Office Administrator

Novonesis; Melbourne; On-site; AUD 55,000 - 75,000; Full time

Job summary

Novonesis is seeking an Office Administrator for our Melbourne office. You will manage daily office and facilities operations, oversee safety procedures, and support the Country Manager with administrative tasks.

The role requires proactive coordination with building management, contractors and internal teams to maintain a smooth, welcoming workplace. You will chair or participate in WHS activities, coordinate audits and incidents, and help improve workplace processes.

Qualifications

• Experience in office management or facilities coordination.
• Strong organisational and prioritisation skills.
• Excellent written and spoken English.

Responsibilities

• Overseeing daily office and facilities operations, including repairs and maintenance.
• Managing workplace access, security procedures and contractor coordination.
• Acting as primary contact for building management and service providers.
• Leading or chairing Workplace Health and Safety Committee and coordinating WHS activities.
• Coordinating meetings, events, travel and onboarding for new employees.
• Providing administrative and operational support to the Country Manager.
• Identifying cost-conscious improvements to processes.

Skills

Office Management

Facilities Coordination

Workplace Administration

Microsoft 365

English Proficiency

Tools

Microsoft 365

Job description

At Novonesis, we believe solutions rooted in biology can help solve humanity’s biggest challenges. We are looking for a proactive and service-oriented Office Administrator to support the successful day-to-day operation of our Melbourne office.

You will join a collaborative and hands-on working environment where safety, responsiveness and continuous improvement are valued. Working closely with colleagues across different functions, you will help create a safe, welcoming and efficiently managed workplace

The Role & Your Impact

As our Office Administrator, you will play an important role in workplace safety, employee experience and the smooth operation of the Melbourne office.

Your key responsibilities will include:

Overseeing daily office and facilities operations, including repairs, preventative maintenance, workplace access, keys, passes and security procedures.

Acting as the primary contact for building management, landlords, contractors and service providers.

Serving as Chief Warden and leading or chairing the Workplace Health and Safety Committee.

Coordinating WHS audits, risk assessments, incident reporting, investigations, emergency drills, training and compliance records.

Managing office supplies and providing administrative and operational support to the Country Manager.

Coordinating meetings, office events, catering, accommodation and travel arrangements.

Supporting new employee onboarding, including workspace, access and equipment coordination.

Providing back-up support for customer, sales and account-management administration when required.

Identifying practical, cost-conscious improvements to administrative and workplace processes.

You will work independently while collaborating with the Country Manager, employees across functions, vendors, contractors, safety providers, customers and sales teams

What You’ll Need to Be Successful

To succeed in this role, you will bring:

Relevant experience in office management, facilities coordination, workplace administration or a similar operational support position.

Practical knowledge of Australian Workplace Health and Safety requirements, including risk assessments, incident reporting and record keeping.

Experience coordinating facilities maintenance, workplace access, contractors and office services.

Experience providing administrative or executive support.

Strong organisational skills and the ability to manage competing priorities accurately.

Strong proficiency in Microsoft 365 applications and confidence learning new business systems.

Clear written and spoken English.

A proactive, solutions-focused approach and the ability to remain calm when managing urgent workplace matters.

Strong stakeholder-management skills and the ability to build effective working relationships.

Professional judgement and discretion when handling confidential or sensitive information.

Additional Skills & Interests We Value

It would be beneficial if you also have:

A qualification in business administration, facilities management, WHS/OHS or a related discipline.

Chief Warden or first-aid training, or a willingness to complete the required training.

Experience coordinating meetings, company events, travel or onboarding activities.

Exposure to customer, sales, order, sample, logistics or basic finance administration.

An interest in continuous improvement and making workplace processes more efficient

What We Offer

You will have the opportunity to take ownership of varied workplace and administrative responsibilities while working with colleagues across the business.

The role offers:

Broad exposure to facilities, safety, administration and business-support activities.

Opportunities to strengthen your workplace safety and operational coordination capabilities.

A collaborative and service-oriented workplace.

Autonomy in managing day-to-day priorities and solving practical operational challenges.

The opportunity to contribute to a safe, welcoming and continuously improving employee experience.

Ways of Working / Working Conditions

This is an office-based position located in Melbourne, Australia, with regular on-site responsibility for facilities, workplace safety and office operations.

You will work autonomously while maintaining close communication with the Country Manager and cross-functional stakeholders. Some flexibility may be required to support emergency procedures, urgent facilities matters, internal events or other business activities outside standard working patterns.

The position has no direct reports. Other reasonable duties aligned with office administration, workplace operations and business support may be assigned when required.

Our purpose guides the way

In Novonesis, we know that solutions rooted in biology can help solve humanity’s biggest challenges. Since we began more than a century ago, this has been our guide. It’s how we've gotten so far. And it’s how we'll impact the future. Now, more than ever, the world needs change. And with biosolutions, the possibilities for transformation are endless. If our purpose resonates with you, we encourage you to apply.

Opportunities for everyone

We are committed to an inclusive recruitment process and equal opportunity for all applicants. Therefore we ask you to apply without a cover letter or photo and instead include a few sentences in your CV explaining your motivation for applying.

We make all employment decisions based on business needs and welcome candidates with a wide range of backgrounds, including ethnicity, religion, gender, sexual orientation, age, disability, or veteran status.

Explore other openings

If this position isn’t the right fit, you may still find other opportunities with us. You’re welcome to explore open roles or create a job agent to stay connected with future opportunities at novonesis.com/Career.