Hybrid Global Operations & Projects Assistant

HKA Birmingham; Sydney; Hybrid; AUD 60,000 - 80,000; Full time

Benefits offered by this job

Hybrid work arrangements

Flexible remote working

Regular social events

Job summary

HKA is seeking a Business Support Administrator to join our Sydney team on a 12-month fixed-term contract. This hybrid role requires you to work at least three days per week in the Sydney office, supporting business leaders and cross‑regional colleagues across APAC.

You will manage a shared inbox, support project administration, assist with client invoices and travel requests, and help keep operations running smoothly in a fast-paced professional services environment.

Qualifications

• Previous experience in a fast-paced administrative, business support, or operations-focused role.
• Adaptability, flexibility and confidence working both independently and collaboratively within a high-performing team.
• Demonstrated experience working within a high-volume professional services or corporate environment.
• Strong organisational and prioritisation skills, with the ability to manage multiple tasks and deadlines effectively.
• A calm, composed, and positive approach, complemented by a great sense of humour.
• Excellent numeracy, literacy and communication skills, with the ability to build strong professional relationships.
• A customer-focused mindset and outstanding interpersonal skills.

Responsibilities

• Managing a shared inbox, balancing competing priorities, and taking ownership of assigned tasks.
• Providing project administration support, including running conflict checks, creating proposal codes, set up and system management of projects.
• Providing administration support to service line teams, including assisting with document preparation, reporting requirements, meeting logistics, CRM maintenance and day-to-day operational activities
• Assisting with client invoices, managing aged debts, timesheet management, and expense claim coordination and processing.
• Supporting facilities management, including liaising with Building Management as required.
• Assisting colleagues with the creation, formatting and maintenance of documents including CVs, proposals, templates, and reports
• Co-ordinating new starter inductions, maintaining leave records, and coordinating travel requests.
• Providing office support services, including answering calls and welcoming clients and visitors, coordinating meeting room schedules and requirements, managing office supplies, and arranging social activities.
• Contributing to a positive and collaborative team culture, with plenty of opportunities to connect and share a laugh with colleagues along the way.

Skills

Administrative experience

Adaptability

Communication skills

Organisational skills

Microsoft Office (Word/Excel)

Team collaboration

Customer service mindset

Positive attitude

Tools

Microsoft Word

Microsoft Excel

CRM software

Job description

HKA is seeking a Business Support Administrator to join our Sydney team on a 12-month fixed-term contract. This hybrid role requires you to work at least three days per week in the Sydney office, supporting business leaders and cross‑regional colleagues across APAC.

You will manage a shared inbox, support project administration, assist with client invoices and travel requests, and help keep operations running smoothly in a fast-paced professional services environment.