Administrator

Teamified works with top enterprises and digital native businesses in Australia helping them build their remote teams in India, Philippines and Sri Lanka. We pride ourselves with hiring great teams to work on exciting game changing technology. Teamified currently has 200+ engineers, testers, product managers etc. working across 20+ partners. We focus on uplifting the way organisations build and manage their remote teams through great working relationships, trust, integrity, culture and hiring processes. Additional to this we are building our own technology product offerings. We strive to deliver the best outcomes for our customers, our partners and our people.

About Our Client:

Our client is a dynamic, multi-faceted facility services provider operating across Victoria, New South Wales, and Queensland. They deliver specialised solutions that enhance and maintain diverse environments, including government buildings, international airports, commercial sites, educational institutions, healthcare facilities, and more. Established in 2013 and grown through strong client partnerships and word of mouth, the company combines a hands-on, tailored approach with a flawless safety record and a highly trained team. Every project is customised to each client's unique requirements, ensuring efficient, safe, and consistently exceptional results.

About the Role:

Our client is seeking an Administrator to provide comprehensive administrative and HR support across the business. This role is central to managing people processes, job workflows, and client communications. Responsibilities include staff onboarding, inductions, compliance checks, training records, timesheet approvals, rostering, and preparation of payroll data for processing. The Administrator will also track licenses, training, and ongoing staff compliance requirements.

Operationally, the position oversees job bookings, allocates work to managers, closes off jobs, approves them for invoicing, and forwards details to accounts. Additional tasks include generating reports, preparing client sign-offs, and creating quotes on behalf of management. The Administrator manages shared Outlook accounts (admin, work orders, accounts, sales), drafts and sends emails on behalf of management, and maintains documents and files within SharePoint. The role also includes managing the business phone line, receiving calls, and delegating tasks to managers as required.

The ideal candidate is detail-oriented, highly organised, and proactive in supporting both staff and management, combining strong administrative skills with excellent communication and a focus on accurate record-keeping across HR, operations, and client documentation.

Summary of Role:

The Administrator provides comprehensive administrative, operational, and HR support across the organisation. Working closely with middle and senior management, this role maintains people processes, coordinates job workflows, ensures timely client communications, and upholds compliance standards.

Key Responsibilities:

HR & Compliance

• Manage onboarding, staff inductions, and compliance checks
• Maintain training records and track licenses, certifications, and compliance requirements
• Oversee timesheet approvals, staff rosters, and prepare payroll data for processing

Operations Support

• Manage job bookings, allocate work to managers, and monitor job progress
• Close off jobs, approve for invoicing, and forward to accounts
• Generate operational and client reports, including preparation of client sign-offs
• Create quotes on behalf of management

Administration & Communication

• Manage shared Outlook accounts (admin, work orders, accounts, sales)
• Draft and send emails on behalf of middle and senior management
• Answer the business phone line, receiving calls and delegating tasks to managers
• Maintain SharePoint documents and files, ensuring accuracy and accessibility

Skills & Attributes:

• Strong organizational and time-management skills with keen attention to detail
• Ability to manage multiple priorities in a fast-paced environment
• Excellent written and verbal communication skills
• Proactive, solutions-focused, and reliable in supporting both staff and management
• Proficient in Outlook, Microsoft 365, job management software, and SharePoint

Qualifications & Experience:

• Previous experience in administration or office management
• Knowledge and experience with OSH or Health And Safety policies and procedures (Can implement or change current policies if needed)
• Exposure to HR, payroll preparation, or compliance administration (desirable)
• Experience in facilities management, cleaning, or service-based industries (advantageous)

Performance Indicators:

• Accurate and timely processing of payroll and staff records
• Effective management of job workflows and invoicing readiness
• High-quality client documentation and communications
• Compliance records maintained with no overdue licenses or training gaps
• Positive feedback from management on responsiveness and support

• Flexibility in work hours and location, with a focus on managing energy rather than time.
• Access to online learning platforms and a budget for professional development
• A collaborative, no-silos environment, encouraging learning and growth across teams
• A dynamic social culture with team lunches, social events, and opportunities for creative input
• Health insurance
• Leave Benefits

If you have the skills and are eager to contribute to our team's success, we encourage you to apply for this exciting opportunity. Apply now