Admin & Executive Support ✦ Dedicated & full-time

Administration
Assistant

General admin, data entry and document control that keep the office running — from $14/hr + GST.

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$14/hrFrom, + GST · full-time
70%Average saving vs a local hire
14 daysBrief → first day
Fully managedWe hire, you lead

What an Administration Assistant does

Every growing business generates admin faster than it can absorb it. An administration assistant keeps the engine running — data, documents, scheduling and the small tasks that add up.

Every StaffingSolutions.io administration assistant is recruited, hired and managed by us — reference-checked for your tools, working your business hours, and backed by our zero-risk promise: no placement fee, money-back first week, and a free replacement if the fit isn't right.

What they handle

  • Data entry — accurate and current.
  • Document control — formatting and versioning.
  • Scheduling — meetings and coordination.
  • Inbox & phone — first-line support.
  • Records — filed and findable.
  • Ad-hoc admin — the long tail, handled.
The actual work

A week in the role

Where an executive assistant serves a person, an administration assistant serves the whole office. The week is the main phone line, quotes and invoices going out, supplier bills coming in, the filing structure staying sane, and the registers — insurances, licences, inductions, renewals — being current when someone finally asks for them.

The taskWhat that actually involves
Front line phone and enquiries

Answers the main business line through Microsoft Teams Phone or 3CX, takes messages that record what the caller actually needs rather than just a name, routes to the right person, and clears the general enquiries inbox to a same-day standard.

Raising quotes and invoices

Converts job sheets, work orders and accepted quotes into invoices in Xero or MYOB, checks the customer record, purchase order reference and GST treatment, sends them out, and files a copy against the job.

Processing supplier bills

Collects supplier invoices from the post and the accounts inbox, publishes them through Dext or Hubdoc against the correct supplier and job reference, and queues them for the bookkeeper or client to code, approve and pay.

Document control and filing

Maintains the folder structure and file naming convention in SharePoint or Google Drive, moves documents out of email into the right job or client folder, manages access permissions, and archives closed jobs so live folders stay workable.

Registers and renewals

Keeps the registers current — public liability and workers compensation policies, trade licences, vehicle registrations, equipment servicing, software subscriptions — and gives the client written notice ahead of every expiry so nothing lapses quietly.

Contractor compliance paperwork

Collects SWMS, certificates of currency, licences and induction records from subcontractors before they start on site, checks the documents haven't expired, stores them against the contractor record, and flags anyone working without current paperwork.

Timesheet and roster collection

Chases outstanding timesheets from staff and subcontractors before the payroll cut-off, checks hours against job records and approved leave forms, and hands a complete, queried set to whoever runs the pay run.

Client onboarding paperwork

Sends the new client pack — service agreement, terms of trade, direct debit authority, credit application — through DocuSign, tracks what is outstanding, and sets the client up in the CRM and the accounting file once it's returned.

Meeting, vehicle and office logistics

Books meeting rooms and pool vehicles, orders stationery, kitchen and PPE supplies against the office budget, arranges couriers and Australia Post runs, and keeps the office running without the owner being asked about toner.

Scheduling jobs and appointments

Books client appointments and field jobs into the shared calendar or job management system, sequences them by suburb to cut travel between sites, and notifies both the client and the technician when something moves on the day.

Templates and simple procedures

Builds and maintains the letter, quote, form and email templates the team uses, and writes short step-by-step procedures for recurring admin tasks so the work runs the same way when someone is on leave.

Weekly status reporting

Pulls together the standing weekly lists — open jobs, outstanding quotes, unsigned agreements, overdue actions — chases the owner of anything stalled, and circulates it before the team meeting rather than during it.

Related roles

More Admin & Executive Support roles

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Data Encoder

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Before you hire

How to hire an administration assistant

Most administration hires go wrong at the brief, not the interview. “General admin” is not a role — it is a shape every applicant reads differently, and it is why the first month so often disappoints. Write down the five things you actually want off your plate, in the order they annoy you, and you have a description a good candidate can answer.

Then name the systems explicitly. Not “the usual tools” — Xero, HubSpot, your booking platform, your shared drive, whatever it genuinely is. Vague system lists are the most common reason an offshore admin hire stalls in week one, because nobody finds the gap until the work starts.

At interview, test the two things that actually predict success: whether they ask clarifying questions before starting, and whether they write clearly. Speed can be taught; neither of those can. We shortlist against your brief and you interview as many as you like before deciding.

Questions

Frequently asked

How much does an administration assistant cost?
From $14/hr + GST for a full-time, dedicated team member — roughly $29K a year against $95K–$115K all-in for the local equivalent once you add super, leave, payroll tax, software and a desk. No placement fee, no setup fee, no recruitment retainer: you pay from the day they start, for hours worked, and interviewing candidates costs nothing. Specialist roles sit a little higher. Run your numbers →
How fast can they start?
Typically 14 days from your discovery call to day one. In the first week we source and screen against your brief; you get three matched profiles and interview whoever you like. Once you choose, we handle the offer, the contract, equipment and connectivity checks, and induct them on our side before they reach you. Specialist roles — developers, NDIS claims, anything needing niche software — can take a week longer, because we won't pad a shortlist just to hit a date.
What if the fit isn't right?
You're covered twice over. If it's clearly wrong by day five, your first week is refunded in full. After that, a free replacement any time — new shortlist, new interviews, no second fee, because there was never a first one. Before it gets that far, talk to us: our HR manager will work through it with you and the team member, since most problems turn out to be an unclear process rather than the wrong person, and a fortnight of coaching usually fixes it. Replacing someone is the last resort, not the first move.
Is there a minimum term?
Three months, then month to month. It's the same runway you'd give a new local hire to learn your systems, your clients and your standards — and the team members who get a fair run are the ones who stay for years. There are no exit penalties at any point, and if the issue is the person rather than the role, the first-week refund and free replacement cover that separately.
How do you handle confidentiality?
The same way you'd treat any remote team member. Every placement signs an NDA and a confidentiality clause before day one, and they work inside your systems — your email, your CRM, your file storage — so you control what they can see and can revoke access instantly. No client data is stored on our side.
What stays with you, and what goes to them?
They take the recurring, process-driven part of the administration Assistant role — the work that happens the same way every week and eats your day. Judgement calls, client relationships, anything requiring your licence, sign-off or authority stay with you. The clients who get the most out of an administration Assistant hand over a defined process and keep the decisions, rather than handing over the whole function and hoping. On the discovery call we'll map which tasks fall on which side of that line before you commit to anything.
How do I hand the work over without losing weeks to training?
Record yourself doing the task once and talk through it as you go — a fifteen-minute screen recording beats a written manual every time, and your administration Assistant will turn it into a documented process you both work from. Expect the first fortnight to be shadowing and checking, then steadily less. If you have nothing documented, that's normal and it's not a blocker: we'll help you decide what to record first, and your account manager checks in through the whole ramp-up.