Associate Workplace Administrator

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

Job summary

Mimecast in Melbourne is seeking an Associate Workplace Administrator to be the first point of contact for Melbourne, Sydney and Singapore offices. This 4-day per week, 100% in-office role partners with the Global Workplace team to run the office smoothly and help manage facilities, events and vendor relations.

You will support HR, IT, Finance and operations, manage visitor experiences, and explore AI-enabled tools to improve efficiency.

Qualifications

• 3+ years of experience in administrative or facilities operations.
• Proficient in Microsoft Office (Word, Excel, PowerPoint).
• Outstanding communication and strong written/verbal skills.
• Ability to work independently with discretion and initiative.
• Excellent interpersonal skills and a proactive approach.

Responsibilities

• Serve as initial contact for the Melbourne, Sydney & Singapore offices.
• Meet and greet clients, manage visitor processes and post/courier flows.
• Arrange catering, meetings, stock and office supplies as required.
• Collaborate with HR, IT, Finance and Facilities for smooth operations.
• Support ESG data submissions and ISO 14001 audits.
• Explore AI tools to streamline facilities workflows and tasks.

Skills

Admin experience

MS Office

Communication skills

Written & verbal

Independent worker

Interpersonal skills

Tools

Zendesk

Job description

This is an opportunity to be part of the Global Workplace team here at Mimecast. As the first point of contact for the Melbourne, Sydney and Singapore office, the Associate Workplace Administrator brings outstanding communication skills, a proactive, team-spirited attitude, and the enthusiasm and initiative to support a growing, fast-paced company.

This is a 4 day per week, 100% in-office role based in Melbourne, Australia, partnering closely with the Global Workplace team and cross-functional partners across HR, IT, Finance teams to keep the office running smoothly day to day.

The best offices work because someone is always looking after the details.

What You'll Do

Front Desk & Visitor Experience

• Serve as the initial point of contact for all Mimecasters in the Melbourne, Sydney & Singapore office.
• You will be positioned at reception to 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.

Office & Facilities Operations

• 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. Manage stock-take, restocking and replenishing of items.
• 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.
• You will work closely with key employees to ensure the operational standard is followed in Sydney and Singapore.
• Attend to Zendesk employee tickets.
• Liaise with building management, submitting maintenance requests and raising permits.

Cross-Functional & People Team Collaboration

• 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.

Health, Safety & Compliance

• 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.

AI Adoption

The Associate Workplace Administrator is expected to look for opportunities to bring AI into everyday facilities work, using it to save time and improve consistency across the office.

• Adopt AI tools to automate routine processes and procedures where possible.
• Identify opportunities to streamline facilities and administrative workflows using AI-enabled tools.

Financial & Lease Management

• 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.

What You'll Need

• 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.

Mindset & Approach

• Understands the business's goals and objectives, and how personal goals connect to them.
• Treats customer and employee satisfaction as a core measure of success.
• Finds practical solutions to complex problems.
• Takes ownership of the role and adapts readily to change.
• Looks for new ways to win, and shares those wins with the team.

The base salary range for this position is $80k−$90k plus benefits. This range represents the minimum and maximum new hire compensation for this role. The position may also be eligible for incentive plans and additional benefits, in accordance with company policy and local regulations. Our salary ranges are determined by role, level, and location with individual compensation also dependent on factors such as qualifications, experience, and skills. Final offers will reflect these considerations and may vary accordingly.

Belonging at Mimecast

Cybersecurity is a community effort. That’s why we’re committed to building an inclusive, diverse community that celebrates and welcomes everyone – unless they’re a cybercriminal, of course.

We’re proud to be an Equal Opportunity and Affirative Action Employer, and we’d encourage you to join us whatever your background. We particularly welcome applicants from traditionally underrepresented groups.

We consider everyone equally: your race, age, religion, sexual orientation, gender identity, ability, marital status, nationality, or any other protected characteristic won’t affect your application.

Due to certain obligations to our customers, an offer of employment will be subject to your successful completion of applicable background checks, conducted in accordance with local law.

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment.