Office Administration Assistant
Part-Time | Chirnside Park VIC | 2–3 Days Per Week (Flexible)
Join a Structured, High-Performing and Professional Surveying Firm
EHS 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 Role
The 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 Responsibilities
Inbox & Communication Management
Maintain shared Outlook inboxes and ensure all correspondence is actioned, delegated, or scheduled
Flag urgent issues, risks, or priority items to the Office Administrator or Directors
Maintain organised inbox folders and structured communication records
Support professional, timely client communication
Financial Administration (Xero)
Create, issue, and follow up quotes and invoices
Ensure all job references are accurate and correctly recorded
Maintain up-to-date and accurate financial records
Assist with reconciliation and invoice follow-up where required
Ensure completed jobs are invoiced promptly and correctly
Operational & System Support
Support the Office Administrator with scheduling updates and documentation preparation
Maintain organised job files within OneDrive
Ensure TeamUp calendars and internal systems reflect accurate, current information
Assist with job documentation preparation and coordination
Help manage internal trackers, checklists, and administrative records
Director & Business Support
Provide structured updates via Teams on priorities or issues
Assist with ad hoc administrative tasks and special projects
Support onboarding documentation and internal records
Identify opportunities to improve templates, workflows, or processes
About You
We 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 & Experience
Previous administrative experience (preferred)
Experience using Xero
Proficiency in Microsoft 365 (Outlook, Teams, OneDrive, Planner)
Strong written and verbal communication skills
Excellent time management and prioritisation ability
High level of accuracy and attention to detail
Training will be provided for the right candidate who demonstrates initiative, capability, and professionalism.
Our Culture
EHS is a long-standing, family-run business with a reputation built on precision, accountability, and strong client relationships.
We value:
Structure and organisation
Clear communication
Professional standards
Reliability and follow-through
Continuous improvement
Both 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 growth
Direct involvement with Directors
Opportunity to develop operational and systems expertise
Structured and professional working environment
Room for increased responsibility as the business grows
If 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.