ABOUT US

Since 1998, Melbourne Innovation Centre (MIC) has helped thousands of small businesses, start-ups and entrepreneurs build their potential through workshops, webinars, online learning, mentoring and business advisory programs.

Today, MIC is evolving into a modern education, advisory and innovation organisation that combines human expertise, digital capability and emerging technologies. We are a small, committed team where the work is varied and your contribution is visible.

THE ROLE

You will be the operational backbone of MIC and the first point of contact for the businesses, participants and visitors we work with. You will keep the administration behind our programs, events, systems, finances and office running accurately and on time.

What makes this role different: we want to transform how we deliver customer service, and we want you to help lead it. Every day you will see where enquiries, bookings and follow-ups are slow, repetitive or error-prone. We will back you to test practical fixes, using AI tools alongside our CRM and other systems, and to document what works so the whole team benefits.

You do not need to be an AI expert. We are looking for a sharp problem solver who is curious, learns quickly and enjoys making a process better.

WHAT YOU WILL DO

- Be our first point of contact: answer the main phone line and shared inboxes, reply to enquiries within one business day and welcome visitors to our Cremorne office
- Help us design and trial smarter ways to handle enquiries, with a person always checking the result
- Keep contact, participant and program records accurate in HubSpot, including eligibility checks and ABN verification for government-funded programs
- Manage registrations, bookings, onboarding and document collection for our workshops, webinars, mentoring and programs, and organise the logistics for in-person events
- Prepare the monthly reporting pack, funder data and advisors' quarterly report data,



and keep records and procedures audit-ready to support our ISO 27001 compliance
- Enter supplier invoices and receipts in Xero within five business days, run the fortnightly accounts payable process and support our external accountant and COO at month-end
- Look after the Cremorne office, including supplies, suppliers and meeting rooms, a weekly tidy, the daily dishwasher unload and coffee and milk stock
- Support content capture at events (photos, short video and participant quotes, with consent) and appear in MIC's social and behind-the-scenes content, as every team member does

ABOUT YOU

Essential

- Two to three years' experience in an administration, program support or customer service role, ideally in a small team covering a wide range of duties
- Confident, professional phone and email manner, and comfortable being the first point of contact for the public
- Proven accuracy with data entry, records and basic finance tasks (invoices, receipts, reconciliations)
- Able to run several registrations, bookings and deadlines at once without dropping details
- Working proficiency in Google Workspace
- A track record of picking up new tools quickly and writing down how things are done

Desirable
- Experience with accounting software like MYOB or Xero.
- Experience with a CRM (HubSpot preferred), a task tool such as Asana, an online learning platform, or an event registration tool
- Experience supporting events, workshops or government-funded programs
- Hands-on use of AI tools for everyday work, even if only personally
- A diploma or degree in business, administration or a related field





The person who thrives here is reliable, calm and courteous when the phone and inbox are both busy, exact with records and money, and uncomfortable leaving something unreconciled. You take ownership without being asked, you are compliance minded, and you are discreet with participant, client and financial information. Above all, you ask "is there a better way to do this?" and then go and find out. WHAT WE WILL BE HONEST ABOUT

This is a hands-on role. You will be on site most of the week, answering phones, welcoming visitors and looking after the office, with one day a week working from home. There is occasional early-morning or evening work to support events, with time in lieu by agreement, and some manual handling for event set-up and deliveries. The work is varied, and the detail matters.

WHY JOIN MIC

- A small supportive team environment.
- A central Cremorne office, close to public transport
- Save your $7: barista-quality coffee for all staff, made on our proper coffee machine in the office
- Access to our Employee Assistance Program (up to five sessions a year) and paid maternity leave
- Exposure to small business programs, events and a growing digital learning and content operation

HOW TO APPLY Apply through our application form :

https://form.asana.com/?k=xqinL-CRvfvix2Pzoyf03g&d;=171590747467751

with your resume, plus either a short video (up to two minutes, no editing needed) or a written cover letter. Either way, tell us about a process you have fixed or improved and how you went about it. Both options are equally welcome, and we care about your thinking, not the polish. You will report to our Chief Operating Officer.

MIC is an equal opportunity employer and is committed to a protected, inclusive workplace. We value diverse perspectives and encourage applications from people of all backgrounds. If you need any adjustments during the application process, let us know.

📌 Administrative Officer (Melbourne)
🏢 Melbourne Innovation Centre
📍 Melbourne