About Us : Founded in 1995, Pirotta Services was a family-owned Australian company specialising in construction and commercial fitouts in Melbourne , with diverse experience in all areas of commercial office fitout and refurbishments including construction and general building maintenance . In 2016, the next generation of the Pirotta family took over Pirotta Services which is now known as Pirotta Services Commercial. This handover signals a new chapter in the business, offering new ideas, enhanced processes and the latest design and construction trends in interior fitout and building solutions. With a new management team, Pirotta Services Commercial still offers the same level of service and quality fitout and building solutions. Pirotta Services Commercial has delivered multiple commercial building projects for various industries since its inception such as education, health & medical, government, commercial offices, retail and hospitality. Using our company processes and together with our highly skilled staff, access to architects, interior designers and other building consultants, an integral part of our success is delivering cutting edge office fitout and design that provides a functional and space-efficient working environment for our clients. About You : The following qualifications will be viewed favourably but not necessarily required: Certificate III in Business Administration or equivalent Strong computer literacy and software competency Additional qualifications in office administration or business support Training in customer service excellence Position Summary : The Office Administrator is responsible for facilitating day-to-day office operations, ensuring efficient communication flow, and providing administrative support across multiple departments. This role involves managing correspondence, reception duties, client communications, and supporting project administration through various digital platforms. Key Requirements : Experience Requirements: Previous experience in office administration or similar role Experience with multi-line phone systems and professional phone etiquette Previous experience with document management systems preferred Familiarity with construction industry terminology advantageous Skills and Competencies: Excellent verbal and written communication skills Strong organisational abilities and attention to detail Proficiency in Microsoft Office Suite (Word, Excel, Outlook) Experience with digital platforms (Procore and SharePoint preferred, training will be provided) Ability to work independently and manage multiple priorities Professional demeanor and customer service orientation Initiative in improving processes and procedures Excellent abilities in priority setting and time management under pressure to achieve deadlines and commitments Job Responsibility : Comply with Company Policies and Procedures Each employee has the responsibility to be aware of and abide by the company policies and procedures. In your position it is a requirement that you report to the Managing Director and Project Manager and abide by these company policies and procedures. Safety and Housekeeping Standards Each employee is responsible for their personal safety and that of those that work with or around them. Housekeeping is a vital part of Safety and Quality. Each employee or each employee within a work group is charged with maintaining their immediate work area in a safe and tidy state. Office Administrators are authorised to: Manage day-to-day office operations and administrative functions Answer and redirect phone calls on behalf of the company Process and distribute mail and correspondence Coordinate with Project Managers on maintenance contract administration Access designated email accounts for query management Process insurance documentation and registrations Manage equipment supplies and coordinate plant/vehicle maintenance Detailed Office Administrator tasks: Reception and Communication: Answer and manage incoming phone calls professionally Provide overflow support for accounts and estimating departments Manage general email accounts and ensure timely responses to queries Greet visitors and manage reception area Mail and Correspondence Management: Check, sort, and organize daily mail Distribute correspondence to appropriate departments Manage outgoing mail and courier services Administrative Support: Process insurance claims and maintain accurate records Manage company registrations and renewals Maintain filing systems and document organisation Coordinate office supplies and equipment maintenance Manage equipment supplies and procurement Coordinate vehicle maintenance schedules and servicing Maintain plant and equipment records Project Administration Support: Assist Project Managers with maintenance contract administration Manage data entry and document control in Procore Maintain SharePoint documentation for client projects Coordinate communication between clients and project teams General Office Operations: Maintain office equipment and coordinate repairs Support various departments with administrative tasks as required Ensure office compliance with company policies and procedures Participate in external and internal audit processes and implement corrective actions in response to audit findings Absence: In the case of absence of the "Office Administrator", the "Managing Director" assumes the general administrative responsibilities and authorities of the position. Project administration tasks will be managed by the relevant "Project Managers", but may delegate them to other suitably trained staff. Performance will be assessed by observation, customer feedback, feedback from work colleagues and feedback from the management team. Job Functions : Contracts administration Job Benefits : Flexible Working Hours - Start and finish times designed to accommodate school hours and family commitments Professional Development Opportunities - Access to training on new systems including Procore, SharePoint, and other industry-specific software Work-Life Balance - Family-friendly workplace that understands the demands of parenting and school schedules Continuous Learning Environment - Exposure to construction industry practices and opportunity to expand skills across multiple business areas Technology Training - Comprehensive training provided on all systems and software used within the company Supportive Team Environment - Work alongside experienced Project Managers and administrative staff who provide guidance and mentorship Career Development Options - For those interested in advancement, opportunities may be available to develop skills within the company Industry Exposure - Gain valuable experience in the commercial construction sector with potential for specialisation Stable Employment - Join an established company with ongoing projects and long-term client relationships Selling Point : Office Administration Contact : Cameron Pirotta
