Office Administrator Team Assistant

Firmus Technologies is a global leader pioneering the development and operation of efficient AI infrastructure across Asia Pacific. Founded in Australia in 2019, our mission is to create the most efficient AI infrastructure by combining cutting-edge technology with a steadfast commitment to sustainability.

We design, build, and operate a new class of digital infrastructure - the AI Factory. Through our model-to-grid technology approach, we have pushed the boundaries of multi-generational liquid cooling systems, energy management, AI software orchestration, and construction. For our customers, this approach allows us to make every watt count and deliver low-cost AI tokens globally.

Our large-scale GPU cloud platform, Firmus AI Cloud, is purpose-built to deliver energy-efficient AI compute at scale to customers. It empowers developers, enterprises, educational institutions, and government users to train and deploy AI models with unmatched efficiency and cost savings.

As an NVIDIA Cloud and Engineering partner in Asia Pacific, you will gain skills, experience, and exposure across the AI industry and be part of shaping what this industry looks like for decades to come. We are founder-led, not a big corporate. Decisions happen fast, our leaders are accessible, and there's minimum bureaucracy between you and the work. Ownership comes early.

Whatever your role, you will have a direct line to outcomes, helping shape how the business grows as we scale nationally across a long-term, large-scale roadmap. Work alongside founders and experts in AI infrastructure, energy systems and next-generation compute. Our AI Factories are designed to operate as assets to the energy grid to actively strengthen the communities and regions they operate in rather than drawing from them.

Considering applying? You don't need a perfect background to join our team. If you're driven and curious, there's a path for you. We back our people to grow into new domains and take on challenges beyond their previous experience.

Role Summary

We are looking for a highly organised Office Administrator & Team Assistant to support both office operations and senior leadership. This hybrid role combines hands-on office management with high-level executive support, requiring someone who can manage multiple priorities, anticipate needs, and keep the business running smoothly behind the scenes. You will be a key enabler of productivity, ensuring an efficient workplace while supporting executives in day-to-day operations and strategic coordination.

Key Responsibilities

• Provide proactive administrative support to C-suite executives, including travel arrangements, complex scheduling and calendar coordination, and related tasks.
• Process and reconcile expense reports accurately and in a timely manner.
• Prepare materials, reports, and meeting summaries as required.
• Handle confidential documents and information with professionalism and discretion.
• Support internal communication and engagement initiatives as required.
• Assist with company events, all hands, and workshops where executive coordination is needed.
• Provide ad hoc project support to the leadership team and broader organisation.

Office Operations & Facilities

• Manage daily office operations to ensure a well-functioning, organised workplace.
• Welcome visitors to the office and ensure a professional front-of-house experience.
• Manage pantry supplies, consumables, and general office ordering.
• Liaise with cleaning crew and building management to ensure office upkeep and cleanliness.
• Support meeting room readiness and general office organisation.
• Coordinate onboarding logistics for new hires, including liaising with IT for equipment setup, seating arrangements, and access preparation.

Skills & Experience

• 3+ years’ experience in executive support, office administration, or similar coordination roles, in a fast-paced or high-growth environment.
• Experience supporting senior leadership or executives.
• Proficiency in Microsoft Office 365, calendar management tools and collaboration platforms (e.g., Outlook, Office Suite, Slack).
• Strong organisational and time management skills, with the ability to manage competing priorities.
• Excellent written and verbal communication skills in English.
• High degree of professionalism, discretion, and sound judgment in handling confidential matters.

Key Competencies

• Reliability & Accountability: Delivers tasks accurately, on time, and independently.
• Professional Discretion: Exercises sound judgment in handling sensitive information.
• Operational Efficiency: Keeps executive schedules and administrative processes running smoothly.
• Organisation & Attention to Detail: Maintains accuracy while managing multiple priorities.
• Adaptability: Thrives in a dynamic environment and adjusts to changing needs.
• Collaboration & Communication: Builds positive working relationships across teams.

Success Metrics

• Timely and accurate completion of executive administrative tasks (e.g., expenses, bookings).
• Smooth calendar management and travel coordination for C-suite.
• Professional and well-maintained office environment.
• Seamless onboarding logistics coordination for new hires.
• Positive feedback from leadership and internal teams regarding responsiveness and reliability.