Office Administrator

Greenbox Architecture, A Woolpert Company; Melbourne; On-site; AUD 42,000 - 66,000; Part time

Benefits offered by this job

Salary Continuance Insurance (via Wool

Novated leasing options

Discounted corporate health insurance

Leadership/Stakeholder program

Job summary

Greenbox Architecture, Melbourne, is seeking an Office Administrator to support day-to-day office operations and provide practical help to our team. This part-time role (4 days per week, potential to grow to 5) suits an organised, proactive individual who enjoys a dynamic, design‑led environment.

You will coordinate calls, emails, calendars and travel, ensure meeting rooms and office spaces are ready, manage files and assist with invoices and expenses.

Qualifications

• Experienced in a similar administrative or office support role.
• Highly organised and proactive with strong communication skills.
• Reliable, adaptable and detail-oriented.
• Proficient with Microsoft Word, Excel and Outlook.

Responsibilities

• Manage day-to-day rhythm of the office, calls, emails, calendar and travel.
• Keep meeting rooms ready and office/kitchen stocked for meetings.
• Maintain well-organised project files and document processes.
• Support administrative and financial tasks: ordering supplies, invoices, expenses.
• Collaborate with Practice Manager to support architects and project managers.

Skills

Highly organised

Proactive

Strong communication

Attention to detail

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

We seek to move the world forward through innovative thinking.

Woolpert is an award‑winning, global leader in architecture, engineering, and geospatial services. We blend design excellence with cutting‑edge technology to deliver exceptional client value. Our team is passionate about their work and committed to building the next generation of industry leaders, and as a certified Great Place to Work, Woolpert embraces progress and innovation to create limitless opportunities for career growth.

Office Administrator, Melbourne

About Us

Founded in 2009, Greenbox Architecture is a leading Australian design practice in architecture and interior design. We specialise in mission‑critical architecture for data centres, health, and life sciences, alongside a robust interiors team focusing on commercial and workplace design.

Our diverse team of over 100 members speaks over 30 languages, bringing a wealth of experience and creativity. In 2025, we set up our Melbourne office to respond to an increased demand in Victoria.

We want others to enjoy working with us – we always have fun. Our certification by “Great Place To Work”, a global authority on workplace culture, is evidence of this.

In October 2024, Greenbox joined the Woolpert team. With over 2,500 employees and more than 60 offices across the U.S., Canada, Europe, South Africa, and Asia‑Pacific, Woolpert has an active presence across the world and are able to deliver more exciting and innovative designs in a diverse market.

www.greenboxarchitecture.com

The opportunity with us as an Office Administrator

We’re looking for an Office Administrator to support the day‑to‑day running of our Melbourne office and provide practical support to our team. This role would suit someone who is organised, proactive and comfortable, helping keep a busy studio running smoothly.

This is a part‑time opportunity (4 days per week with the option to grow to 5 if required ), ideal for someone seeking balance while still wanting to be deeply involved in a dynamic, design‑led environment.

You Will Be

• Managing the day‑to‑day rhythm of the office, including calls and emails, calendar coordination, meetings and travel arrangements.
• Keeping meeting rooms presentation‑ready and ensuring the office and kitchen are stocked and running efficiently for everyday work and client meetings.
• Maintaining well‑organised project files and supporting document management processes.
• Supporting administrative and financial tasks, including ordering supplies, processing invoices and tracking expenses.
• Working closely with the Practice Manager to support architects and project managers and helping the studio operate smoothly.

We’re Looking For Someone Who Is

• Experienced in a similar administrative or office support role.
• Highly organised, proactive and comfortable being the go‑to support person in a busy office.
• Reliable, adaptable and positive in approach.
• Strong communication skills and excellent attention to detail.
• Confident using Microsoft Office, including Word, Excel and Outlook.
• Experience in an architectural or design studio is highly regarded, but not essential.
• Available to work four days a week.
• Looking for a long‑term, meaningful role within a creative practice.

Why you’ll love working with us

You’ll be part of a collaborative, welcoming, and creative team where your contribution genuinely matters. We offer a supportive studio culture, exposure to exciting architectural projects, and a competitive salary and benefits, pro‑rated for part‑time hours.

As part of Woolpert you will also have access to the following benefits:

• Woolpert’s Principal Program gives employees the opportunity to become company stakeholders and share in the company’s growth and success.
• Employees receive automatic Salary Continuance Insurance provided by Woolpert.
• Novated leasing and salary sacrifice options are available to help employees make the most of their income.
• Discounted corporate health insurance through Bupa.

We value diversity and inclusion at Woolpert and are committed to creating a workplace that reflects the diversity of the communities we serve. We welcome applications from First Nations peoples.

This role requires full working rights in Australia. Only shortlisted candidates will be contacted.

Find out more about what Woolpert has to offer here: http://woolpert.com/about-us/

Woolpert is an equal‑opportunity employer. Woolpert is committed to the full inclusion of all individuals. We recruit, train, compensate, and promote regardless of race, religion, color, national origin, sex, disability, age, veteran status, and other protected status as required by applicable law. You may view more about EEO on our website: Equal-Employment-Opportunity-The-Law.pdf and EEO is the Law Poster Supplement.

Applicants who require an accommodation throughout the application and interview process should request this in advance by contacting your Recruiter

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