Administration Assistant

Itoh Talent Partners; City of Brisbane; On-site; AUD 50,000 - 65,000; Full time

Benefits offered by this job

Salary packaging

Fixed-term contract

Near public transport

Job summary

Itoh Talent Partners is assisting a not-for-profit Brisbane-headquartered organisation to recruit an Administration Assistant on a 12-month full-time fixed-term contract, starting mid to late September. This front-of-house and operations role reports to the Head of Corporate Services.

You will be the first point of contact for visitors and will help keep the office running across facilities, fleet, finance, ICT and people and culture.

Qualifications

• Experience in reception, administration, office coordination or facilities support.
• Strong organisational skills and the ability to manage competing priorities.
• Warm, professional communication, written and verbal.
• Attention to detail and accuracy.
• Proficiency with Outlook, Word, Excel and Teams.

Responsibilities

• Act as first point of contact for visitors and callers, managing phones and enquiries.
• Coordinate visitor management and supportAppointments and events.
• Maintain meeting room readiness, amenities and office supplies.
• Manage staff and visitor parking, fleet bookings and administration.
• Support onboarding with access cards and mail/courier coordination.
• Provide administrative support to facilities and site requirements.
• Maintain security access processes and facilities records.

Skills

Reception

Administration

Office coordination

Facilities support

Customer service

Outlook

Word

Excel

Teams

Tools

Outlook

Word

Excel

Teams

Job description

Our client is a NFP organisation with a strong community profile and a genuinely values-led culture.

They're looking for an Administration Assistant to join their Brisbane head office on a 12-month full time fixed term contract, starting mid to late September.

This is a front-of-house and operations role reporting directly to the Head of Corporate Services. You'll be the first-person people meet and the person who keeps the office running well, with exposure across facilities, fleet, finance, ICT and people and culture. If you like variety and you take pride in a workplace that runs properly, you'll enjoy this.

Responsibilities

• Acting as the first point of contact for visitors, clients, volunteers and contractors, and managing head office phones, general enquiries and shared mailboxes
• Coordinating visitor management from sign-in through to passes and notifications, and supporting client appointments and events
• Keeping the office running well, including meeting room readiness and bookings, workplace amenities, and office, kitchen and catering supplies
• Managing staff and visitor parking, pool vehicle bookings and fleet administration
• Supporting onboarding with access cards, name badges and workplace familiarisation, and coordinating incoming and outgoing mail and couriers
• Providing administrative and invoicing support to the facilities function, and coordinating contractor access and site requirements
• Maintaining security access processes and keeping facilities records, registers and documentation in order, including support for safety and emergency management at head office
• Spotting ways to improve workplace services and administrative processes, and helping roll out new systems and ways of working

Our client is a NFP organisation with a strong community profile and a genuinely values-led culture.

They're looking for an Administration Assistant to join their Brisbane head office on a 12-month full time fixed term contract, starting mid to late September.

This is a front-of-house and operations role reporting directly to the Head of Corporate Services. You'll be the first-person people meet and the person who keeps the office running well, with exposure across facilities, fleet, finance, ICT and people and culture. If you like variety and you take pride in a workplace that runs properly, you'll enjoy this.

Responsibilities

• Acting as the first point of contact for visitors, clients, volunteers and contractors, and managing head office phones, general enquiries and shared mailboxes
• Coordinating visitor management from sign-in through to passes and notifications, and supporting client appointments and events
• Keeping the office running well, including meeting room readiness and bookings, workplace amenities, and office, kitchen and catering supplies
• Managing staff and visitor parking, pool vehicle bookings and fleet administration
• Supporting onboarding with access cards, name badges and workplace familiarisation, and coordinating incoming and outgoing mail and couriers
• Providing administrative and invoicing support to the facilities function, and coordinating contractor access and site requirements
• Maintaining security access processes and keeping facilities records, registers and documentation in order, including support for safety and emergency management at head office
• Spotting ways to improve workplace services and administrative processes, and helping roll out new systems and ways of working

About you

• Experience in reception, administration, office coordination, facilities support or customer service
• Strong organisational skills and the judgement to manage competing priorities well
• Warm, professional communication, both written and verbal
• Genuine attention to detail and accuracy
• Confidence across Outlook, Word, Excel and Teams
• The ability to work independently and proactively while still being part of a team
• Discretion and sound judgement when handling confidential information

What's on offer

• A 12-month full-time fixed term contract
• Broad exposure across corporate functions, reporting directly to a senior leader
• A values-led team that genuinely cares about the work and about each other
• Not-for-profit salary packaging
• Brisbane inner north location, close to public transport