Job Overview:

We are looking for a highly organized Passive Fire Protection Administrative Coordinator (Australian compliance and safety) to act as the administrative backbone of our remote operations. In this role, you will independently manage complex document control, coordinate critical project workflows, and ensure all building safety records meet strict Australian regulatory standards. You will serve as a key communications bridge between builders, contractors, and internal teams, keeping schedules and project deadlines on track. This position requires a proactive, tech-savvy problem solver who can maintain absolute precision under minimal supervision while driving process efficiency.

Client Overview:
We are a growing Australian company specializing in passive fire protection solutions that ensure buildings meet crucial safety, compliance, and regulatory requirements. We work closely with contractors, builders, and property managers to deliver high-quality fire protection services across diverse commercial and residential projects. As our business continues to expand, we are seeking a highly organized Administrative Coordinator to support daily operations and maintain accurate records. In this role, you will play a vital part in assisting with project administration and streamlining workflows to fuel our continued success.

Schedule:

• 20 hours per week, Flexible Australian Eastern Standard Time

Responsibilities:

Administrative Support

• Provide day-to-day administrative support to the operations and management teams
• Organize, maintain, and update company records, project files, and documentation
• Prepare reports, forms, and administrative documents as required
• Maintain accurate digital filing systems and ensure information is easily accessible
• Assist with data entry and record management across internal systems

Project Coordination

• Support the administration of ongoing projects and service activities
• Track project documentation and ensure records are complete and up to date
• Assist with scheduling appointments, inspections, and project-related activities
• Monitor deadlines and follow up on outstanding tasks or documentation
• Coordinate information between internal staff, contractors, and clients

Client & Contractor Communication

• Respond to emails and general inquiries in a professional and timely manner
• Coordinate communications with clients, contractors, suppliers, and stakeholders
• Assist with preparing and distributing project-related correspondence
• Follow up on outstanding information, documentation, and approvals

Compliance & Documentation

• Maintain accurate records relating to project compliance and regulatory requirements
• Ensure documentation is filed correctly and meets company standards
• Support the preparation and organization of compliance-related paperwork
• Assist with maintaining quality assurance records and operational documentation

Requirements:

• Previous experience in an administrative, coordinator, or office support role
• Strong organizational skills and exceptional attention to detail
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office and cloud-based business applications
• Ability to manage multiple priorities and meet deadlines
• Strong data entry and record management skills
• Ability to work independently with minimal supervision
• Professional and proactive approach to problem-solving

Preferred:

• Experience supporting construction, trades, engineering, or compliance-related businesses
• Familiarity with project administration and document control processes
• Understanding of Australian compliance and safety documentation requirements

Scope & Engagement:

• Provide administrative support across business operations and project activities
• Coordinate documentation, records, and communication workflows
• Assist with project tracking and operational reporting
• Support compliance and documentation management processes
• Work closely with management and operational staff to improve efficiency
• Contribute to the continued growth and organization of the business

Why Join This Team:

• Opportunity to support a growing and specialized industry leader
• Diverse administrative role with exposure to project coordination and compliance processes
• Collaborative and supportive work environment
• Long-term opportunity for professional growth and development
• Meaningful contribution to projects that help improve building safety and compliance

Independent Contractor Perks:

• Permanent work from home
• Immediate hiring

Note:

• Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. We will set your hourly pay rate based on your performance in the application process. Submissions that meet all requirements will receive priority review.