Office Administrator

Vantage; City of Melbourne; On-site; AUD 34,000 - 48,000; Part time

Job summary

Vantage is seeking an organised and proactive Office Administrator to support day-to-day administration and operations of the office in a part-time capacity across Melbourne or Sydney. The role covers general admin, facilities and vendor coordination, plus travel arrangements and onboarding support.

The ideal candidate is detail-oriented, able to manage multiple tasks, and communicates effectively with internal teams, suppliers, and building management.

Qualifications

• Previous experience in office administration, administrative support, reception, or a similar role is preferred.
• Strong organisational and time-management skills with attention to detail.
• Ability to manage multiple tasks and follow up on outstanding matters.
• Good written and verbal communication skills.

Responsibilities

• Support day-to-day office operations and maintain a clean, efficient workspace.
• Manage regular office supply orders and vendor coordination.
• Monitor inventory and coordinate facilities, access cards, and maintenance with Building Management.
• Maintain seating plans and phone number registers; arrange renewals as needed.
• Handle weekly PO Box collection and distribution of documents.

Skills

Office administration

Administrative support

Reception

Time management

Communication

Microsoft Office

Lark

Tools

Microsoft Office

Lark

Job description

We are looking for an organised and proactive Office Administrator to support the day-to-day administration and operations of the office. The role covers general office administration, facilities and vendor coordination, finance related administrative support, employee travel arrangements, and onboarding support.

The ideal candidate is organised, detail-oriented, comfortable manage multiple tasks, and able to communicate effectively with internal teams, building management, suppliers, and other external service providers.

This is an office-based part-time opportunity, requiring a commitment of 15.2–22.8 hours per week across 3 days. The role can be based in either Melbourne or Sydney, and we welcome applications from candidates located in either city. Candidates must be available to work a minimum of 3 days per week from the office.

Key Responsibilities

Office Administration & Facilities

• Support the day-to-day operations of the office and help maintain a clean, organised, and efficient working environment.
• Manage regular office supply, groceries, drinking water, and other office-related orders.
• Monitor office inventory and coordinate with vendors and Building Management regarding facilities, maintenance, access cards, and other office-related matters.
• Maintain office records, including seating plans and phone number registers, and arrange renewals where required.
• Manage weekly PO Box collection and distribution of relevant documents.

Finance & Administrative Support

• Assist with monthly budget submissions and maintain relevant supporting records.
• Process and submit office-related bills, including utilities, telecommunications, and other recurring expenses.
• Maintain accurate administrative and invoice records and liaise with Finance regarding payment or reimbursement queries.
• Prepare and update seating lists where required for internal cost allocation.

Travel & Employee Support

• Assist with employee business travel administration and arrange business travel insurance. Coordinate with relevant internal or regional teams regarding travel-related requirements.
• Support HR with employee onboarding and offboarding administration. Arrange building access cards, office access, workstations, and other office related arrangements for new employees.

General Administration

• Liaise with internal teams, Building Management, vendors, and external service providers on day-to-day administrative matters.
• Follow up on outstanding office or facilities issues as required.
• Provide general administrative support to the HR & Administration team and assist with ad hoc administrative tasks.

Qualification & Requirements

• Previous experience in office administration, administrative support, reception, or a similar role is preferred.
• Strong organisational skills and time-management skills with good attention to detail.
• Ability to manage multiple tasks and follow up on outstanding matters.
• Good written and verbal communication skills.
• Proficiency in Microsoft Office; experience with Lark or similar office systems is an advantage. Proactive, reliable, and comfortable working independently as well as within a team.

Next Steps

Upon receiving your application, our team will carefully review it. If your skills and experience align with the role, we will reach out to arrange a conversation and guide you through the recruitment process.

A Note to Recruitment Agencies

We kindly request no unsolicited approaches, as we are not engaging external recruitment support at this time.