Executive Assistant and Administration Coordinator (Caringbah)

Executive Assistant and Administration Coordinator Permanent Full-Time Role Based in Office – Caringbah, NSW Reports to: Director (Simon) Salary: $75,000 – $85,000 + super (depending on experience) Full-time preferred, however a flexible 5 day school hours arrangement may be considered for the right long term candidate. About the Role Forensic Engineering Australia is a growing professional services consultancy based in Caringbah, working across engineering, insurance, legal and building matters. We are looking for a highly organised and proactive Executive Assistant to support the Director and become a valued long term part of the business. This is a varied and hands on role suited to someone who enjoys helping things run smoothly, staying organised, supporting leadership and taking ownership of their work. The role combines executive assistance, administration, workflow coordination and general business support within a professional but down to earth small business environment. The right person will help create structure, maintain organisation and ensure day to day tasks and communication continue moving efficiently. Key Responsibilities
· Executive Assistant Support
· Manage the Director's calendar, scheduling and appointments
· Coordinate meetings, travel bookings and general logistics
· Assist with inbox and correspondence management
· Provide day to day executive and administrative support
· Help prioritise tasks and keep workflows moving efficiently
· Anticipate needs and assist in keeping the Director organised and focused
· Client & Stakeholder Communication
· Act as a professional first point of contact for clients and stakeholders
· Liaise with clients, consultants, insurers, lawyers, contractors and strata managers
· Maintain a high standard of professionalism and communication
· Follow up outstanding items and ensure communication is completed efficiently
· Business Administration & Workflow Support
· Assist with coordination and organisation across active projects
· Maintain organised digital files, records and systems
· Prepare reports, documents and correspondence
· Assist with improving internal organisation and administrative processes
· Support general office administration and day to day business tasks
· Financial & Business Support
· Prepare and issue invoices
· Follow up outstanding invoices where required
· Assist with Xero administration and reconciliation support
· Support general reporting and business administration tasks About You You are someone who:
· Is highly organised and naturally proactive
· Enjoys helping things run smoothly and staying one step ahead
· Has strong attention to detail and time management skills
· Communicates professionally and confidently
· Can manage multiple priorities calmly and efficiently
· Is reliable, trustworthy and solutions focused
· Enjoys working within a small professional team environment
· Is looking for a stable, long term role where you can become a valued part of the business Skills & Experience
· Minimum 3-5 years of experience in an Executive Assistant or Personal Assistant role is required
· Experience supporting a business owner or senior leadership preferred
· Robust written and verbal communication skills
· Strong Microsoft Office skills including Outlook and Excel
· Experience using Xero and cloud based systems preferred
· Ability to work independently and take initiative
· Professional presentation and communication style
· Experience within engineering, construction, legal, consulting or professional services environments will be highly regarded What We Offer Stable long term role within a growing business Supportive and professional team environment Variety within the role and opportunity to take ownership Flexible structure available for the right candidate Caringbah office location with on site team environment We are looking for someone who values professionalism, reliability, initiative and being a genuinely supportive part of a close knit business. To apply, please send your resume and why you're interested in this role to adm••@forensicengineeringaustralia.com Look forward to hearing from you! Apply on Kit Job: kitjobau.com/job/3qbxpv