Administration Officer

Decode Global; Sydney; On-site; AUD 55,000 - 75,000; Full time

Job summary

Decode Global seeks an experienced Administration Officer to support daily operations and collaborate with HR. You will maintain organized documentation and play a key role in onboarding and internal communications.

The role requires proactive problem solving, strong organization, and the ability to take ownership of tasks with minimal supervision. You will help streamline workflows and ensure efficient office operations.

Qualifications

• Minimum 2 years of relevant administrative experience.
• Strong experience in document management, including digital filing, organization, and keeping records up to date.
• Proven ability to take initiative and work independently with proactive problem solving.

Responsibilities

• Maintain well-organized, accurate digital and physical filing systems.
• Assist HR with daily HR administrative activities and onboarding processes.
• Coordinate meetings, calendars, and company events; manage inquiries professionally.
• Prepare and maintain spreadsheets, reports, and other business documents.
• Provide administrative support across departments to ensure smooth daily operations.
• Identify opportunities to improve workflows and document management processes.

Skills

Take initiative

Highly organized

Problem solving

Ownership

Collaboration

Tools

MS Word

MS Excel

MS Outlook

Job description

Decode Global is an Australian-based business solutions company providing integrated services across IT development, human resources, marketing, and business compliance.

We focus on delivering practical, tailored solutions that help businesses improve operational efficiency, strengthen their teams, and support sustainable growth.

Our multidisciplinary approach brings together expertise across different business functions to support clients in a dynamic and evolving business environment.

About the Role

We are seeking an experienced, highly organized, and proactive Administration Officer to support our daily business operations and work closely with different departments, including Human Resources.

The ideal candidate will have strong administrative experience, excellent document management skills, and the ability to take initiative, work independently, and identify opportunities to improve existing processes.

We are looking for someone who can do more than complete assigned tasks. You should be confident in taking ownership of your responsibilities, anticipating business needs, and proactively finding solutions to improve efficiency.

Key Responsibilities

Document Management & Administration

• Maintain well-organized, accurate, and up-to-date digital and physical filing systems.

• Manage document storage, naming conventions, version control, and record retrieval.

• Ensure documents are properly categorized, easily accessible, and maintained in accordance with company procedures.

• Proactively identify opportunities to improve document management processes and administrative workflows.

• Handle confidential and sensitive information with professionalism and discretion.

HR Administration & Recruitment Support

• Work closely with the HR team to support daily HR administrative activities.

• Assist in maintaining and updating HR records, employee information, and internal administrative systems.

• Support the administration of HR-related platforms and systems, ensuring information is accurate and up to date.

• Coordinate communication with job applicants, including responding to enquiries, arranging interviews, and following up with candidates throughout the recruitment process.

• Assist with employee onboarding, including preparing documents, coordinating administrative requirements, and maintaining employee records.

• Support HR with other recruitment and administrative tasks as required.

Office Management & General Administration

• Oversee office supplies, inventory, and general office organization.

• Coordinate meetings, appointments, calendars, and company events.

• Handle incoming calls, emails, correspondence, and enquiries professionally.

• Assist with expense tracking, office budgets, and administrative reporting.

• Prepare and maintain spreadsheets, reports, and other business documents.

• Provide administrative support to different departments to ensure smooth daily operations.

Process Improvement & Initiative

• Take ownership of assigned responsibilities and complete tasks with minimal supervision.

• Proactively identify administrative issues and recommend practical solutions.

• Look for ways to streamline existing processes, improve filing systems, and increase operational efficiency.

• Anticipate upcoming administrative needs and take appropriate action without waiting for instructions.

• Demonstrate flexibility and sound judgement when managing competing priorities.

Skills & Qualifications

Essential Requirements

• Minimum 2 years of relevant administrative experience, preferably in a busy office or corporate environment.

• Strong experience in document management, including digital filing, document organization, record keeping, and maintaining accurate administrative records.

• Proven ability to take initiative and work independently, with examples of proactively solving problems or improving workplace processes.

• Excellent organizational skills, attention to detail, and the ability to manage multiple priorities.

• Strong written and verbal communication skills, with confidence in communicating professionally with internal teams and external stakeholders.

• Proficiency in Microsoft Office Suite, particularly Word, Excel, and Outlook.

• Experience using administrative systems, databases, or document management platforms.

• Ability to handle confidential information with discretion and professionalism.

• A reliable, adaptable, solution-focused attitude and willingness to take responsibility.

Highly Regarded

• Previous experience supporting HR administration or recruitment coordination.

• Experience maintaining employee records, managing HR systems, or coordinating with job candidates.

• Experience improving administrative workflows, filing systems, or internal processes.

What We're Looking For

We particularly value someone who:

• Takes initiative: Notices what needs to be done and takes action without always being asked.

• Is exceptionally organized: Can maintain structured, accurate, and efficient document management systems.

• Has a problem-solving mindset: Identifies inefficiencies and suggests practical improvements.

• Takes ownership: Follows tasks through to completion and ensures nothing is overlooked.

• Works collaboratively: Can confidently support different departments and communicate effectively with HR, management, and external candidates.