Office administrator and personal assistant

Office Administrator and Personal Assistant

About Us

Hire Pro is a fast-growing equipment hire business based in Mudgeeraba, specialising in earthmoving, arborist and access equipment. We are a tight‐kissed local team that takes pride in doing things properly and we are scaling fast. We are building AI‐powered systems to support that growth and the right person will be part of that journey from the ground up.

The Role

We need a switched‐on, proactive Office Administrator and PA to support the business owner directly. This is not a passive role. You will be the person who sees what needs doing and gets it done without being asked twice. You will take tasks completely off the owner's plate so he can focus on growing the business rather than running errands for it. You will work closely with our accounts receivable admin (2 days per week) and our VA based in the Philippines, coordinating across the team to make sure nothing falls through the cracks and everything gets done to a high standard.

What You Will Be Doing

• Managing and prioritising the business owner's inbox, flagging urgent items and drafting responses.
• Acting as the first point of contact for the owner's phone and communications, filtering and triaging so his attention goes where it matters most.
• Owning the owner's calendar completely – scheduling, rescheduling, and protecting his time so he can focus on high‐value work.
• Paying accounts, managing supplier communications and following up on outstanding documents.
• Organising vehicle registrations, roadworthiness and compliance documentation for the fleet.
• Tracking and scheduling servicing and inspections for scissor lifts and all earthmoving equipment.
• Coordinating trades and suppliers for business and property maintenance.
• Ordering parts and consumables through our hire management system.
• Maintaining staff files and liaising with our outsourced HR team.
• Handling ATO, government and business correspondence.
• Coordinating daily tasks with our accounts receivable admin and Philippines‐based VA to ensure seamless team communication and task handoffs.

What We Are Looking For

• Someone who takes initiative and does not need hand‐holding.
• Comfortable in a fast‐moving environment where priorities shift daily.
• Confident communicator, written and verbal, including coordinating with remote team members across different time zones.
• Experience with Xero, HirePOS or similar systems is a bonus.
• Open to using AI tools like Claude and ChatGPT to get things done faster – we use these daily and you will be expected to learn them.
• Prior admin, PA or executive assistant experience preferred.

Why Join Us

You will be part of a business that is genuinely evolving. We are building AI platforms, a self‐service hire system, and growing toward an additional $1M in annual revenue in the next 12 months. This role will grow with the business and the right person will have real opportunity to expand their responsibilities as we scale.

Salary

$65,000 – $75,000 per annum plus super, depending on experience.