Sotera Fire Engineering is a specialist fire engineering consultancy with offices on the Gold Coast and in Brisbane.
We prepare fire engineering reports, performance solutions, building compliance advice, cladding/fire safety assessments and related technical reports for building owners, certifiers, architects, project managers, strata managers and construction professionals.
We are growing and are strengthening our support structure. We are seeking a Business & Project Support Coordinator based in our Gold Coast office.
This is not a receptionist-only role or a personal assistant role. It is a practical, hands-on business and project support role for someone organised, accurate, persistent and comfortable working close to technical report production.
About the role
The Business & Project Support Coordinator will help keep work moving through the business.
You will support engineers, senior staff, the Business Operations Manager, the Business Development Manager and the Director by helping maintain project records, proposal tracking, fee acceptances, invoicing preparation, report production support, filing, business development follow-up and office support.
You will not make technical fire engineering decisions. Your role is to support the systems and administration that allow technical staff to produce high-quality work efficiently.
Key responsibilities
Responsibilities will include:
* day-to-day support and coordination for the Gold Coast office;
* setting up new projects in company systems;
* creating and maintaining project folders;
* maintaining filing, document control and close-out records;
* assisting with report production support, including formatting, appendices, templates and supporting documents;
* maintaining proposal/RFP registers;
* recording genuine proposal requests and tracking due dates, responsible staff and status;
* following up seniors and engineers for proposal inputs and missing information;
* assisting with proposal formatting and issue;
* tracking fee proposal acceptances and following up missing signed acceptances or client information;
* helping check whether project records are ready for invoicing;
* gathering supporting information for invoices;
* following up engineers for WIP notes or invoicing information;
* assisting with Synergy or related system data accuracy;
* maintaining registers, checklists and recurring support records;
* maintaining CRM and client contact records;
* supporting the Business Development Manager with client follow-up, meeting notes, event lists and referral-source records;
* assisting with capability statements, project profiles and staff CVs;
* helping coordinate website updates, LinkedIn posts and marketing material;
* assisting with equipment, inspection resources, office supplies and practical office matters where required.
What this role is — and is not
This role is:
* a Gold Coast-based support role with company-wide responsibilities;
* close to project delivery, report production, proposals and invoicing preparation;
* practical, detailed and hands-on;
* suited to someone who enjoys creating order and following things through.
This role is not:
* a receptionist-only role;
* a personal assistant role;
* a technical fire engineering role;
* the senior Business Operations Manager role;
* a role for someone who wants only high-level coordination and not the practical detail.
About you
You will suit this role if you are:
* highly organised and accurate;
* practical and willing to get things done;
* confident following up missing information;
* calm and professional with technical staff;
* persistent without being abrasive;
* good with systems, registers and records;
* clear in written communication;
* able to prioritise competing tasks;
* comfortable doing routine support work as well as coordination;
* interested in improving how work flows through a business.
The most important qualities are accuracy, follow-through, practical initiative and reliability.
Experience we are looking for
Ideally, you will have experience in one or more of the following:
* project administration;
* business support;
* engineering, construction, architecture, certification, fire services or building compliance administration;
* professional services administration;
* proposal or tender coordination;
* document control;
* report production support;
* invoicing or billing preparation;
* CRM or business development administration;
* marketing administration, LinkedIn or website content support.
Experience with Microsoft 365, Excel, Outlook, SharePoint/Teams, CRM systems, Canva, LinkedIn, website content systems, Synergy, WorkflowMax, SimPRO, AroFlo, Xero or similar systems would be useful.
Formal qualifications in business administration, project management, marketing, communications or a related area would be valued, but practical experience, accuracy and follow-through are more important.
Why join Sotera?
This is an opportunity to join a growing specialist consultancy at a stage where good support systems will make a real difference.
You will be based in our Gold Coast office and will support both local office needs and company-wide project/business support functions.
For the right person, this role can grow as Sotera grows.
How to apply
Please submit your CV and a short cover letter outlining your experience in project support, business administration, proposal coordination, document control, invoicing preparation, report production support or business development administration.