Urgent Hiring - Office Administrator

About the Role

We are seeking a reliable and experienced Office Administrator / Administration Coordinator to join our Darwin-based team.

This is a stable, long-term office position suited to someone who enjoys a structured work environment, building strong relationships, and providing dependable administrative support. This opportunity is ideal for an experienced administrator who values consistency, job security, and being part of a supportive team.

The role would suit someone looking for a steady position where their experience, reliability, and organisational skills are appreciated. Whether you are an experienced professional, returning to the workforce, or seeking a role with a predictable routine and long-term opportunity.

You will support the daily operations of the business by coordinating contractors, assisting with client communication, preparing documentation, following up maintenance tasks, and ensuring important actions are completed on time.

This is a hands-on role for someone who takes ownership of their work, enjoys working with people, and can confidently manage multiple priorities.

Key Responsibilities

• Manage day-to-day office administration, including correspondence, scheduling, filing, data entry, and record management
• Answer incoming calls and provide professional support to clients, contractors, and visitors
• Coordinate and follow up contractor activities, including key audits and issues identified through client screening reports
• Engage with contractors regarding reported issues and ensure actions are followed through to completion
• Review, follow up, and complete maintenance requests and related tasks within required timeframes
• Assist the Manager with document preparation, reports, correspondence, and administrative materials
• Draft professional emails and communications to support the Manager and wider team
• Prepare meeting documentation and assist with follow-up actions
• Attend onsite meetings with clients as required
• Take and distribute meeting minutes, including occasional after-hours meetings where required (with time off in lieu or paid overtime arrangements)
• Complete tasks and administrative activities within deadlines provided by the Manager
• Provide general administrative and operational support across the business

Qualifications & Experience

The ideal candidate will have:

• Previous experience in administration, office coordination, client services, or a similar support role
• Strong organisational skills with the ability to manage multiple tasks and priorities
• Excellent attention to detail and ability to maintain accurate records and documentation
• Strong written and verbal communication skills
• Confidence communicating with clients, contractors, and internal stakeholders
• Experience preparing emails, reports, documents, meeting notes, and business correspondence
• Ability to follow up actions and ensure tasks are completed within required timeframes
• Strong problem-solving skills with the ability to take initiative and work independently
• Proficiency using standard office software including Microsoft Outlook, Word, Excel, calendars, and document management systems
• A reliable, professional, and consistent approach to work

Highly regarded but not essential:

• Experience within property management, strata, construction, trades, facilities management, or a similar industry
• Previous experience coordinating contractors, maintenance requests, or client service activities
• Familiarity with the Darwin local business and service environment

What We Offer

• Stable full-time permanent position

• Consistent office-based working environment

• Supportive team environment with ongoing guidance

• Progressive learning and development pathway

• Opportunity to build strong relationships with clients, contractors, and the wider team

• A varied role where your experience, reliability, and organisational skills are valued

• Time off in lieu or paid overtime for approved after-hours meetings

Why This Role?

If you are looking for a stable position where you can apply your experience, contribute to a supportive team, and enjoy a consistent working environment, this could be the right opportunity for you.

We welcome applications from experienced administrators who are looking for a long-term role and want to be part of a professional and friendly workplace.