Administration Assistant

Mecwacare; City of Stonnington; Hybrid; AUD 55,000 - 70,000; Full time

Benefits offered by this job

Salary Packaging up to $15,900

Meals Card up to $2,700

Employee Assistance Program

Job summary

mecwacare in Malvern, SA, is seeking an Administration Assistant to support the IT team with day-to-day administration, procurement and records management.

You will process invoices, quotes, purchase orders, capex forms and coordinate vendor activities while maintaining accuracy and timely delivery of services. A not-for-profit employer offering hybrid work and Salary Packaging benefits.

Qualifications

• Proficient in processing invoices and maintaining payment records.
• Experience obtaining vendor quotes and placing orders.
• Prepare Capex and Payment Requisition Forms accurately.
• Coordinate end-to-end procurement processes and approvals.
• Monitor expenditure against approved budgets.
• Liaise with external vendors to ensure timely delivery.

Responsibilities

• Provide essential administrative support to the IT team.
• Support procurement activities from quotes to payments.
• Maintain accurate IT asset records and documentation.
• Assist with reporting and general admin tasks.
• Contribute to continuous improvement of administrative processes.

Skills

Invoices & PO

Vendor coordination

Microsoft Office

Communication skills

Budget awareness

Organisational skills

Education

Diploma in Administration

Job description

Job Description

• Malvern Location | Hybrid (2 days from home)
• Full – Time Position
• Generous non-for-profit Salary Packaging – increase take home pay!

The Role

In this important role as an Administration Assistant at mecwacare, you will provide essential administrative support to the Information Technology team, helping ensure day-to-day processes are accurate, efficient and well-coordinated. You will support end-to-end procurement activities including obtaining quotes, processing orders, invoices and payments, preparing Capex and payment requisitions, monitoring expenditure and liaising with external vendors. You will also maintain accurate mobile phone and IT asset records, assist with reporting and documentation, and provide general administrative support to the team. Through your attention to detail and organisation, you will contribute to efficient IT operations and continuous improvement of administrative processes.

About You

You are a proactive, organised and detail-oriented administrative professional who takes pride in delivering accurate, timely and high-quality support. You are comfortable managing invoices, purchase orders, vendor correspondence and financial documentation, and can effectively coordinate multiple tasks while maintaining accurate records and meeting required timeframes. With strong communication and stakeholder management skills, you are confident liaising with external vendors and supporting internal teams to resolve queries and keep processes moving. You demonstrate sound attention to budgets, approvals and organisational procedures, along with a willingness to identify opportunities for improvement. Previous experience within the aged care sector would be highly regarded.

What you bring

• Process invoices and maintain accurate records of payment details.
• Obtain and assess vendor quotes and place orders in accordance with approved processes.
• Prepare Capex and Payment Requisition Forms accurately and in a timely manner.
• Manage and coordinate the end-to-end procurement process, including obtaining quotes, securing approvals, placing orders, tracking work completion, processing invoices and ensuring payments are completed.
• Monitor expenditure and budgets to ensure all orders and purchases are within approved budget allocations.
• Liaise with external vendors to obtain quotes, coordinate orders, resolve queries and ensure the timely delivery of goods and services.

Desirable Criteria

• Aged Care Industry Experience
• Demonstrated experience in providing administrative support.
• Strong skills in Microsoft Office.
• Excellent communication skills and a strong customer focus.
• Proactive approach to work and the ability to take initiative.
• High level of organisation skills.

Why work for us? Be part of work that truly makes a meaningful difference.

mecwacareis a leading not-for-profit organisation that has been supporting Victorians for more than 65+ years. We are a values-based, care-driven organisation that provides residential, community and in-home nursing, care and support services for the elderly and people living with a disability. mecwacare supports more than 20,000 people each week across greater Melbourne and regional Victoria. We are a rapidly growing organisation with a diverse workforce of more than 4200 employees and 500 volunteers, representing 89 nationalities and speaking 100 languages.

We strongly encourage applications from individuals of all ages, genders, abilities, cultural and linguisticbackgrounds, as well as Aboriginal and Torres Strait Islanders.

What do we offer?

• Work Life Balance and Hybrid Flexible Working.
• Not for profit Salary Packaging benefit up to $15,900 and Meals Card up to $2,700.
• Employee Assistance Program alongside awards and recognition
• Range of other benefits and discounts.

All successful candidates must possess or be willing to undergo and pass a National Police Check and other relevant checks.