Position Overview

The Office Administrator is responsible for the efficient day to day administration, organisation and coordination of a Family office, supporting two Principals and working closely with their respective Executive Assistants and other members of the broader team.

The role is intended to provide a central point of coordination for general office matters, ensuring that the office is well organised, appropriately presented and operates efficiently. It is a practical, hands on position requiring initiative, discretion, attention to detail and a willingness to take responsibility for the many day to day matters that arise in a busy private office environment.

The Office Administrator will work collaboratively with the Groups Executives, relieving them of general office administration and coordination matters so they can remain focused on supporting their respective Principals.

Location, Hours and Basis of Engagement

- The position is full time and office based, located at the Group’s office in Cottesloe, Western Australia.

- The Office Administrator is expected to be present in the office throughout normal business hours. A central purpose of the role is to ensure that the office is attended and properly run at all times, including when the Executive Assistants are working externally or travelling.

- The role includes regular external errands (for example collections, deliveries and purchasing). These are to be planned and timed so that the office remains attended, and coordinated in advance with the Executive Assistants.

- A current and unrestricted Western Australian driver’s licence and access to a reliable motor vehicle are required.

- Some flexibility outside ordinary hours will occasionally be required, for example in connection with functions, visitors, travel or urgent matters.

Key Responsibilities

Office Administration and Coordination

- Take responsibility for the general day-to-day administration and smooth running of the office.

- Act as the central point of contact for general office matters and coordinate issues through to completion.

- Maintain an organised, professional and well-presented office environment.

- Coordinate office supplies, stationery, consumables, kitchen provisions and other day-to-day requirements.

- Coordinate maintenance, repairs, cleaning, security and other office services as required.

- Liaise with building management, contractors, suppliers and service providers.

- Maintain appropriate office records, contact lists, directories and administrative systems.

- Identify administrative or operational issues and proactively arrange solutions.

Front of House, Visitors and Hospitality

- Ensure the office is appropriately prepared each day and that reception, common areas, meeting rooms and facilities are always maintained to a high standard of presentation.





- Receive and assist visitors courteously and discreetly, and manage the arrival and departure of guests.

- Answer and direct incoming telephone calls and general enquiries.

- Prepare and provide coffee, tea and refreshments for the Principals, visitors and staff as required.

- Arrange lunches, catering and refreshments for the Principals, meetings and functions as required.

- Prepare meeting rooms in advance, including documentation, equipment, catering and other requirements, and restore them afterwards.

Support to the Principals and their Executive Assistants

- Provide general administrative support to the two Principals as required, working through and in coordination with their respective Executive Assistants.

- Assist the Executive Assistants with administrative, logistical and coordination matters, and provide cover for routine administrative tasks during periods of absence or leave.

- Ensure requests from the Principals and Executive Assistants are appropriately followed up and completed.

- Assist with correspondence, document preparation, printing, scanning, filing and distribution.

- Coordinate couriers, deliveries, incoming and outgoing mail and other office communications.

- Assist with appointments, functions, visitors and other arrangements where required.

Office Coordination

- Ensure the office is appropriately prepared each day and that common areas, meeting rooms and facilities are maintained to an appropriate standard.

- Coordinate visitors and provide appropriate assistance on arrival.

- Maintain oversight of office equipment and arrange servicing, replacement or repairs where necessary.

- Assist with IT and communications matters by coordinating with the relevant internal or external providers.

- Coordinate office access, keys, passes and related security arrangements.

- Assist with onboarding new employees and ensuring workstations, equipment, access and general office requirements are ready for commencement.

- Coordinate staff functions, meetings and other office activities as required.

General Administration

- Maintain filing and document management systems.

- Assist with processing invoices, purchase orders and administrative approvals where required.

- Maintain registers, schedules and other administrative records.

- Assist with travel, accommodation, bookings and logistics when requested by the Executive Assistants.

- Undertake research, obtain quotations and coordinate purchases or services as required.





- Provide general administrative assistance across the office where priorities require.

Working Relationships

The Office Administrator will:

- support two Principals in relation to general office and administrative matters;

- work closely with the Executive Assistants supporting each Principal;

- liaise with other executives, employees, contractors and service providers as required; and

- act as a central coordination point to ensure office-related matters are dealt with promptly and efficiently.

The role is not intended to replace the Executive Assistants or assume primary responsibility for management of the Principals' diaries and executive affairs. Rather, it complements those roles by taking ownership of the broader administrative and practical requirements of the office. The role has a single reporting line, and receives day to day work from both businesses.

Skills and Attributes

The successful person will ideally demonstrate:

- robust organisational and administrative skills;

- a practical and proactive approach, with the ability to see what needs to be done and attend to it without unnecessary direction;

- excellent attention to detail and follow-through;

- the ability to manage numerous small matters simultaneously and prioritise effectively;

- a high level of discretion and confidentiality;

- excellent computer literacy, including a high level of competence across the Microsoft Office suite (Outlook, Word, Excel, Teams and SharePoint);

- a willingness to use, and preferably some experience with, artificial intelligence tools to work more efficiently, together with a sound understanding of the confidentiality considerations that apply to their use;

- strong written and verbal communication skills;

- confidence dealing with senior executives, visitors, suppliers and contractors;

- a calm, flexible and solutions-focused approach;

- good judgement and an understanding of when matters should be dealt with independently and when they should be escalated;

- previous experience in a private office, family office, professional services firm or similar confidential environment (desirable); and

- a willingness to assist with tasks outside a narrowly defined job description where reasonably required.

Overall Expectation

The Office Administrator should take genuine ownership of the day-to-day office environment. The objective is that the Principals, Executive Assistants and broader team can rely on the Office Administrator to ensure that general office and administrative matters are anticipated, coordinated and completed efficiently, without requiring continual supervision or follow-up.

This is a trusted position within the office and requires a person who is organised, discreet, responsive and prepared to take responsibility for getting things done.

📌 Office Administrator (Cottesloe)
🏢 Important Business
📍 Cottesloe