Description

Part-time Practice Assistant - Architecture & Interior Your new company
Are you the ultimate Practice Assistant who thrives in a role packed with variety and challenge?
One moment you're providing high-level executive and personal support to the MD and the wider team, the next you're across operations, accounts, HR, and even property management. If that sounds like your kind of environment, this could be the perfect opportunity for you!

I am currently recruiting for a permanent, part-time Practice Assistant to join a leading Architecture and Design firm on the fringe of the Sydney CBD.

In this position, you will be working alongside the Practice Manager and will be responsible for overseeing the financial, operational, and administrative functions of the architectural practice. Reporting directly to the Managing Director, the role involves managing business and personal finances, maintaining financial systems, coordinating payroll, processing accounts, and ensuring compliance with legal and tax obligations. It also includes supporting the Managing Director through diary management, travel coordination, inbox oversight, and facilitating property portfolio administration.

This position is a perfect opportunity for a professional seeking flexibility, looking to work 3-4 days a week.

PLEASE NOTE: You must be an Australian Citizen or a Permanent Resident to apply.
Your new role

• Oversee daily operations, accounts, and office management.
• Provide high level Executive Assistant support to the Managing Director.
• Foster a positive, collaborative workplace culture.
• Ensure effective communication and time management across the practice.
• Support the accountant and bookkeeper with tax returns, payroll, and expense management.
• Oversee accounts payable/receivable, credit card payments, and company expenses.
• Maintain financial systems including Total Synergy and Xero, ensuring accurate invoicing, reporting, and compliance.
• Manage the Director's property and personal financial records.
• Act as first point of contact for the Managing Director.
• Coordinate property portfolio administration, travel, and general office systems.
• Ensure compliance with ISO 9001 standards and company policies.
• Liaise with consultants, IT providers, and manage office maintenance, supplies, and safety systems.
• Assist with events, subscriptions, and industry compliance requirements.
• Liaise with clients, consultants, and suppliers.
• Coordinate client meetings, catering, and hospitality.
• Maintain professional relationships with banks, legal, and accounting partners.
• Manage HR processes including onboarding, performance reviews, payroll compliance, and staff leave.
• Coordinate training, CPD sessions, conferences, and staff events.
• Track probation, anniversaries, birthdays, and maintain skills registers.
• Support staff wellbeing programs and workplace culture initiatives.

What you'll need to succeed

• Previous experience with Total Synergy software is highly desirable
• Excellent organisational and communication skills.
• Strong time management and ability to prioritise tasks and work to deadlines.
• Developed administration skills
• High degree of understanding of current administration, financial and support practices
• Highly developed conceptual, problem-solving and analytical skills
• Experience with financial software (typically Xero)
• Experience with database programs (typically Microsoft, Adobe).

What you'll get in return

• Permanent, part-time position
• Supportive team culture
• Birthday leave

What you need to do now
If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or alternatively, email me directly with a copy of your most up-to-date resume to Loretta.Callanan@hays.com.au and I will be in touch.
If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion about your career.
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