Administration Assistant in Sydney

FCC Construction Australia Pty Ltd – Sydney CBD NSW

Since establishing in Australia in 2020, FCC Construction Australia is committed to expanding the capability of the Australian construction market by leveraging our proven integration approach and demonstrating our reputation for solving complex infrastructure challenges through our innovative solutions.

We draw on our global position as one of the top construction companies globally, operating in over 30 countries for the past 125 years and responsible for delivering some of the largest, most complex, and highly acclaimed projects globally under an integrated business model.

This role includes front-of-house reception coverage during designated hours, ensuring a professional and welcoming experience for all visitors and callers to the Sydney office. The position also provides valuable administrative support to project delivery activities, including bid office and site office establishment, working alongside Project Directors and the Precontracts team as required.

The position suits a proactive, organised professional who takes ownership of their environment, builds strong relationships across the business, and thrives in a role with genuine variety and breadth.

Summary of Responsibilities

1. Office Management

Manage the day-to-day operations of the Sydney office, including facilities, vendor relationships, and workplace services.

• Provide front-of-house coverage at the head office for designated hours each day, serving as the first point of contact for visitors, contractors, and incoming calls

• Welcome and open visitors professionally, ensuring a positive first impression of FCC Construction Australia

• Coordinate visitor sign-in, building access, and security compliance in line with WHS requirements

• Manage incoming and outgoing mail and courier deliveries

• Liaise with building management and external service providers to ensure offices are functional, safe, and well-maintained

• Coordinate office supplies, equipment, and accounts

• Maintain workplace health and safety compliance, including first aid and warden coordination and building management liaison

• Coordinate office fit-outs, renovations, and workplace improvements as required

• Manage the central admin inbox and phone system and ensure consistent stakeholder communication

• Provide ad-hoc operational support to site offices as needed

2. National Administrative & Business Support

• Support Sydney administrative functions, acting as a reliable point of contact for staff queries

• Assist with procurement administration, including purchase orders, vendor compliance, invoice reconciliation, and new account setup

• Assist with coordinating travel bookings and itineraries for staff in collaboration with the travel agency

• Maintain corporate documentation, templates, trackers, and filing systems

• Assist with the coordination and logistics of company-wide events and initiatives

• Provide reliable administrative support to the broader leadership team when required

• Assist with new starter onboarding and offboarding administrative actions

• Coordinate meetings, prepare agendas, and assist with action tracking where required

• Handle correspondence and communications on behalf of the business as directed

• Support cross-functional projects and business improvement initiatives

• Identify opportunities to improve administrative processes, systems, and workflows

3. Bid Office & Site Office Support

• Assist with the establishment and setup of bid offices and site offices, including procurement of furniture, equipment, supplies, and IT requirements in coordination with relevant teams

• Liaise with Project teams and Precontracts teams to understand setup requirements, timelines, and operational needs for each bid or project

• Assist with coordinating logistics for bid office setup, including vendor engagement, delivery scheduling, and ensuring the space is operational ahead of key milestones

• Support the administrative requirements of bid teams during active bid periods, including document management, meeting coordination, and general administrative assistance

• Assist with the wind-down and packdown of bid offices following bid submission or project commencement, ensuring resources are returned, reallocated, or disposed of appropriately

• Maintain records and documentation related to bid and site office setup costs and activities

• Provide ad-hoc administrative support to site teams and project leaders as directed

Essential

• Demonstrated experience in office management or business administration

• Strong organisational skills with the ability to manage competing priorities across multiple stakeholders

• Professional presentation and communication style, with confidence in a front-of-house or client-facing environment

• Excellent written and verbal communication skills

• Proficiency in Microsoft 365 (Outlook, Teams, SharePoint, Word, Excel)

• Experience with procurement processes, including purchase orders and invoice management

• Ability to work independently, take initiative, and exercise sound judgement

• High attention to detail and commitment to accuracy

• Professional and discreet in handling confidential information

Desirable

Previous experience in a reception, front-of-house, or client-facing administrative role

Experience supporting project-based or construction environments, including bid or site office setup

If this sounds like the opportunity you’ve been waiting for, we look forward to hearing from you soon.

To value-add, it's important you have a proactive "can do" attitude and look to take the initiative to get involved with ad-hoc tasks and proactively seek additional work.

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