Associate Workplace Administrator

Mimecast Australia Pty Ltd; City of Melbourne, Sydney; On-site; AUD 80,000 - 90,000; Full time

Job summary

Mimecast is seeking an Associate Workplace Administrator in Melbourne. This 4‑day, in‑office role supports the Global Workplace team for offices in Melbourne, Sydney and Singapore, serving as the first point of contact and keeping daily operations smooth.

You will manage front desk duties, office supplies, events, vendor relations, safety compliance, and cross‑functional teamwork with HR, IT and Finance to maintain a productive workplace.

Qualifications

• 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 communication, grammar, proofreading and note-taking.
• Able to work independently with sound judgment and discretion.

Responsibilities

• Front Desk & Visitor Experience: meet and greet, manage visitor processes, handle post and deliveries.
• Office & Facilities Operations: arrange catering, check daily office conditions, manage supplies and upkeep.
• Vendor & Building Management: liaise with building management, submit maintenance requests and permits.
• Cross-Functional & People Team Collaboration: work with HR, IT, Finance, and regional teams; support staffing and IT access needs.
• Health, Safety & Compliance: uphold OH&S standards and participate in safety plans.
• AI Adoption: leverage AI tools to automate routine tasks and streamline workflows.
• Financial & Lease Management: assist with facilities budget, process POs, review invoices, track operating expenses.

Skills

Microsoft Office

Outstanding communication

Multitasking

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.

Vendor & Building Management

• 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

• 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.

Salary

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.

Equal Opportunity & Diversity

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 Aff…

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.

Company Culture & Values

We save companies the embarrassment of awkward data slip ups by disrupting cybercriminal activity. We think fast, go big and always demand more. We work hard, deliver – and repeat. We grow with meaningful determination. And put success well within our reach. We empower each other, live by our values, and always deliver on our purpose. We push each other to be better and expect to be pushed back. This is a community of respect. Where everyone is counted.