Job Description

We are looking for an organised and proactive Office Administrator to support the day-to-day administration and operations of the office. The role covers general office administration, facilities and vendor coordination, finance related administrative support, employee travel arrangements, and onboarding support.

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The ideal candidate is organised, detail-oriented, comfortable manage multiple tasks, and able to communicate effectively with internal teams, building management, suppliers, and other external service providers.

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This is an office-based part-time chance, requiring a commitment of 15.2–22.8 hours per week across 3 days. The role can be based in either Melbourne or Sydney, and we welcome applications from candidates located in either city. Candidates must be available to work a minimum of 3 days per week from the office.

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Key Responsibilities

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Office Administration & Facilities

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- Support the day-to-day operations of the office and help maintain a clean, organised, and efficient working setting.
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- Manage regular office supply, groceries, drinking water, and other office-related orders.
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- Monitor office inventory and coordinate with vendors and Building Management regarding facilities, maintenance, access cards, and other office-related matters.
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- Maintain office records, including seating plans and phone number registers, and arrange renewals where required.
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- Manage weekly PO Box collection and distribution of relevant documents.
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Finance & Administrative Support

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- Assist with monthly budget submissions and maintain relevant supporting records.
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- Process and submit office-related bills, including utilities, telecommunications, and other recurring expenses.
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- Maintain accurate administrative and invoice records and liaise with Finance regarding payment or reimbursement queries.
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- Prepare and update seating lists where required for internal cost allocation.
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Travel & Employee Support

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- Assist with employee business travel administration and arrange business travel insurance. Coordinate with relevant internal or regional teams regarding travel-related requirements.
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- Support HR with employee onboarding and offboarding administration. Arrange building access cards, office access, workstations, and other office related arrangements for new employees.
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General Administration

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- Liaise with internal teams, Building Management, vendors, and external service providers on day-to-day administrative matters.
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- Follow up on outstanding office or facilities issues as required.
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- Provide general administrative support to the HR & Administration team and assist with ad hoc administrative tasks.
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Qualification & Requirements

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- Previous experience in office administration, administrative support, reception, or a similar role is preferred.
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- Strong organisational skills and time-management skills with good attention to detail.
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- Ability to manage multiple tasks and follow up on outstanding matters.
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- Good written and verbal communication skills.
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- Proficiency in Microsoft Office; experience with Lark or similar office systems is an advantage. Proactive, reliable, and comfortable working independently as well as within a team.
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Next Steps

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Upon receiving your application, our team will carefully review it. If your skills and experience align with the role, we will reach out to arrange a conversation and guide you through the recruitment process.

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A Note to Recruitment Agencies

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We kindly request no unsolicited approaches, as we are not engaging external recruitment support at this time.

📌 Office Administrator (Victoria)
🏢 Vantage
📍 Victoria