Administration Officer

Company Overview:

Hunter West Services, a family-owned business based in Sydney, is currently seeking an Administrator for a permanent role to cover a maternity leave. We primarily operate in the B2B insurance sector, specialising in rebuilds, structural propping, make-safe works, demolition, and hazardous waste removal.

We are looking for an experienced individual who can coordinate multiple activities simultaneously, work independently, and proactively gather the information necessary to complete tasks. This role offers flexible working arrangements within a positive and supportive environment that values open communication and professional autonomy.

If you are interested in joining our team, please let us know.

Experience in the construction, insurance, or hazardous materials industry is preferred but not required for this position.

Work structure:

· Permanent Part time (25+ hrs per week) growing and developing into a standard week

· Hourly Wages - paid weekly

· $36 p/h – min 30 hours per week pay

· No weekend work (if requested penalty rates apply)

· Flexible working arrangements

· Work from home

· Laptop / phone provided

· Allowance for Internet usage

· Role allows for personal time throughout the day. Works can be completed sporadically to suit your life unless emergency works arise

Experience:

· Speaking with Customers in a clear and professional manner.

· Must have previous experience in a similar role

. A minimum of 2 years of administration experience is required for this role.

· Must be able to work independently and unsupervised

· Microsoft word

· Microsoft Excel

· Google Gmail

· Is comfortable using a laptop with different functionalities / programs

· Payment cycles

· Dropbox experience preferable

· WhatsApp

The Candidate:

· Previous admin experience as must

· Able to complete tasks when needed and on time.

· Good time management

· Can communicate with customers on a professional level

· Experience handling different systems/ programs.

· Able to work independently

Job Scope as listed below:

· Manage communication between internal and external stakeholders via email and digital platforms including WhatsApp

· Maintain company work programs and systems for quotations, job scheduling, project updates, purchase orders and invoicing

· Liaise with external stakeholders, including suppliers, via email and telephone to support operational requirements

· Coordinate and issue email requests for quotations to suppliers and subcontractors to support project and operational needs

· Oversaw accounts receivable processes, including preparation and distribution of invoices and payment follow-ups

· Prepare, submit, and maintain SafeWork NSW asbestos and demolition notifications

· Complete government compliance documentation and forms to ensure all required regulatory paperwork is accurately prepared and submitted prior to commencement of projects

· Prepare and issue correspondence and operational documentation, including SWMS, AMP, and other compliance documentation, as directed by management

· Print and distribute letterbox drop notifications for upcoming asbestos and lead works

· Manage project close-outs within client portals

· Coordinate hygienist attendance, asbestos sample reports, and clearance certificate documentation to support timely project completion

· Maintain Integrated Management System (IMS) documentation, registers, and company records, via Dropbox and internal systems

· Monitor SafeWork NSW training and compliance requirements, ensure internal stakeholders remain informed of current obligations and certificate renewals

· Request subcontractors' insurances, licences and compliance documentation in accordance with regulatory requirements

. Provide day-to-day administrative, operational, and compliance support to ensure smooth business operations