Position Description Position Title: Business Support Officer / Administrator (Systems Champion) Location: Townsville, QLD (Flexible / Part-Time Options Available) Reports To: Director/Operations Manager Purpose of the Role The Business Support Officer / Administrator is the operational backbone of Drawing Works and acts as the business’s Systems Champion. This role supports the day-to-day administration of the practice, ensuring work flows smoothly, consistently, and in line with documented systems. As a Systems Champion, the role focuses on maintaining, following, and gradually improving business processes so the design team can focus on delivering quality building design outcomes. This role is well suited to a small, growing business where strong systems are essential to scaling without unnecessary complexity. Key Responsibilities Client & Project Administration · First point of contact for new enquiries, calls, and emails · Manage client onboarding through Dubsado (proposals, contracts, project setup) · Maintain accurate CRM, enquiry, and project records · Schedule meetings and manage calendars, including Director calendar · Track fee proposals, follow-ups, status updates, and archiving Systems Champion Responsibilities · Follow and uphold documented office systems, checklists, and workflows · Act as custodian of core business systems (Dubsado, Xero, ClickUp, SharePoint) · Maintain registers, logs, and standard operating procedures · Identify gaps, inefficiencies, or recurring issues in admin processes · Work with the Director/Operations Manager to refine systems over time Document Handling & Systems · Manage file naming conventions and SharePoint folder structures · Assist with issuing IFC and BA documentation packages · Ensure documents are issued, stored, and versioned correctly Office & Finance Administration · Accounts payable and receivable support · Issue invoices and follow up outstanding payments · Payroll processing and leave request administration · Xero reconciliations, invoice reference updates, and routine banking · Annual insurance renewals Office Coordination & Team Support · Manage reception and internal communication flow · Support onboarding and internal training documentation · Coordinate office upkeep, supplies, and basic facilities · Prepare, edit, and publish service information material Performance Indicators · Admin and enquiry systems are accurate, current, and reliable · Client onboarding is smooth, consistent, and professional · Documents are correctly named, filed, and issued · Calendars and project records are dependable · Systems are followed and progressively improved About the Role Drawing Works is seeking an organised, reliable Business Support Officer / Administrator to support the smooth operation of our building design practice and act as our Systems Champion. We are a small, close‑knit team with clear roles and an intentional focus on structure, clarity, and quality. As we continue to grow, this role helps ensure our systems, administration, and client onboarding processes remain consistent and well organised. The position offers the opportunity to play a meaningful role in shaping how the business operates as it scales, contributing to a well‑run and successful building design practice in the Townsville region. Systems & Training Prior experience with our exact software is not required. Training and support will be provided to learn our systems, including Dubsado, Xero, ClickUp, and Microsoft 365. Experience with similar administration, CRM, or accounting systems is ideal, along with a willingness to learn and follow structured processes. Flexible Work Arrangements This role is designed to support flexibility and work‑life balance. We are open to school hours (for example, 8:30am – 2:30pm), part‑time arrangements (3–5 days per week), or flexible start and finish times by agreement. Consistency, ownership, and reliability are more important to us than rigid hours. What You’ll Be Doing · Managing reception, enquiries, and client onboarding · Preparing fee proposals, contracts, invoices, and project records via Dubsado · Supporting invoicing, payroll, banking, and finance administration · Maintaining SharePoint filing systems, registers, and checklists · Supporting the Director and senior team with admin and scheduling What We’re Looking For · Experience in business support, office administration, or similar roles · Strong organisational skills and attention to detail · Comfort working within structured systems and checklists · Experience with similar systems (CRM, accounting, document management) is ideal · Ability to work independently in a small team environment What We Offer · Flexible, family‑friendly work arrangements · A systems‑driven workplace with clear expectations · Opportunity to help shape how the business operates as it grows · Supportive, professional team culture · Competitive remuneration based on experience Apply Now If you enjoy keeping things organised, supporting systems, and being part of a growing local business, we would love to hear from you.
