Employment Type:
Full Time (flexible hours negotiable)
Position Purpose
The Administrative Support Officer provides essential support to JMB's operations team by assisting with finance and administrative functions, assisting with customer and project inquiries, supporting marketing activities, and maintaining internal systems. This role helps ensure smooth day-to-day business operations and supports communication, compliance, and client management efforts across the business.
Key Responsibilities
1. Administrative Support
* Manage incoming phone calls, email correspondence, and calendar scheduling
* Maintain company registers, records, and file systems (digital and physical)
* Assist with document preparation including quotes, contracts, and client correspondence
* Perform general data entry, record-keeping, and filing
2. CRM and Inquiry Management
* Monitor the CRM and incoming inquiry platforms
* Log, track, and respond to client and stakeholder inquiries
* Ensure all inquiries are followed up, documented, and assigned to relevant team members
3. Project Administration
* Support the team with tender, quote, and permit documentation
* General paperwork, finance and related tasking
* Assist in coordinating documents and schedules across projects
* Liaise with external consultants and service providers (where directed)
4. Marketing and Communications
* Coordinate with outsourced marketing providers
* Collate and submit content for newsletters, organic social media, and project showcases
* Assist in gathering data and preparing materials for website updates and case studies
* Support preparation and formatting of reports, presentations, and internal comms
5. Systems and Compliance Support
* Assist with uploading policies, procedures, and training materials to the new online platform
* Coordinate sign-on sheets, pre-start documentation, and other compliance records
* Support onboarding and induction workflows for new employees and subcontractors
6. General HR Support
* Assist with recruitment administration, including job ads, interview scheduling, and candidate correspondence.
* Support onboarding and induction processes for new staff and subcontractors.
* Maintain employee records, contracts, and training compliance documentation.
* Coordinate staff leave requests, timesheets, and payroll inputs as directed.
* Provide general HR support to management, including staff communications and policy updates.
Key Attributes & Skills
* Strong attention to detail and high-level organisational skills
* Excellent written and verbal communication
* Proactive and able to work autonomously with minimal supervision
* Competency in Microsoft Office Suite and/or cloud-based platforms (Dropbox, Xero ETC)
* Familiarity with CRM systems (or willingness to learn)
* Ability to multitask and prioritise in a dynamic environment
Qualifications & Experience
* Previous experience in an admin, office support, or project coordination role preferred
* Experience in construction, architecture, engineering, or a trade-based environment (desirable)
* Basic understanding of project lifecycle, permits, or construction documentation (bonus)