Administrator

Role OverviewThe Administrator is responsible for providing efficient and professional day-to-day administrative support to ensure the smooth operation of the office, department, or project team. This role involves managing correspondence, maintaining records, coordinating meetings, handling inquiries, and supporting internal staff and external clients. The Administrator plays a key role in creating an organized, compliant, and positive workplace environment.Key Responsibilities1. General Office Administration

• Answer and direct phone calls, respond to emails, and handle general inquiries from internal and external stakeholders.
• Greet visitors, issue visitor passes, and ensure compliance with site safety and security protocols.
• Manage office supplies, stationery, pantry stock, and equipment maintenance.
• Coordinate mail distribution, courier services, and document deliveries.
• Maintain a clean, organized, and safe office environment in accordance with workplace health and safety (WHS) standards.

2. Records & Document Management

• Maintain physical and electronic filing systems in compliance with company policies and Australian privacy laws (Privacy Act 1988).
• Prepare, format, proofread, and distribute documents, reports, letters, memos, and presentations.
• Ensure accurate data entry into company databases, CRM systems, or ERP systems as required.
• Assist with document version control, archiving, and secure disposal of confidential information.

3. Scheduling & Coordination

• Manage calendars, schedule meetings, appointments, and travel arrangements for managers or team members.
• Coordinate meeting logistics (room booking, catering, audio-visual equipment, agendas, minutes).
• Assist in organizing company events, training sessions, and team-building activities.
• Liaise with external vendors, venues, and service providers as required.

4. Financial & Procurement Support

• Process purchase orders, expense claims, and invoices in coordination with the finance team.
• Assist with petty cash reconciliation and credit card statement verification.
• Support budget tracking and reporting for departmental or project expenses.
• Liaise with suppliers and obtain quotes for office or operational needs.

5. Human Resources Support (where applicable)

• Assist with recruitment coordination (posting job ads, screening candidates, scheduling interviews).
• Support new employee onboarding (IT setup, workstation preparation, induction scheduling, uniform/ID issuance).
• Maintain employee records, leave requests, and timesheet data (ensuring compliance with Fair Work Act requirements).
• Coordinate training registrations and maintain training records.

6. Compliance & Safety Support

• Assist in implementing and monitoring workplace health and safety (WHS) practices, including hazard reporting and incident documentation.
• Ensure adherence to company policies, codes of conduct, and privacy requirements.
• Support the maintenance of compliance registers (licenses, certifications, insurance, vehicle logs).
• Assist with audit preparation and documentation requests.

7. Customer & Client Support

• Respond to client inquiries professionally and escalate complex issues as needed.
• Maintain client databases and ensure accurate contact information.
• Support the preparation of client proposals, service agreements, and project documentation.

Key Selection CriteriaQualifications & Experience

• Education: Minimum High School Certificate (Year 12). A Certificate III or IV in Business Administration, Office Management, or a related field is highly desirable.
• Experience: 1–3 years of experience in an administrative, reception, or office support role.
• Industry Experience: Previous experience in [insert industry: e.g., construction, professional services, healthcare, retail, not-for-profit] is advantageous but not essential.

Technical Skills

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams).
• Experience with office equipment (printers, scanners, video conferencing systems).
• Familiarity with document management systems (SharePoint, Google Drive, Dropbox, or similar).
• Basic understanding of accounting software (Xero, MYOB, QuickBooks) is a plus.
• Experience with CRM systems (Salesforce, HubSpot) or job management software (SimPRO, ServiceM8) is advantageous for industry-specific roles.

Knowledge of Australian Workplace Requirements

• Understanding of basic workplace health and safety (WHS) obligations (e.g., hazard reporting, emergency procedures).
• Awareness of the Privacy Act 1988 and Australian Privacy Principles (APPs) for handling personal information.
• Familiarity with the Fair Work Act 2009 (leave entitlements, flexible work requests) is beneficial for HR-support roles.

Soft Skills & Competencies

• Organizational Skills: Ability to prioritize tasks, manage multiple deadlines, and maintain orderly systems.
• Communication: Clear verbal and written communication skills; professional phone manner.
• Attention to Detail: High accuracy in data entry, document formatting, and record keeping.
• Problem-Solving: Proactive in identifying issues and suggesting practical solutions.
• Teamwork: Ability to work collaboratively with colleagues across different departments.
• Reliability: Punctual, dependable, and able to maintain confidentiality.
• Adaptability: Willingness to learn new systems and adjust to changing priorities.

Job Types: Full-time, Part-timePay: $8,000.00 – $12,000.00 per monthExpected hours: 20 per weekBenefits:

• Health insurance
• Salary packaging
• Visa sponsorship
• Vision insurance
• Work from home

Work Location: Remote