Part-Time | Chirnside Park VIC | 2–3 Days Per Week (Flexible)
Join a Structured, High-Performing and Professional Surveying Firm
If you love systems, take pride in precision, and want to contribute meaningfully to a business that values professionalism and continuous improvement, this could be your dream role. With direct exposure to leadership, room to grow your responsibilities, and the chance to help shape internal processes as the company expands, this position offers real development — not just a job.
Grow with us. Build your capability. Be part of something established, structured and evolving.
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.
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
* Organise daily and weekly structures with Microsoft Office Suite
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 (preferred)
* Proficiency in Microsoft 365 (Outlook, Teams, OneDrive, Planner, Loop)
* Strong written and verbal communication skills
* Excellent time management, punctuality 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
Application Considerations
To be considered for this role, please ensure you include a cover letter outlining your relevant experience and why you would be a great fit for EHS. Applications submitted without a cover letter will not be considered.
Applications will be assessed as they are received, and only shortlisted candidates will be contacted.
Salary will be based on experience and capability, and will be tailored to the individual candidate.
We appreciate your time and interest in joining our team and wish you every success in your career journey.