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
* 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 escape.
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
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?
* 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.
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