Administration Assistant

Polyaire Head Office, SA; Adelaide; On-site; AUD 55,000 - 75,000; Full time

Benefits offered by this job

Free uniform allocation — proudly wear

Employee Assistance Program

Service Awards Program

Employee Referral Program — cash bonus

Flare — Novated Leasing & exclusivePer

Workplace Banking & Financial Well‑be

Free annual flu vaccinations

Job summary

Polyaire Head Office, SA in Adelaide CBD is seeking an Administration Assistant to join our team at Pulteney Street. Reporting to the Executive & Office Manager, you will help maintain a well-organised and welcoming office environment, handling reception, stationery procurement, and general admin.

You will support procurement, budget control, vendor liaison, and the Uniform Portal, while keeping staff location records and assisting SMT.

Qualifications

• Experience in administration or office coordination roles.
• Understanding of basic financial processes like invoice processing and expense reconciliation.
• Experience in office organisation including facilities and supplier coordination.
• Comfortable with answering phones and handling reception duties professionally.
• Familiarity with travel booking systems and logistics.
• Strong organisational and time-management skills with the ability to manage competing priorities.
• Excellent communication and interpersonal abilities across all levels.
• Attention to detail and accuracy.
• Proactive, solutions-focused mindset with initiative.
• Willingness to explore AI tools to improve efficiency.

Responsibilities

• Maintain a clean, organised, and fully functional office environment.
• Monitor and replenish office supplies, printers, and copiers.
• Oversee kitchen/shared areas to keep a welcoming environment.
• Professionally manage incoming calls and emails with timely responses.
• Handle procurement for stationery and office essentials with cost controls.
• Sort and distribute company mail daily.
• Coordinate courier pickups and deliveries and track deliveries.
• Identify and address office maintenance and facility-related issues.
• Support the Executive & Office Manager and SMT with admin tasks.
• Provide admin support to interstate and remote SMT members.
• Manage access to the uniform portal and staff location records.
• Maintain and update the Polyaire Staff & Office Location List.
• Resolve employee queries on uniform orders and portal access.
• Process uniform orders accurately and on time.

Skills

Administration experience

Communication

Office coordination

Reception duties

Travel booking

Organisational skills

Time management

Confidentiality

AI tools awareness

WHS awareness

Tools

Microsoft Office Suite

Job description

• Join Australia's leading wholesale distributor of air conditioning products!

Job Description

About Us
Polyaire is a wholesale distributor of air conditioning products, established in 1973, our support office is in Adelaide with over 30 branches across Australia and over 50 years of experience. We lead the market by offering sustainable, cutting-edge AirTouch solutions that continue to revolutionise comfort in homes and businesses.

At Polyaire our values shape how we work, we are all in, work smart, getting it done and cool service with a warm smile are at the forefront of all we do. Our customers and suppliers are treated like valued partners which means working closely and openly towards sustainable solutions. Having these values as an integral part of our business has made Polyaire the preferred supplier in providing comfort to Australia.

About the Role

We have an exciting new opportunity for an Administration Assistant to join the Polyaire team at our Pulteney Street, Adelaide CBD office.

Reporting to the Executive & Office Manager, the Administration Assistant plays a key role in maintaining a well-organised, efficient and welcoming office environment, providing broad administrative and facilities support across the business.

This includes managing office supplies, shared spaces and equipment to minimise disruption to daily operations, as well as handling reception duties, mail and courier coordination. The role also involves supporting procurement and budgetary control for office essentials, proactively identifying and resolving maintenance issues, and liaising with vendors and contractors to keep the workplace safe and functional.

In addition, the Administration Assistant provides administrative support to the Executive & Office Manager and members of the Senior Management Team, maintains accurate staff location records, and manages the Uniform Portal, including overseeing order processing, stock levels, user access, issue resolution and reporting.

What does my day to day look like?

• Maintaining a clean, organised and fully functional office environment
• Monitoring and replenishing office supplies, printers and copiers, so shortages never disrupt the team
• Oversee the cleanliness, organisation, and stock levels of kitchen and shared areas,to uphold a welcoming and professional environment
• Professionally manage incoming phone inquiries and emails, providing timely responses
• Manage the procurement process for stationery and office essentials, maintaining accurate purchase records, ensuring cost control andadhering to budgetary guidelines
• Sorting and distributing company mail daily
• Coordinating courier pickups and dispatches, and tracking deliveries
• Proactively identify and address office maintenance and facility-related issues to maintain a safe, clean, and functional workspace
• Act as the first point of contact for maintenance concerns, raising matters with the National Asset Manager where required
• Coordinate with vendors, contractors, and facility teams to ensure timely resolution of any maintenance concerns
• Supporting our Executive & Office Manager with day-to-day administrative tasks
• Providing administrative support to interstate and remote Senior Management Team (SMT) members
• Setting up and maintaining employee access to the uniform portal
• Maintaining and updating the Polyaire Staff & Office Location List
• Resolving employee queries on uniform orders, sizing and portal access
• Processing uniform orders accurately and on time, and following up on any delays
• Monitoring stock levels and liaising with suppliers on replenishment
• Maintaining order and cost records, and providing reports as required
• Performs any other duties as directed or required

What you will bring to the role:

• Previous experience in an administration or office coordination role
• Understanding of basic financial processes, including invoice processing and expense reconciliation
• Demonstrated experience in office organisation, including facilities and supplier coordination
• Comfortable and experienced in answering phones and handling reception duties professionally
• Familiarity with travel booking systems, and coordination and logistics
• Strong organisational and time-management skills with the ability to manage competing priorities
• Excellent communication and interpersonal abilities to foster positive working relationships across all levels
• High attention to detail and accuracy
• Ability to multitask and remain composed under pressure
• Proficiency in Microsoft Office Suite and relevant business systems
• Proactive, solutions-focused mindset with strong initiative
• Open to exploring and using AI tools and other emerging technologies to improve efficiency and ways of working
• Ability to manage sensitive information with confidentiality and discretion
• Commitment to safe work practices and a clear understanding of WHS responsibilities
• Calm and empathetic when managing frequent interruptions
• A positive, 'can-do' attitude and a genuine willingness to help others
• Full training in all aspects of the business operations
• Opportunities for professional growth and development
• A supportive and collaborative work environment
• Free uniform allocation — proudly wear the Polyaire uniform (Polyware)
• Access to our Employee Assistance Program
• Service Awards Program
• Employee Referral Program — get rewarded with a cash incentive for referring great people!
• Access to Flare — Novated Leasing + exclusive employee perks & everyday discounts from Australia's leading retailers
• Access to our Workplace Banking and Financial Wellbeing Program
• Free annual flu vaccinations

Please note you must be an Australian citizen or permanent resident at the time of submitting your application.