Sphere Solutions
Office Administrator
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My client is seeking an organised, detail-oriented Office Administrator to join a fast-paced fit out and refurbishment team. In this crucial office-based role, you will be the administrative backbone of our live projects, ensuring materials arrive on time, financial processes run smoothly, and project handover packages are delivered to high industry standards.
Are you the right applicant for this opportunity? Find out by reading through the role overview below.
If you thrive in a dynamic environment, love bringing order to construction logistics, and take pride in seamless project coordination, we’d love to hear from you.
Key Responsibilities
Procurement & Material Ordering
- Order site materials, plant hire, and tools accurately based on project schedules and site manager requests.
- Research suppliers to negotiate competitive pricing, delivery timeframes, and terms.
- Track deliveries to ensure site teams have required supplies without causing project delays.
- Reconcile delivery notes with invoices and purchase orders.
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Financial & Systems Administration
- Raise and issue Purchase Orders (POs) accurately within our accounting/management software.
- Match POs against supplier invoices and resolve any pricing or quantity discrepancies.
- Maintain clean records of project expenditures to assist Quantity Surveyors and Project Managers with cost tracking.
O&M Manual Preparation & Project Completion
- Collate, assemble, and format Operation & Maintenance (O&M) manuals for completed fit out projects.
- Liaise with subcontractors, suppliers, and site managers to gather required warranties, health & safety files, technical datasheets, and test certificates.
- Ensure final handover packages are delivered digitally and physically to clients within strict project deadlines.
General Office Support
- Serve as the main point of contact for incoming telephone calls, emails, and general site/office inquiries.
- Maintain central digital filing systems for project documentation, drawings, and correspondence.
- Assist Project Managers with ad-hoc administrative tasks, site setup logistics, and subcontractor onboarding files.
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Requirements & Qualifications
- Previous experience in an administrative role within construction, commercial fit out, refurbishment, or trade supplies is strongly preferred
- Strong proficiency in Microsoft Office (Excel, Word, Outlook).
- Experience with construction/accounting software (e.g., Xero, Sage, Procore, or similar PO systems) is a bonus
- Attention to Detail: Meticulous accuracy when raising POs and checking complex technical documentation for O&M files.
- Communication: Clear, confident communication style for dealing with suppliers, subcontractors, and internal site teams.
- Organisation: Ability to prioritize multiple urgent tasks and work calmly under project deadlines.
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