4‑Day Global Workplace Administrator – Melbourne

Mimecast Limited; Melbourne; On-site; AUD 80,000 - 90,000; Full time

Job summary

Mimecast Limited is seeking an Associate Workplace Administrator to be the first point of contact for the Melbourne, Sydney and Singapore offices. This 4-day-per-week, 100% in-office role requires proactive communication and strong collaboration with HR, IT, and Finance to keep offices running smoothly.

You will manage front desk duties, facilities operations, vendor relations, and cross-functional support, while participating in safety, ESG, and AI-driven process improvements.

Qualifications

• 3+ years of experience in administrative or facilities operations.
• Proficient in Microsoft Office, including Word, Excel, and PowerPoint.
• Outstanding communication skills with the ability to multitask.
• Strong written and verbal skills, including grammar, proofreading, typing, and note-taking.
• Able to work independently and flexibly, using sound judgment and discretion.
• Excellent interpersonal skills, with a positive demeanor and a proactive approach.

Responsibilities

• Serve as the initial point of contact for Mimecast Melbourne, Sydney & Singapore offices.
• Meet and greet clients and visitors, ensuring Mimecast's visitor management processes are followed.
• Sort daily post, deliveries, and courier shipments, and manage invoicing from the landlord and suppliers.
• Arrange catering and setup for meetings and events as required.
• Ensure daily checks of offices and kitchen areas, and purchase office consumables as required, including beverages, food items, and refreshment facilities.
• Ensure the office is consistently kept in the best condition, including periodic checks of cleaning and maintenance with the landlord and appointed contractors.
• Assist with the planning and coordination of company events, CSR activities, socials and planned lunches.
• Work closely with HR Business Partners and other specialist areas within the People team to ensure resources and support are in place to successfully execute plans.
• Work with Regional IT and liaise with the regional team and suppliers, including issuance of staff access passes, and assist with the supply and return of IT equipment and access for maintenance contractors.
• Be part of the Global Mimecast Facilities team and assist teams in other regions as required.
• Provide cross-functional support for employee experience, CSR, volunteering, wellness, and similar initiatives.
• Maintain the office Occupational Health and Safety standards as required by government regulation. Participate in Fire evacuation plans.
• Conducting workplace inductions for new hires
• Support ESG consumption data submissions and ISO 14001 audit standards.
• Adopt AI tools to automate routine processes and procedures where possible.
• Identify opportunities to streamline facilities and administrative workflows using AI-enabled tools.
• Supports manager with annual facilities budget for the Melbourne, Sydney and Singapore office, tracking spend against plan blanket PO’s.
• Load and manage purchase orders (POs) for facilities-related goods and services, ensuring accurate coding and timely processing.
• Review and approve vendor invoices with manager, ensuring alignment with contracts, purchase orders, and budget.
• Track and forecast facilities operating expenses, identifying opportunities for cost savings.
• Serve as the secondary point of contact with building and property management on lease terms, service charges, and related costs.
• Maintain accurate financial records and documentation to support audits and month-end close processes.

Skills

Microsoft Office

Outstanding communication

Multitasking

Independent worker

Zendesk

Tools

Zendesk

Job description

Mimecast Limited is seeking an Associate Workplace Administrator to be the first point of contact for the Melbourne, Sydney and Singapore offices. This 4-day-per-week, 100% in-office role requires proactive communication and strong collaboration with HR, IT, and Finance to keep offices running smoothly.

You will manage front desk duties, facilities operations, vendor relations, and cross-functional support, while participating in safety, ESG, and AI-driven process improvements.