Administration Assistant

Job Title: Office Administration Assistant, varied role providing support to Office Manager, Sales Manager, Legal & Compliance and HR departments.
Reporting to: EA & Office Manager

Job Purpose
We are seeking a highly motivated and organized Office Administration Assistant to provide essential support to our business operations across Australia and New Zealand, including support to nominated sales managers, Legal Counsel and some HR administration. This role requires someone with excellent administrative skills, attention to detail, the ability to manage multiple tasks efficiently, prioritise competing workloads from various internal stakeholders, and ensure a high level of discretion. The successful candidate will play a crucial role in supporting our teams, ensuring smooth and effective daily operations, and contributing to the overall success of our business in the region.
This role reports into the EA & Office Manager and will be located in our Macquarie Park office.
Responsibilities
Facilities Administration:
• Manage facilities email inbox for payment of rent, parking and other office invoices.
• Process payment of invoices which includes the creation of purchase requisitions as well as the initial set up of new or existing suppliers within our procurement processes and systems.
• Maintain Office Carpark Registers for offices in Australia and New Zealand.
• Liaise with Building Managers from time to time.
Office Administration & Sales Manager support:
• Assist with coordinating of office events and functions (including remote offices).
• Provide general administration support to the office as required. This may include scheduling customer meetings or to assist with preparing a tender or proposal.
• You will be the point of contact for various administrative requirements for our remote offices (Brisbane, Melbourne & New Zealand).
• Ad hoc reception cover, as required.
• Provide administration support to nominated managers which may include diary management, travel arranging and expense management.

Legal and Compliance Administration
• Management of the Legal inbox: Duties include assisting with the execution of contracts, agreements, and other documents in accordance with the Hitachi Vantara Global Signature policy.
• Obtaining appropriate approvals and signatures as required for contracts, agreements and other documents as required.
• Electronic registration of all agreements.
• Point of contact for insurance certificates, and other legal documentation.
• Assisting with tender responses as required.
Human Resources Administration
• Provide as needed administration support to HR Manager. This may include assistance with onboarding and offboarding requirements, purchase requisition / order processing, general HR letter creation and updating of organisational charts on a quarterly basis.
• Employee benefit administration eg spouse insurance and superannuation enrolment.
• Assist in coordinating and supporting special projects as necessary.

Profile
• Previous experience in a corporate environment or similar role.
• Previous experience in a role where high levels of professionalism and confidentiality were required.
• Excellent Microsoft Team, Word, Excel, PowerPoint and Outlook skills.
Competencies
• Excellent written and verbal communication skills.
• Willingness to learn and to identify and improve activities through eliminating duplication and streamlining processes
• Able to use initiative and work under minimal supervision.
• Able to exercise discretion and to maintain confidentiality with the highest levels of integrity.
• Able to take ownership and responsibility for the role with a positive "can-do" attitude.
• Able to easily adapt with changing environments, new processes etc.
• Follows through on commitments and maintains a high attention to detail.