We are seeking a presentable, organised, and people-focused Personal Assistant / Office Administrator to support two Directors across two businesses. This role is front-facing, in-office, and involves balancing administrative, reception, and operational tasks across different industries.
This role is ideal for someone who enjoys variety, structure, and responsibility.
Hours: Monday to Friday, 9:00am – 2:00pm (25 hours per week)
Key Responsibilities
Reception & Client Care (Tuesday to Thursday – Beyond NLP Coaching)
* Greeting clients warmly and professionally
* Offering tea and coffee
* Maintaining a tidy, welcoming office environment
* Managing bookings and appointments using Halaxy
* Taking payments and issuing receipts
* Answering phones and responding to enquiries
Administration & Finance Support
* Scanning, filing, and uploading invoices into Xero for the bookkeeper
* Creating quotes, emailing quotes to clients, and issuing invoices via Xero
* Chasing outstanding payments visible in Xero (both companies & the not-for-profit)
* Filing, archiving, and maintaining organised records
* Using Outlook for email and calendar management
Construction Administration (A1 Auscrete Group)
* Liaising with project managers and contractors
* Learning how to read and assist with job site plans and estimations
* Supporting the Director with construction administration
* Following up on invoices and payments
* Coordinating documentation for projects
Requirements
* Experience using Xero, Halaxy, Outlook, and general office software (or willing to learn using Xero & Halaxy)
* Strong organisational and time management skills
* Confident communicator (phone, email, and in person)
* Ability to balance work across two businesses
* Professional presentation and friendly demeanour
* Willingness to learn construction estimation and processes
* Must be reliable and comfortable working on-site at the front desk
* Minimum of 5+ years of administrative or office support experience
About the Businesses
* Beyond NLP Coaching Pty Ltd (BNC) is a professional wellbeing and therapeutic practice offering counselling, hypnotherapy, coaching, workshops, and group programs. The role supports front-of-house client care, scheduling, payments, and general administration within a confidential, client-focused environment.
BNC also works closely with its associated non-profit, Foundation of Life (FOL). FOL is focused on building and supporting an orphanage project, working alongside volunteers and community partners. From time to time, the role may involve light administrative support for FOL, such as checking in with volunteers, organising documentation, and assisting with coordination related to the orphanage build. This work is administrative only and aligned with the broader mission of the organisation.
- A1 AusCrete Group – A construction and concreting company working with project managers, builders, and contractors across multiple sites throughout Australia.