Administrative Assistant for Australian Building & Design Firm (8–12 Month Contract, 25–35 hrs/week)
Budget: ₹400 – ₹750 INR
About Us
We are a well-established building design firm based in Australia, operating for over 15 years. We are seeking a reliable and experienced Administrative Assistant to support our team while our full-time admin staff member is on maternity leave. This role is for approximately 8–12 months and requires 20–30 hours per week.
Experience working with an Australian Builder, Designer, Architect, or similar construction/design company is essential.
Role Responsibilities
Your tasks will include:
- Sending and responding to emails
- Keeping track of all jobs and maintaining workflow visibility
- Sending updates to clients and internal team members
- Sending invoice reminders
- Creating and organising new job folders (including sourcing required documents online)
- Making phone calls to follow up information or outstanding items (not essential, but beneficial)
- Sending jobs to team members, assigning tasks, and tracking timelines
- Ensuring staff have work allocated for the current and following day
- General administrative duties as required
- Assisting the Managing Director with daily tasks and operational requirements
- Ensuring strict adherence to internal and client project completion dates
- Chasing up Developer Approvals as required
- Ordering Soil Reports, Levels Surveys, Property Information, SDO and LPD documentation
Software Knowledge Required
- Outlook (email management)
- Excel (tracking & spreadsheets)
- AutoCAD (basic understanding—mainly for job setup and sending files; training provided, experience preferred)
Working Hours
- Required availability: 1pm – 8pm AEST
- Initial training: 5pm – 9pm AEST for the first 2–3 months
- Must be available Monday to Friday, with no days off during the contract period, except for a company-wide break over Christmas/New Year (approximately 3 weeks between December and January)
- Some flexibility with starting slightly earlier or later when needed
Training & Growth
- Full 2–3 months of training, shadowing our current admin assistant before they go on leave
- We strongly encourage new ideas to improve our systems and workflow
- Potential opportunity for a long-term position after the contract, especially for applicants who demonstrate strong capability, reliability, and initiative
- Applicants with previous drawing or drafting experience will have a significant advantage and may be considered for extended or expanded roles in the future
What We’re Looking For
- Strong English communication skills (written and verbal)
- Experience in the Australian building/design industry (essential)
- Excellent attention to detail
- Highly organised, proactive, and reliable
- Ability to work independently with minimal supervision
- Strong prioritisation and multitasking skills
- Professional and friendly communication style
- Ability to work under pressure and meet strict deadlines
Preferred (Not Required)
- Experience using Xero Accounting
- Familiarity with Australian building and construction processes
- Ability to make follow-up phone calls when required
- Experience in Protection Works applications, Building Permit applications, or Report & Consent submissions
- Previous drafting or drawing experience, which will strengthen your application and may lead to long-term opportunities with our team
How to Apply
- Please include the following with your application:
- A brief introduction about yourself
- Details of your relevant experience
- Your availability and preferred working hours
- Software experience (Outlook, Excel, AutoCAD, Xero if applicable)
- Any experience with permits, protection works, or drafting
- A short explanation of why you believe you’re the right fit for our firm
- Send me example of your work or give me a resume that we can take a look through
- Start time - Prefered in the next couple of weeks.
We are a well-established building design firm based in Australia, operating for over 15 years. We are seeking a reliable and experienced Administrative Assistant to support our team while our full-time admin staff member is on maternity leave. This role is for approximately 8–12 months and requires 20–30 hours per week.
Experience working with an Australian Builder, Designer, Architect, or similar construction/design company is essential.
Role Responsibilities
Your tasks will include:
- Sending and responding to emails
- Keeping track of all jobs and maintaining workflow visibility
- Sending updates to clients and internal team members
- Sending invoice reminders
- Creating and organising new job folders (including sourcing required documents online)
- Making phone calls to follow up information or outstanding items (not essential, but beneficial)
- Sending jobs to team members, assigning tasks, and tracking timelines
- Ensuring staff have work allocated for the current and following day
- General administrative duties as required
- Assisting the Managing Director with daily tasks and operational requirements
- Ensuring strict adherence to internal and client project completion dates
- Chasing up Developer Approvals as required
- Ordering Soil Reports, Levels Surveys, Property Information, SDO and LPD documentation
Software Knowledge Required
- Outlook (email management)
- Excel (tracking & spreadsheets)
- AutoCAD (basic understanding—mainly for job setup and sending files; training provided, experience preferred)
Working Hours
- Required availability: 1pm – 8pm AEST
- Initial training: 5pm – 9pm AEST for the first 2–3 months
- Must be available Monday to Friday, with no days off during the contract period, except for a company-wide break over Christmas/New Year (approximately 3 weeks between December and January)
- Some flexibility with starting slightly earlier or later when needed
Training & Growth
- Full 2–3 months of training, shadowing our current admin assistant before they go on leave
- We strongly encourage new ideas to improve our systems and workflow
- Potential opportunity for a long-term position after the contract, especially for applicants who demonstrate strong capability, reliability, and initiative
- Applicants with previous drawing or drafting experience will have a significant advantage and may be considered for extended or expanded roles in the future
What We’re Looking For
- Strong English communication skills (written and verbal)
- Experience in the Australian building/design industry (essential)
- Excellent attention to detail
- Highly organised, proactive, and reliable
- Ability to work independently with minimal supervision
- Strong prioritisation and multitasking skills
- Professional and friendly communication style
- Ability to work under pressure and meet strict deadlines
Preferred (Not Required)
- Experience using Xero Accounting
- Familiarity with Australian building and construction processes
- Ability to make follow-up phone calls when required
- Experience in Protection Works applications, Building Permit applications, or Report & Consent submissions
- Previous drafting or drawing experience, which will strengthen your application and may lead to long-term opportunities with our team
How to Apply
- Please include the following with your application:
- A brief introduction about yourself
- Details of your relevant experience
- Your availability and preferred working hours
- Software experience (Outlook, Excel, AutoCAD, Xero if applicable)
- Any experience with permits, protection works, or drafting
- A short explanation of why you believe you’re the right fit for our firm
- Send me example of your work or give me a resume that we can take a look through
- Start time - Prefered in the next couple of weeks.