Could you be the person who helps keep our Melbourne Studio humming?

Want an admin role where you’re not just sitting on the sidelines, but genuinely part of the team from day one?

At Guymer Bailey Architects (GB-A), our core values are CARE, COLLABORATE and CREATE, and we’re looking for an Administration Assistant who can help us bring those values to life every day.

We’re an Architecture, Interior Design and Landscape Architecture practice based in Camberwell, and we’re looking for a friendly, organised and proactive person to join our creative team and help keep the day-to-day operations of our busy Melbourne Studio running smoothly.

This is a varied role with a strong focus on studio operations, people and culture, and Work Health and Safety (WHS). You’ll be the welcoming face of the Studio, a go-to person for our team and an important part of creating a workplace where people feel supported, safe and connected.

We’re looking for a friendly and approachable Administration Assistant with exceptional communication and internal and external service skills, who is calm under pressure, can multitask efficiently and has outstanding attention to detail. Excellent time management skills and the ability to prioritise tasks are essential.

This is an ongoing, permanent part-time, in-person role and a great opportunity to join our successful team of professionals who are dedicated to providing a high-quality service to our clients. On-the-job training will be provided.

If you’re naturally helpful, great with people, brilliant at keeping track of the details and secretly enjoy the satisfaction of having everything organised, we’d love to hear from you.

THE ROLE

No two days will be exactly the same, so you’ll need to enjoy variety.

You’ll work both autonomously and as part of a collaborative team in a rapid-paced creative environment. You'll need to be flexible, comfortable balancing multiple priorities and happy jumping between people, systems, events, WHS,



studio operations and the occasional coffee machine

Your duties will include, but aren't limited to:

- General administration and reception duties, including answering phone calls and emails, managing incoming and outgoing mail, supporting staff and managing office and communal kitchen supplies.
- Being the face of the Studio and first point of contact for visitors.
- Operating and maintaining office equipment including the photocopier/scanner, coffee machine and phone system.
- Assisting in the coordination and completion of staff timesheets, the staff work-from-home/in-office calendar, WHS annual presentations, WHS equipment and registers.
- Communicating with team members, including answering administrative questions, to help ensure the experience of all staff is positive.
- Helping facilitate internal and external events through planning, communication and execution.
- Working together on Studio and Cross Studio Culture planning.
- Being part of the Melbourne Studio WHS team and minuting Cross Studio WHS meetings.
- Ensuring WHS registers, databases, legislation, training certificates, onboarding/offboarding and similar process-related documentation and safety objectives are kept relevant and up to date.
- Assisting with new employee onboarding and offboarding administration and WHS inductions.
- Booking and tracking staff training and licensing, including maintaining databases of certificates of attainment.
- Booking staff travel and accomodation.
- Helping maintain a safe, clean and tidy workspace, including ensuring common areas, meeting rooms and boardrooms are kept presentable.

And then there are the weekly rituals...

Keeping a Studio humming also takes some behind-the-scenes magic. Weekly tasks include:

- keeping the coffee machine in pristine condition, including descaling and weekly cleaning,
- watering our office plants,
- stocking the drinks fridges,
- checking the mailbox,
- being responsible for the GB-A inbox,
- emptying confidential documentation bins, and
- organising weekly office orders

📌 Administration Assistant (Melbourne)
🏢 Guymer Bailey Architects
📍 Melbourne