Office Administrator

Setup and Location: WFH

Work Schedule: 9:00 AM-6:00 PM (AEST) | 7:00 AM-4:00 PM (PH Time)

Employment Type: Full-time

Ready to do work that actually excites you?

The Administration Assistant provides essential office and operational administrative support to ensure the smooth running of office functions and daily business activities. Serving as the primary point of contact for office matters, the role covers document management, data entry, stock control, scheduling, reporting, and support for compliance and WHS administration. This position reports to the Office Administrator and works closely with operations, cleaning, and management teams.

What You'll Do

You'll be the kind of person who:

Office Administration & Support

• First point of contact for basic office enquiries; direct or escalate to relevant staff as needed.
• Provide general administrative support, including document management, filing, data entry, and
• correspondence.
• Assist with the preparation and distribution of memos, reports, and communications.
• Order and maintain office supplies and monitor stock levels.
• Coordinate office equipment maintenance and basic service requests.
• Support meeting scheduling, preparing agendas, and taking minutes as required.
• Receive packages, sort mail, and distribute accordingly.

Operations Administration Support

• Assist in processing timesheets and supporting payroll-related administration.
• Support basic frontline rostering functions by updating schedules and tracking changes.
• Support in compiling reports and maintaining operational records.
• Assist in entering work bill data
• Assist with scheduling periodicals
• Manage office stock orders, including monitoring inventory levels, preparing purchase requisitions, placing orders with approved suppliers, and coordinating delivery and restocking of supplies.
• Conduct regular stocktakes and audits of office inventory, as well as reserve stock for sites (as example uniforms) to prevent shortages and overstocking.
• Provide basic support for operations and office document processing, included but not limited to document scanning, file uploads/downloads, and maintaining electronic/physical filing systems.
• Assist in any other operational support as required.

Compliance & WHS Support

• Support compliance tracking for staff certifications and worksite-specific requirements.
• Assist in maintaining WHS & quality-related documentation.
• Assist with providing administrative support for compliance audits and ISO documentation
• Maintain compliance records, including staff inductions, certifications, and training.
• Update client compliance portals and internal tracking databases with current certifications, training, and compliance data for staff and sites.
• Support the setup of compliance documentation and process requirements for new sites.
• Monitor the ongoing currency of required compliance documents, certifications, and training across active sites-including regular reviews to ensure ongoing alignment with client and regulatory requirements.
• Assist with WHS training coordination and ensuring records are up to date.

General Support

• Provide primary support for reception or other admin functions as required.
• Ensure workspaces throughout the office is maintained in a professional and organized manner.
• Carry out any other lawful instructions and reasonable duties relevant to the role and assessed skills.
• While representative of the duties and responsibilities of the role, this Position Description does not imply that these are the only duties to be performed. The employee may be required to follow any other lawful instructions and to perform any other duties reasonably requested and within the assessed skills and abilities of the employee.

What You Bring

We're looking for someone with:

• Strong organization and administrative skills with close attention to detail.
• Effective task prioritization and time management; ability to support multiple teams.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook).
• Excellent communication (both written and verbal) and interpersonal skills.
• Ability to handle sensitive and confidential information with discretion.
• Ability to work collaboratively within a team environment.
• Previous experience in an administrative or office support role.
• Experience within the commercial cleaning or facilities management industry is a plus.
• Exposure to compliance or WHS documentation.

Why You'll Love Working Here

• HMO, Dental, and Life Insurance for you and one free dependent from day one (with the option to enroll additional dependents).
• Paid Leaves: Birthday, Vacation, Medical, and Maternity (up to 6 Vacation Leaves are convertible to cash on your anniversary).
• Employee Engagement Activities: Year-End Party, Family Day, Team Building, and more.

Let's Talk

If you're thinking "this sounds like me"-it probably is. Click apply. We can't wait to meet you.