Office and Project Administrator

Aspen Technology, Inc.; Sydney; Presencial; AUD 70.000 - 95.000; Jornada completa

Descripción de la vacante

AspenTech in Sydney is seeking an organised Office Administrator / Project Coordinator to support day-to-day office operations and assist project teams with coordination and administration. You will manage reception, meeting bookings, travel, supplies, and facilities, while enabling project managers and teams to deliver on time and within scope.

Qualifications include a bachelor’s degree or equivalent in business-related field, strong MS Office skills (Word, Excel, PowerPoint, Outlook, Project)

Formación

• Bachelor’s degree or equivalent in Business Administration, Office Administration, or related field.
• Strong proficiency with Microsoft Office suite (Word, Excel, PowerPoint, Outlook, Project).
• Familiarity with SharePoint, Jira and Confluence.
• Excellent organization and attention to detail; ability to manage multiple priorities.
• Strong written and verbal communication with a professional, customer-focused approach.

Responsabilidades

• Serve as first point of contact for visitors, calls, and inquiries; ensure professional reception.
• Coordinate meeting room bookings, office setup, and client visit arrangements.
• Manage calendars, travel planning, and staff schedules using Microsoft 365 apps.
• Oversee office procurement and supplies; liaise with vendors and facilities teams.
• Support project managers with documentation, meetings, and governance activities.
• Coordinate and facilitate project meetings and workshops with stakeholders.
• Assist with onboarding, site access requests, and compliance-related tasks.

Conocimientos

Organizational skills

Communication skills

Self-motivation

Customer-focused approach

Educación

Bachelor’s degree or equivalent in Business/Office Administration

Herramientas

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Project

SharePoint

Jira

Confluence

Descripción del empleo

The driving force behind our success has always been the people of AspenTech. What drives us, is our aspiration, our desire and ambition to keep pushing the envelope, overcoming any hurdle, challenging the status quo to continually find a better way. You will experience these qualities of passion, pride and aspiration in many ways — from a rich set of career development programs to support of community service projects to social events that foster fun and relationship building across our global community.

The Role

We are seeking a highly organized, proactive, and customer-focused Office Administrator / Project Coordinator to support the day-to-day operations of our Sydney office while assisting project teams with coordination and administration activities. This is an excellent opportunity for someone looking to develop their career in project coordination and project management with the ability to help teams operate at their best delivering systems to critical infrastructure owners in the Energy Industry. In this role you'll have significant latitude to innovate, and build your data based analytical skills, while also finding ways for the office to be more efficient.

Your Impact

Office Administration & Facilities Coordination

• Serve as the first point of contact for visitors, customers, and incoming calls, ensuring a professional reception experience.
• Coordinate meeting room bookings, office setup, and customer visit arrangements.
• Organize training room facilities, including catering and refreshment requirements.
• Maintain staff calendars and schedules using Microsoft 365 applications.
• Coordinate domestic and international travel arrangements for employees.
• Manage office action registers and schedules for maintenance, repairs, payroll-related activities, and recurring services.
• Act as Fire Warden and support workplace health and safety requirements.
• Liaise with suppliers, contractors, service providers, and global teams to ensure smooth office operations.
• Manage office procurement activities, including office supplies, kitchen consumables, and general stock replenishment.
• Coordinate and oversee third-party services such as cleaning, plant maintenance, courier services, document destruction, photocopiers, and other facilities vendors.
• Collect and distribute incoming mail, receive deliveries, and manage office access cards.
• Maintain office asset and equipment registers and coordinate secure offsite document storage.
• Arrange office repairs and facilities maintenance as required by coordinating with the facilities team.
• Ensure pantry and kitchen areas remain clean, stocked, and well-maintained.

Project Coordination & Administrative Support

• Provide administrative and coordination support to Project Managers and Team Managers.
• Assist with resource scheduling and project planning activities.
• Organize and facilitate project meetings, customer workshops, and internal stakeholder meetings.
• Monitor and track project actions, milestones, deliverables, and reporting requirements.
• Prepare, maintain, and distribute project documentation in accordance with company project management methodologies.
• Support project site access requests and compliance-related activities.
• Create purchase requisitions and assist with customer invoicing processes.
• Support project initiation, setup, governance, and ongoing administration across multiple projects and programs.

What You’ll Need

• Bachelor's degree, diploma, or equivalent experience in Business Administration, Bookkeeping, Office Administration, or a related discipline.
• Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, and Project.
• Familiarity with collaboration and project management platforms such as SharePoint, Jira, and Confluence.
• Excellent organizational skills with strong attention to detail and the ability to manage multiple priorities.
• Strong written and verbal communication skills, with a professional and customer-focused approach.
• Self-motivated, proactive, and capable of working independently while collaborating effectively with diverse stakeholders.
• Positive attitude and commitment to delivering high-quality administrative and project support.
• A genuine interest in developing a career in project coordination, project management, or PMO functions.

AspenTech

AspenTech is a global software leader helping industries meet the increasing demand for resources from a rapidly growing population in a profitable and sustainable manner. Our Digital Grid Management software suite, including AspenTech OSI products, helps power and utilities companies achieve superior real-time control, optimization and management for exceptional performance of complex energy networks. If you’re looking to make a difference every day and push the limits of performance, AspenTech is doing things no one else thought was possible. As a leading industrial software partner, we help companies all over the world run safer, greener, longer and faster. With over 3700 employees and more than 60 global locations, AspenTech is meeting today’s sustainability and business challenges head-on with unmatched expertise, cutting-edge AI-powered technology and a passion to innovate.

Equal Opportunity

AspenTech is an Equal Opportunity/Affirmative Action employer. AspenTech does not discriminate against employees or applicants on the basis of age, race, color, religion, creed, ancestry, sex, sexual orientation, gender identity or expression, pregnancy or related conditions, marital status, familial status, national origin, disability, medical condition, genetic information, citizenship, military service or protected Veteran Status or any other basis protected by applicable federal, state, or local law.

Reasonable Accommodation

We will provide reasonable accommodations to qualified individuals who have a disability or sincere religious reasons to request accommodation, when necessary to enable the individual to participate in the job application or interview process. If you wish to request an accommodation, please contact us at [e-mail].

GDPR Privacy Notice

AspenTech collects a range of personal information during the recruitment process. This may include the following personal or special categories of personal data: recruitment information such as your application form and resume, references, qualifications and membership of any professional bodies and details of any pre-employment assessments; your contact details and date of birth; your gender; your marital status and family details; your identification documents including passport and driver's license and information in relation to your immigration status and right to work with us; information about your contract of employment (or services) including start and end dates of employment, role and location, working hours, details of promotion, salary (including details of previous remuneration), pension, benefits, and holiday entitlement; your racial or ethnic origin; any criminal convictions and offences.

Security and Privacy Policy

Participants Enrolled in the AspenTech US Medical Plans: The Transparency in Coverage Final Rules require certain group health plans to disclose on a public website information regarding in-network provider rates and historical out-of-network allowed amounts and billed charges for covered items and services in two separate machine-readable files (MRF’s). The MRF’s for the benefit package options under AspenTech’s US Employee Benefit Plan are linked below: Transparency in Coverage Rule - Machine Readable Files Transparency In Coverage Rule And Consolidated Appropriations Act Overview and FAQS