Office Administration Assistant

About us:
Australian Passive Fire is a trusted name in the fire protection industry, specialising in high-quality passive fire solutions across commercial, residential and infrastructure projects in NSW. Based in Sydney, we work on some of the region's most exciting build, from high-rise apartments to hospitals, tunnels and data centres. Our focus is on safety, compliance, and doing the job right - every time.

About the role:
We're currently seeking an Administration Assistant to join our dynamic team. In this office-based position, you will be assisting the Project Management team with the administration tasks required to get our projects moving. You will need to have strong computer skills.

Key Responsibilities:
1. Client Liaison & Booking Coordination

Communicate with clients to schedule inspections and job bookings.
Use digital platforms (ie. itrade, or other client-specific portals) to make bookings, upload documents, and track job progress.
Confirm and follow up on inspection dates with both clients and internal teams.
2. Materials Ordering & Supplier Coordination

Order materials and fire-rated products for large-scale construction projects based on job requirements and site timelines.
Liaise with suppliers to ensure accurate quantities, delivery schedules, and cost tracking.
Maintain a record of all material orders, delivery notes, and supplier invoices.
3. Compliance & Register Review

Review and maintain inspection registers, ensuring all documentation is up to date and compliant with relevant fire safety standards.
Support the QA process by tracking corrective actions and ensuring documentation is completed accurately.
4. Project Documentation Handover

Assist in compiling Operation & Maintenance (O&M) manuals and handover packages for completed projects.
Collate compliance certificates, warranties, and other critical project documents for client submission.
5. Contract & Warranty Administration

Draft, review, and submit retention tracking forms, warranty documents, and related project admin forums.
Monitor key deadlines and ensure timely renewals or follow-ups.
6. General Administration

Provide admin support across multiple teams including scheduling, phone/email handling, and record keeping.
Keep internal job tracking and filing systems organised and up to date.
Supplier/Contractor/Vendor set up.
Contractor onboarding tender/company detail forms/vendorpanel tenders.
Training & course coordination - RIW, RSW, FPAA, Site Inductions
New project documents.
Fleet maintenance.
New Staff onboarding.