before they escalate.Professional & Composed - Your communication is clear, respectful, and polished.Resilient Under Pressure - You can manage competing priorities calmly and with sound judgment.Accountable & Trustworthy - You follow through, meet deadlines, and take responsibility.Growth-Oriented & Process-Minded - You enjoy refining systems and improving efficiency.Skills & ExperiencePrevious administrative experience (preferred)Experience using Xero Proficiency in Microsoft 365 (Outlook, Teams, OneDrive, Planner)Strong written and verbal communication skillsExcellent time management and prioritisation abilityHigh level of accuracy and attention to detailTraining will be provided for the right candidate who demonstrates initiative, capability, and professionalism.Our CultureEHS is a long-standing, family-run business with a reputation built on precision, accountability, and strong client relationships.We value:Structure and organisationClear communicationProfessional standardsReliability and follow-throughContinuous improvementBoth the Office Administrator and Office Administration Assistant roles are essential to upholding the professionalism and efficiency that define EHS. This role has the potential to grow into broader operational and executive support responsibilities over time.Why Join EHS?Flexible part-time schedule (2–3 days per week)Stable, established business with long-term growthDirect involvement with DirectorsOpportunity to develop operational and systems expertiseStructured and professional working environmentRoom for increased responsibility as the business growsIf you are someone who finds satisfaction in organised systems, accurate records, and supporting a team to operate at its best — we would love to hear from you.