Administrator Assistant

Hachem | Melbourne | Office-based

Proposed engagement: Six-month contractor arrangement as ABN holder, with the possibility of extension

Hours: 22.8 hours per week across Monday–Friday. Daily start and finish times to be agreed. E.g. 10-3pm.

Reports to: Head of Operations

Location: Brunswick, Melbourne

About the Role

Hachem is an architecture, interiors and branding studio seeking an organised and proactive Office Administrator to support our Melbourne office.

This mid-level role combines office administration, reception, basic finance administration and coordination with our external payroll, HR and IT providers. You will provide administrative support to the Head of Operations and Principal Director, helping keep the studio organised and running smoothly.

We’re looking for someone who can hit the ground running from day one, bringing practical office administration and Xero experience to quickly take ownership of the day-to-day responsibilities.

Key Responsibilities

Finance & Payroll Administration

- Issue client invoices in Xero based on approved instructions and enter supplier invoices and bills.
- Maintain accurate accounts receivable and payable records, complete routine internal reconciliations and resolve related queries.
- Review aged receivables and follow up outstanding client invoices fortnightly, liaising with Senior Interior Designers and Project Leads as required.
- Track and invoice approved client-reimbursable expenses, including travel, couriers and other project costs.
- Coordinate financial paperwork, payroll information and leave records for the external payroll team within agreed deadlines.
- Coordinate tax-related documentation with the accountant when required.

Office & Executive Administration

- Maintain a qualified, organised and welcoming studio, including reception, meeting rooms, supplies and shared facilities.
- Provide administrative support to the Head of Operations and Principal Director, including calendars, meetings, correspondence and documents.




- Maintain organised and confidential business records.
- Coordinate approved travel and accommodation bookings, company events and team activities.
- Follow office procedures and obtain management approval before introducing changes.

HR Administration

- Provide administrative support to management and the external HR provider, including coordinating queries and following up agreed actions.
- Maintain confidential employee records, including hours, leave balances and documentation of meetings and reviews.

IT Coordination

- Coordinate routine IT assistance with the external IT provider, logging, following up and escalating issues as required.
- Maintain records of IT equipment, software licences and subscriptions.
- Coordinate approved equipment setup and user access changes for staff joining, changing roles or leaving.
- Follow IT security procedures and promptly report suspected security incidents.

Office Access & Security

- Coordinate access for tradespeople and act as the initial contact for office security matters.
- Occasional support outside agreed hours may be required for access, office-related calls or security matters. Availability, authorisation and payment arrangements will be agreed in advance.

About You

- Previous experience in office administration, including invoicing and accounts administration.
- Practical experience using Xero.
- Strong organisational skills, attention to detail and reliable follow-through.
- Professional communication skills and a welcoming manner.
- Ability to handle confidential employee and financial information with discretion.
- Confidence coordinating with external service providers and managing competing priorities.
- Ability to identify when guidance or support is needed and communicate this promptly.
- Experience in an architecture, interiors or other creative studio would be an advantage.
- Must have full working rights in Australia and hold an ABN for this position*

How to Apply

- Please submit your CV and a brief cover letter outlining your relevant experience and availability through to the Hachem careers page. Careers HACHEM : Architecture . Interior . Marketing

📌 Administrative Assistant (Melbourne)
🏢 Hachem
📍 Melbourne