What’s Driving the Inconsistency in Administration Pay Across Our Region?

Administration and office support roles are the backbone of most businesses – whether it’s a receptionist holding the fort at a mining services firm in Muswellbrook, or a Project Administrator juggling timelines for a civil contractor in Newcastle. But if you’ve been recruiting (or job hunting) in this space recently, you’ve probably noticed one thing: the pay doesn’t make a lot of sense.

We’re seeing Receptionists in Newcastle on $55K in one role and $70K in another. Office Coordinators on the Central Coast managing everything from HR to payroll to logistics – all while being paid under market. Meanwhile, in the Hunter, some Executive Assistants in construction are pulling over $100K, while others doing almost the same job sit closer to $75K.

So, why the inconsistency?

Job Titles Don’t Match the Job

It’s common in regional businesses for one admin person to wear five different hats. You’ll see someone running reception, doing invoicing, helping with HR, booking trucks, and ordering uniforms – all under a generic “Administration Assistant” title. Without clear job descriptions or benchmarking, the pay scale is all over the place.

Different Industries, Different Priorities

Admin isn’t valued equally across every sector. We’re lucky to have a diverse economy here – but that’s part of the challenge.

• Mining & construction – admin roles in the Hunter usually pay more due to compliance requirements and project pressure.
• Healthcare and community services, which employ a lot of people across all three regions, are often budget-constrained and can’t match the pay on offer in private industry.
• Professional services and engineering firms in Newcastle are starting to pay more competitively, especially in project-focused admin roles.

Location Still Matters (Even Regionally)

You’d expect Newcastle to lead the way on administration pay, and in some sectors it does – particularly for senior EA/PA or project support roles. But over on the Central Coast, we’re still seeing lower salaries despite business growth and rising living costs. In the Hunter, proximity to big projects or DIDO work can mean higher rates, but that doesn’t always apply across the board.

Temp vs. Perm Pay Confuses Things

There’s a big temporary workforce across the region – especially in administration. Temps often get paid more hourly, which makes sense for short-term roles. But it creates confusion when candidates expect similar rates for permanent jobs. Businesses aren’t always prepared to explain the gap, and that leads to mismatched expectations.

No Clear Career Path = Stagnant Pay

Administration doesn’t have a formal ladder like trades or technical roles do. People tend to grow into Office Manager or EA roles without a structured pathway – and the salary often doesn’t reflect the extra responsibility. Without qualifications as a benchmark, many employers don’t reassess pay as people grow into the role.

Historic Bias is Still Hanging Around

Let’s be honest – admin is still a female-dominated space, and in a lot of regional businesses, it’s seen as “non-core.” That mindset leads to outdated pay structures and fewer pay reviews. It’s not intentional most of the time – but it’s definitely holding things back.

So, What Can Employers Do?

If you’re hiring administration staff anywhere from the Upper Hunter to the Central Coast, here are some simple steps to get it right:

• Check in with the market – Real-time salary data matters more than old salary bands.
• Look at your internal equity – Administration is often overlooked in pay reviews.
• Be upfront about salary – Transparency attracts better talent and saves time.
• Create a growth plan – Even if it’s informal, show staff how they can move up and what that looks like pay-wise.
• Challenge the old thinking – “This is what we’ve always paid” is not a hiring strategy.

Administration professionals keep everything running – across operations, finance, projects, logistics, and HR. They’re often the first face of your business and the glue behind the scenes.

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