Bureau designs and deploys premium workspace pod solutions across Australia.
As we grow, our team needs a reliable, organised, and personable Admin Assistant to support day-to-day coordination across our internal team, client relationships, and supplier ecosystem.This is a hands-on coordination role sitting at the heart of the business.
You will be the connective tissue between our clients, subcontractors, and team.
You do not need a background in admin; what matters most is that you are a clear communicator, a natural organiser, and someone who takes ownership.KEY RESPONSIBILITIESClient & Stakeholder CoordinationAct as a key point of contact for clients throughout their lifecycleAdmin and task support for the team, scheduling, follow-ups, tracking ongoing projects through to completionMaintain skilled, warm relationships with clients and external partnersSystems & Org ManagementMaintain records across HubSpot, Notion, Google Workspace; support process improvement and AI tool adoption to drive efficiency.Process supplier invoices - checking, coding, and submitting via internal systems (e.g. Airwallex, HubSpot)Maintain accurate records across the CRM and project management toolsScheduling & Logistics SupportCoordinate on the phone with subcontractors, team members and clients - managing calendars, confirmations, and project completionTrack job progress across active projects and follow up on outstanding actionsAssist with document preparation including tender submissions, quotes, summaries, and client-facing communicationsInternal Team SupportSupport inbox management and ensure timely follow-up on open itemsAssist Leads with day-to-day workflow and ad hoc project tasksContribute to process improvement as the team builds out functionsABOUT YOUYou are most likely coming from a customer service, reception, office administration,



or client coordination background.
You do not need to have worked in admin, events, or logistics - but you should be someone who picks things up quickly and thrives in a varied, fast-moving environment.SKILLS & EXPERIENCEStrong administrative and organisational skills - you can juggle multiple threads without losing the detailExcellent written and verbal communication - you write clear, professional emails and aren't afraid to pick up the phoneCustomer service orientation - you understand what it means to represent a brand well, even when things get complicatedCompetency with standard business tools - Google Workspace or Microsoft 365, email, calendars, and the ability to learn new software quicklyA proactive, ownership mindset - you follow things through and don't need to be reminded twiceAbility to interpret complex documents and handle them consistentlyHighly RegardedExperience with CRM systems (HubSpot or similar)Familiarity with invoicing or basic accounts administrationExperience in reception, facilities, or a similar client-facing support rolePersonal AttributesCalm under pressure and adaptable when priorities shiftDetail-oriented without getting lost in the weedsA collaborative team player who also knows how to work independentlyComfortable asking questions and raising issues earlyBACKGROUNDS THAT TEND TO EXCEL HEREWe actively encourage applications from candidates whose experience includes:ReceptionAccount CoordinationCompliance AdministrationClient ServicesCustomer ServiceEA SupportFacilities CoordinationOffice ManagementWHAT WE OFFERA genuinely dynamic role in a growing, design-forward businessClose collaboration with a small, high-performing teamExposure to national operations and a wide network of clients and partnersRoom to grow - as Bureau scales, so does this role
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📌 Admin Assistant - Melbourne (Victoria)
🏢 Bureau
📍 Victoria