Administration Support Officer

Your Mission:

Purchase requisitions and procurement
• Raise, track and follow up purchase requisitions for the APAC People Operations team in line with the company's procurement policy.
• Obtain the required approvals and ensure requisitions are supported by quotes, scope and budget codes.
• Liaise with Finance and Accounts Payable to resolve queries, confirm purchase orders and coordinate goods and service receipting.
• Maintain accurate records of team spending and assist with budget tracking and reconciliation.
Vendor management
• Assist finance with the verification of all new or changed bank details before they are passed to Finance.
• Escalate any discrepancies or suspicious requests to the Director and Finance immediately.
Office management
• Coordinate day-to-day office operations for the APAC People Operations team, including supplies, equipment and kitchen stocks.
• Liaise with building management, facilities and contractors on maintenance, access cards, deliveries and repairs.
• Liaise with the Information Operations team as required to ordinate the resetting, issuing and retrieval of laptops and resetting
• Support onboarding and induction logistics for new starters, including new starter packs and access requests.
• Support health, safety and wellbeing compliance by reporting hazards and maintaining required records.
Meeting room and event coordination
• Schedule meetings, workshops and offsite sessions, taking into account time zones across APAC, Europe and the Americas.
• Coordinate catering, venue hire and logistics for internal meetings, town halls and team events.
Travel coordination
• Arrange domestic and international travel, including flights, accommodation, ground transport and itineraries, through the company's travel management provider and in line with the travel policy.
• Coordinate visas, travel insurance and other pre-travel requirements where needed.
• Respond promptly to last-minute travel changes, particularly outside standard business hours when required.
Executive support and stakeholder liaison
• Provide administrative and diary support to the General Manager – APAC, including managing meeting requests, priorities and follow-up actions.
• Act as the main point of contact for SLT executive assistants across the APAC region, coordinating diaries, meeting requests and priorities.
• Liaise with local functional leads across the APAC region to coordinate requests, schedule meetings and support local operational needs.
• Support the scheduling of cross-regional meetings with global leaders and their teams.
• Build strong working relationships with stakeholders across the business, maintaining a high level of professionalism and discretion.
General administration
• Maintain filing systems, shared drives and team trackers, and assist with document preparation, formatting and proofreading.
• Provide general administrative support to the Director, People Operations – APAC, and other stakeholders as required.
• Support process improvement by identifying opportunities to streamline administrative workflows and reporting.
• Other duties as required

Your Background:

Essential
Demonstrated experience in an administration, executive support or office coordination role, ideally within a corporate, HR or people team.
Experience raising purchase requisitions or orders and working within a procurement or finance approval process.
Experience coordinating travel and meeting logistics for a team or senior leaders.
Proficiency in Microsoft 365, including Outlook, Teams, Excel, Word and SharePoint. Experience with an ERP or procurement system (for example, SAP, Oracle, Coupa or similar) is highly regarded.
Excellent written and verbal communication skills, including the ability to write clearly and professionally.
Strong attention to detail and a high level of accuracy when handling financial and confidential information.
Ability to prioritize competing requests, manage multiple deadlines and work independently.
Discretion and integrity when handling sensitive information.
Right to work in Australia.
Desirable
Experience supporting a global or matrixed organization.
Experience with HR information systems or people operations processes.
Familiarity with working across multiple time zones and with international colleagues.
Personal attributes
Flexibility: willingness to adjust working hours occasionally to meet the needs of colleagues across different time zones and to respond to changing priorities.
Global mindset: an understanding of the complexity of working in a global organization, including varying policies, currencies, time zones and cultural norms.
Proactive problem-solver with a service-oriented approach and a positive, collaborative attitude.
Ability to build trust and rapport with senior stakeholders, executive assistants and local functional leads.
Ability to adapt to shifting priorities across multiple stakeholders and to support whichever leader has the most time-critical need.

Benefits of Powering the Future with Energy Vault:

• Annual bonus plan.
• Restricted Stock Units (RSUs).
• Reimbursement for approved home office equipment.
• Reimbursement for home internet, including mobile phone, up to AUD $85 per month.
• Wellbeing Leave.
• Employee Assistance Program.
• Access to novated leasing.
• Option to purchase additional leave.