Company Overview

Harmony New Energy Auto Services (WSP) Pty Ltd is part of Harmony Auto, an international dealership group specialising in the premium and luxury automotive sector. Since establishing a strategic partnership with BYD in 2023, Harmony Auto has been responsible for the development and operation of BYD and DENZA dealership networks across Australia and selected overseas markets. With the rapid expansion of BYD and DENZA in Victoria, we are building a strong local team to support dealership operations, customer experience, business growth, and the continued development of the new energy vehicle market in Australia.

Role Summary

The Administration Officer is responsible for providing high-quality administrative, operational, bilingual communication, project coordination, and budget support to ensure the smooth running of the office and dealership operations. Reporting to the Office Administration Manager, this role supports daily office administration, supplier coordination, internal communication, documentation, project follow-up, cost tracking, and cross-department coordination. The successful candidate will be organised, proactive, detail-oriented, and able to communicate effectively in both English and Mandarin.

This role is suitable for someone who is not only confident in daily administrative work, but also capable of supporting business projects, monitoring budgets, coordinating with multiple stakeholders, and contributing to the efficient operation of a fast-growing automotive business.

Key Responsibilities

Office Administration

- Provide day-to-day administrative support to the Office Manager and wider business team.
- Manage office supplies, stationery, uniforms, equipment, and other workplace resources.
- Coordinate office maintenance, cleaning, repairs, facilities requests, and general workplace arrangements.
- Maintain accurate records, filing systems, registers, contact lists, and internal documentation.
- Assist with meeting arrangements, internal notices, reports, correspondence, and general communication.
- Support onboarding arrangements for new employees, including workspace preparation, access cards, equipment, uniforms, and required documentation.
- Liaise with internal departments, suppliers, contractors, landlords, and service providers as required.
- Ensure the office environment is professional, organised, safe, and efficient.

Bilingual Communication Support

- Provide administrative and operational support in both English and Mandarin.
- Assist with preparing, reviewing, and translating internal documents, notices, procedures, forms, and communication materials where required.
- Support communication between English-speaking and Mandarin-speaking staff, management, suppliers, contractors,



and external stakeholders.
- Assist with meeting notes, follow-up actions, and cross-cultural communication where bilingual support is required.
- Ensure information is communicated clearly, accurately, and professionally in both languages.

Project Coordination

- Assist the Office Manager with planning, coordinating, and tracking internal projects.
- Prepare project timelines, task lists, progress updates, meeting notes, and follow-up reports.
- Coordinate with different departments to ensure project tasks are completed on time.
- Monitor project progress and escalate delays, risks, or issues to the Office Manager.
- Support office setup, dealership opening preparation, relocation, renovation, process improvement, and business support projects where required.
- Assist with the implementation of new administrative processes, systems, and operational improvements.

Budget and Cost Control

- Assist in preparing and monitoring office administration budgets.
- Track office and project-related expenses to ensure spending is aligned with approved budgets.
- Obtain supplier quotes, compare pricing, and support cost-effective purchasing decisions.
- Process purchase requests, invoices, expense records, and supporting documentation in accordance with company procedures.
- Maintain accurate records of office and project expenditure.
- Identify opportunities to reduce costs and improve administrative efficiency.
- Support the Office Manager in monitoring supplier costs, project spending, and budget variances.

Supplier and Contractor Management

- Coordinate with suppliers, landlords, cleaners, maintenance providers, contractors, and other external service providers.
- Maintain supplier records, contracts, service schedules, and key contact lists.
- Follow up on service delivery, repair requests, outstanding issues, and agreed timelines.
- Assist in reviewing supplier performance and recommending improvements where required.
- Ensure contractors and suppliers follow company procedures, site requirements, and safety expectations.

Compliance and Workplace Support

- Support the implementation of workplace policies, procedures, and safety requirements.
- Maintain office-related compliance records, including maintenance logs, inspection records, contractor documents, and service reports.




- Assist with workplace health and safety administration, incident records, and general site support.
- Support internal audits, document checks, and administrative compliance tasks as required.
- Help ensure the workplace remains clean, protected, organised, and compliant with company standards.

Key Selection Criteria

Essential Requirements

- Previous experience in administration, office coordination, project support, or a similar role.
- Strong bilingual communication skills in English and Mandarin.
- Ability to support workplace communication, document preparation, translation, and coordination across multicultural teams.
- Strong organisational and time management skills.
- Ability to manage multiple tasks, deadlines, and competing priorities.
- Strong attention to detail and accuracy in documentation, reporting, and record keeping.
- Good communication and stakeholder coordination skills.
- Ability to work independently and follow tasks through to completion.
- Experience with budget tracking, invoice processing, supplier quotes, purchase requests, or basic cost control.
- Proficiency in Microsoft Office, particularly Excel, Word, Outlook, and Teams.

Desirable Requirements

- Experience in the automotive, retail, dealership, property, construction, or fast-growing business environment.
- Experience supporting office setup, dealership opening, relocation, renovation, or process improvement projects.
- Basic understanding of procurement, supplier management, and purchase order processes.
- Experience working with senior management, external contractors, and cross-functional teams.
- Interest in the electric vehicle or new energy vehicle industry.

Personal Attributes

- Professional, reliable, and proactive.
- Highly organised with strong follow-up skills.
- Strong problem-solving mindset.
- Able to communicate clearly with different levels of the business.
- Comfortable working in a fast-paced and changing environment.
- Cost-conscious and commercially aware.
- Willing to take ownership and complete tasks to a high standard.
- Positive attitude and strong team spirit.
- Able to work effectively with both English-speaking and Mandarin-speaking stakeholders.

Performance Expectations

- Office administration tasks are completed accurately and on time.
- Internal stakeholders receive timely and professional support.
- Bilingual communication support is clear, accurate, and effective.
- Project tasks are tracked, followed up, and completed within agreed timelines.
- Office and project expenses are monitored against approved budgets.
- Supplier and contractor issues are managed promptly and professionally.
- Office operations remain organised, compliant, safe, and efficient.

📌 Administration Officer （Billingual Preferred） (Doncaster)
🏢 Harmony New Energy Auto Services (WSP
📍 Doncaster