Office Administrator
Mid-level | In-office Monday to Thursday | Leederville | Full-time (38 Hours)
Founded in 2021, CivilSE is a Leederville-based civil engineering consultancy delivering pragmatic, purpose-driven work across Western Australia — the kind of engineering that cuts through red tape and gets sensible outcomes for clients and communities. We're a small, close-knit team of around 12: mostly engineers, plus one office dog with a big personality. The team is technically strong, low-ego, and collaborative. We trust each other to own our work, speak up when something needs fixing, and pitch in when things get busy.
We're looking for an experienced Office Administrator to keep the business running smoothly behind the scenes. It's a genuinely important role for someone who has done this kind of work before in an engineering, technical or project-based consultancy and takes real pride in being the person who keeps things on track.
About the role
You'll be the central point of coordination for day-to-day office administration and business support. The engineers are focused on clients and project delivery, so we need someone capable and self-directed to own the admin side of the business — finance, documents, meetings, travel, suppliers, onboarding, and the steady flow of smaller things that keep a consultancy running properly.
This isn't an Office Manager or EA role, and it isn't junior. It's a trusted, hands‐on administration role for someone who's organised, accurate, and reliable — and who likes being the person others know they can count on.
The role is based in our Leederville office Monday to Thursday. It is not a remote or work-from-home position. A Friday off every week is part of how our full-time team works.
What you'll be doing
* Office coordination — running the day-to-day of the office, managing supplies, handling general enquiries, and being the go-to for anything admin
* Meetings and travel — scheduling internal and client meetings, booking flights, accommodation and site travel (including the occasional FIFO/DIDO trip for the engineers)
* Documents and formatting — preparing and formatting reports, proposals and correspondence, maintaining templates, and keeping our filing and document control tidy
* Finance and invoicing — invoice entry, expense processing, receipts and general bookkeeping support in Xero
* Supplier and vendor follow-up — purchase orders, chasing quotes, and keeping supplier records in order
* Onboarding and people admin — supporting new starters with inductions, equipment, paperwork and system access
* Timesheets, leave and records — helping the team stay on top of time recording in Xero Projects, tracking leave, and keeping internal records accurate
* General follow-up — chasing loose ends, keeping things moving, and making sure nothing falls through the cracks
About you
You're an experienced administrator who has worked in an engineering consultancy, engineering services firm, technical consultancy, architecture practice, construction consultancy, or similar project-based professional environment. You understand how these businesses run — the pace, the people, the documentation standards, and the small details that matter to technical work.
You'll bring:
* Solid office administration experience in a relevant professional services environment — engineering consultancy or similar is essential
* Proficiency in Xero for invoicing, expenses and general finance admin
* Strong working knowledge of Microsoft 365 — Word, Excel, Outlook, Teams and SharePoint
* Excellent written communication and a careful eye for formatting and detail
* Strong organisational skills and the ability to juggle competing priorities without losing track
* Confidence working independently, taking ownership of your area, and following things through without being chased
* A practical, down-to‐earth manner when dealing with clients, suppliers and the team
You don't need an engineering background — but you should be comfortable around technical people, technical documents, and project-based work. Being comfortable around a friendly office dog is also a plus.
Why join us
We're a small consultancy doing solid work, with a culture built on trust, accountability, and treating each other well. You'll work directly with the directors and engineers, have real ownership of your role, and see the difference your work makes every day.
What's on offer
* A compressed four-day week — A choice between working 38 hours over Monday to Friday, or a compressed workweek from Monday to Thursday in the office and Fridays off
* Extra paid leave for your wellbeing — five additional paid days per year after 12 months, on top of standard personal leave
* Early access to long service leave from five years of continuous service, rather than waiting until seven
* Two paid volunteer days a year for community or cause work
* Real autonomy — you'll run your area, not be micro-managed
* A respectful, low-ego team where good work is noticed
* A friendly office in Leederville with good coffee nearby and, yes, an office dog
How to apply
If this sounds like the kind of role you've been looking for, we'd like to hear from you. Please send your CV and a short cover note telling us a bit about your background — particularly your experience in engineering, technical or project-based environments, and your experience with Xero.
We review applications as they come in, so please apply early if you're interested!
Applicants must have the right to work in Australia. Only shortlisted candidates will be contacted.
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