Reporting to the Project Manager, People & Facilities, the Office Assistant role provides general administrative support, coordinates office operations, maintains supplies and facilities and organises events and catering.
ResponsibilitiesOffice operations and administration
- Manage the reception inbox and respond to general office enquiries.
- Coordinate deliveries, courier services and internal mail.
- Maintain office, meeting room and kitchen supply inventory levels.
- Place weekly orders for kitchen supplies and stationery for the Sydney and Brisbane offices.
- Manage part of the office supplies budget.
- Create presentations and documents using Microsoft 365, including PowerPoint, Excel and Word.
Facilities, events and workplace experience
- Ensure meeting rooms remain clean, tidy and ready for use.
- Submit and track maintenance requests for the Sydney and Brisbane offices with building management.
- Monitor facilities support tickets, respond promptly and ensure requests are resolved on time.
- Organise catering as required.
- Plan staff events in coordination with the Social Committees.
- Organise e-waste collection for the Sydney and Brisbane offices.
Health, safety and security
- Manage fire warden and first-aid training schedules.
- Support the General Manager, Safety and Wellbeing in ensuring all offices meet applicable health and safety requirements.
- Issue, record and collect staff security passes for the Sydney and Brisbane offices.
Executive and team support
- Provide executive assistance to the CEO.
- Arrange travel for the EGM and team members.
- Assist with general travel enquiries and escalated urgent travel matters to the Project Manager, People & Facilities.
- Coordinate itineraries and logistics for international visitors.
- Assist in welcoming and onboarding new employees at the Sydney office.
Skills
- Strong organisational, prioritisation and multitasking abilities
- High level of professionalism, confidentiality and communication
- Ability to work effectively in fast-paced environment
- Attention to detail, proactive problem solving and commitment to quality
- Proficiency in Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint)
Required qualifications
- A minimum of 5 years proven experience in executive assistance/admin/office assistant role
Languages
- English (full professional competence)
Preference may be given to candidates with the following
- Candidates with a strong can-do attitude who are comfortable with the hands-on nature of the role
Others
- Working in the office 5 days a week
- As a worker, you must comply so far as reasonably practicable, with any reasonable instruction that is given by Iberdrola Australia to comply with health and safety requirements.
- Availability to travel interstate and to rural locations.
