Administration & Operations Assistant

Role Purpose

The Administration Assistant will be responsible for supporting the effective day-to-day administration of the DLUX Australia office.

The role will coordinate office operations, employee requirements, vendors, travel and logistics, documentation and general administrative activities while working closely with the People & Culture and Corporate Services teams.

The successful candidate should be organized, dependable, service-oriented and comfortable taking ownership of administrative matters from initiation through to closure.

Key Responsibilities

Office Administration

• Support the smooth day-to-day operation of the Sydney office.
  
• Maintain a professional, organized and welcoming office environment.
  
• Coordinate office supplies, stationery, pantry requirements and other consumables.
  
• Coordinate with building management and external service providers for office-related requirements.
  
• Monitor office maintenance requirements and ensure issues are followed through to closure.
  
• Assist with meeting room arrangements and internal/external meetings.
  
• Receive and coordinate deliveries, couriers and business correspondence.
  
• Maintain appropriate administrative records, files and trackers.
  

Employee & People Support

• Provide administrative support for employee onboarding and offboarding activities.
  
• Coordinate workplace access, keys, equipment and other joining requirements.
  
• Assist People & Culture with maintaining employee documentation and administrative records.
  
• Support new employees and employees travelling or relocating to Australia with practical office and administrative requirements.
  
• Assist in coordinating employee engagement activities, meetings and company events.
  
• Handle employee information and company records with appropriate confidentiality.
  

Travel & Logistics

• Assist with business travel arrangements, including flights, accommodation and local transportation, where required.
  
• Coordinate accommodation and logistical requirements for employees travelling to Australia on business assignments.
  
• Maintain travel-related records and supporting documentation.
  
• Coordinate with employees and relevant internal teams to ensure travel arrangements are completed on time.
  

Vendor & Procurement Coordination

• Coordinate with approved vendors and service providers for office-related requirements.
  
• Obtain quotations and supporting information for administrative purchases where required.
  
• Assist with purchase requests and maintain supporting records.
  
• Verify that invoices are supported by appropriate documentation before forwarding them for processing.
  
• Follow up with vendors regarding service delivery, invoices and outstanding actions.
  
• Maintain vendor contact information and relevant administrative documentation.
  

Assets & Facilities Support

• Assist with maintaining records of office assets, equipment, keys and access cards.
  
• Coordinate allocation and return of company assets in collaboration with IT and People & Culture.
  
• Assist with periodic physical verification of office assets.
  
• Report facilities, safety, security or maintenance concerns promptly and coordinate corrective action.
  

Documentation & Compliance Support

• Maintain organized electronic and physical administrative records.
  
• Assist with documentation required for internal audits, certifications, insurance and other compliance activities.
  
• Support record keeping in accordance with company policies and applicable requirements.
  
• Ensure sensitive company and employee information is handled securely and confidentially.
  

General Business Support

• Provide administrative support to management and other teams as reasonably required.
  
• Assist with scheduling meetings, preparing documents and coordinating business activities.
  
• Track assigned actions and follow up with relevant stakeholders for timely closure.
  
• Identify administrative inefficiencies and suggest practical improvements to processes.
  

Qualifications & Experience

• Diploma, Bachelor's degree or equivalent qualification in Business Administration, Management or a related discipline is desirable.
  
• Approximately 1–3 years of experience in office administration, coordination, business support or a similar role.
  
• Experience working in a professional services, consulting or technology environment would be advantageous.
  
• Familiarity with Australian workplace practices and office administration would be beneficial.
  

Skills & Competencies

• Strong organizational and time-management skills.
  
• Good written and verbal communication skills.
  
• Strong attention to detail and accuracy.
  
• Ability to manage multiple activities and priorities simultaneously.
  
• Good working knowledge of Microsoft Office or similar business productivity tools.
  
• Ability to maintain accurate records and documentation.
  
• Professional and courteous approach when dealing with employees, vendors, clients and visitors.
  
• Ability to handle confidential information appropriately.
  
• Proactive approach to identifying and resolving administrative issues.
  
• Ability to work independently while collaborating effectively with teams across Australia and India.
  

What We Expect

At DLUX Tech, we expect our team members to demonstrate:

Ownership – Take responsibility for assigned activities and follow them through to completion.

Accountability – Deliver on commitments and communicate early when there are challenges.

Attention to Detail – Maintain accuracy in documentation, records and administrative activities.

Responsiveness – Support employees and business requirements promptly and professionally.

Collaboration – Work effectively with colleagues across functions and locations.

Continuous Improvement – Look for practical ways to make administrative processes simpler and more efficient.

Success in this position will be reflected through:

• Smooth and reliable day-to-day office operations.
  
• Timely closure of administrative requests and issues.
  
• Accurate and up-to-date administrative and asset records.
  
• Effective coordination with employees, vendors and internal stakeholders.
  
• Well-managed onboarding, travel and logistical requirements.
  
• Minimal administrative escalations caused by missed follow-ups.
  
• Consistent compliance with DLUX policies and procedures.
  

The responsibilities outlined above are intended to describe the general nature of the role and may evolve as DLUX Tech's Australian operations continue to grow.